PHILCON 2008: Art Show Rules

Art Show Schedule

See below for details

Friday:

• Art Show se-tup: 11:00 a.m. – 5:00 p.m.
• Art Show staff : 11:00 a.m. – 10:00 p.m.
• Artist check-in: 5:00 p.m. – 9:00 p.m.
• Public hours: (by) 9:00 p.m. – midnight
• Meet-the-Pros Reception in the Art Show & foyer: 9:00 p.m. – midnight

Saturday:

• Artists check-in: 10:00 a.m. – 11:00 a.m.
• Art Show staff: 9:00 a.m. – 10:00 p.m.
• Awards judging: after 8:00 p.m.
• Public hours: 10:00 a.m. – 8:00 p.m.

Sunday:

• Art Show auction: 1:00 p.m. – 2:00 p.m.
• Art Show staff: 9:00 a.m. – 5:00 p.m.
• Art Show sales: 1:30 p.m. – 3:00 p.m.
• Public hours: 10:00 a.m. - 12:00 noon
• Artist check-out: 1:30 p.m. – 3:00 p.m.
• Art Show tear-down: 3:00 p.m. – 5:00 p.m.

What to Enter (Artwork Regularions)

The purpose of this Art Show is to exhibit original art works of a science fiction, fantasy, and/or fannish nature.  Both flat and 3-D art work will be accepted for display and sale.

All flat art must be matted, framed, or otherwise mounted. Framed works must have a wire for hanging. Every piece, whether print, flat, or 3-D must be labeled with its title, price, and the artist’s name.

Multiple Original Art, Prints and More

Multiple original art is hand-pulled work such as serigraphs, silk-screens, etchings, lithographs and woodblocks, with a print run of less than 100. The following information must be clearly visible in pencil on each copy: artist’s signature, title, date and print# of total run#.

Prints are defined as photoprints of artwork originally done in another media, photocopies, and commercially produced multi-lithographic copies. All prints will be tagged with a yellow ID/bid sheet. One copy of each print may be displayed in the Art Show but will be for direct sale. Additional copies may be sold via the Print Shop.

Computer-generated prints and fine art photography will be considered original art if accompanied by a statement from the artist confirming same; otherwise, they will be treated as prints, above.

Change of Terms and Withdrawals

Once an item has been entered in the Art Show, it may not be withdrawn or the conditions of sale changed without the consent of the Art Show Director.

Minimum Bids

All items for sale must have a minimum bid of at least $5. (Name badges $1).

Quick Sale Option

Philcon 2008 offers the artist the option of Quick Sale. If and only if there are no written bids on a piece, that piece may be immediately purchased for the Quick Sale price with the caveat that the physical piece may not be removed from the Art Show before 6 PM on Saturday. If you choose this option, we recommend that the quick sale price be at least 150% of the minimum bid for an item.

Reproduction Rights & Refusal to Display

Art sales do not include reproduction rights. The artist and buyer must negotiate separately as per current copyright laws.

Items which violate copyrights or trademarks, or are deemed libelous or obscene will not be permitted. The Art Show management reserves the right to refuse any artwork for display and/or sale for inappropriateness of subject matter and/or administrative reasons.

Display Space Dimensions

An artist may reserve up to three panels or two tables:

• One full panel for flat work is 4' high by 6' wide
• One full table for 3-D artwork is 2.5’ x 6'
• Panels and tables are divisible into halves

Please specify the number of panels and/or tables you wish to reserve. The Art Show Director reserves the right to assign less than the requested number if conditions warrant it.

How to Enter (Reservation Policies)

The Art Show and Print Shop registration/display space reservation form should be postmarked by September 30th, and sent to the Art Show Director at the contact address. Assignment of display space is determined by postmark. Requests for display space in October and November will be honored as cancellations allow.

No reservations will be held after 11 A.M. Saturday Philcon (unless prior arrangements have been made with the Director). Any unclaimed space will be forfeited to waiting list/walk-in artists.

Fees

There is a flat rate cost per panel/table, and a per piece charge for prints:

• One full panel or table – $30.00
• One-half panel or table – $15.00
• Each copy of a print entered in the Print Shop – $0.50
• No sales commission charged
• Handling fee (additional) for mailed-in artwork – $10.00

Send checks payable to “Philcon” or “Phila. SF Society” with your registration fo rm. (PDF) to the address on the form.

Convention Memberships

We invite you to attend our convention. If you are unable to do so, you may be represented by an attendee who will hang and unhang your artwork. The artist must provide a written authorization for the person s/he names to act as agent. Payment for sales will be made to the artist unless otherwise specified.

An attending membership for you or your agent costs $45.00, if and only if you send it in with your Art Show registration. Check elsewhere on this web site for more information.

Mail-In Art

Mailed-in art will only be accepted with prior approval from the Art Show Director. No mail-in art will be accepted from any artist within 300 miles (DE, NJ, and most of PA, NY, & MD) of the convention! If necessary, we will attempt to provide you with the name and address of someone in your immediate area who will be traveling to Philcon and with whom you can make arrangements to transport your artwork, etc.

Each mail-in artist may reserve up to one full panel or table. In addition to the panel/table fee, there is a mail-in art handling fee of $10.00. Please remit payment with your Art Show registration form (PDF).

Mailed-in art must be received no later than November 13th. Make sure you have enclosed the completed control sheets and ID/Bid Sheets, a hanging display diagram (if desired), return postage (and insurance, if desired), and any fees still owed. Any art sent without all forms or fees will not be exhibited.

Please use the USPS. FedEx and UPS may leave packages on our doorstep in public view and without signature. All art must be shipped in sturdy re-closable containers, securely packed, and sealed with masking or packing tape (no staples). Please limit package weight to 15 pounds. The Art Show will not be responsible for artwork damaged in transit to us due to inadequate packaging, or not signed for at delivery.

Unsold artwork will be returned within one week following the convention. Insufficient return postage will be deducted from any monies earned.

Print Shop

There will be a Print Shop for direct sale of photoprints (non-original art). There is a $0.50/piece fee. One copy of each image will be displayed on the Print Shop panels; the other copies will be accessible only to and sold by the Print Shop staff. Alternatively, a single copy of a print may be exhibited on your Art Show panel but will still be tagged with the yellow ID/Bid Sheet for prints and be sold for the same price as for direct sale in the Print Shop. All display copy tags inform bidders that additional copies are available at the Print Shop desk.

You must have at least 3 but no more than 10 copies of any one image, maximum 8 different images per artist. Copies of an image that are of a different size, matted vs. unmatted vs. framed should be considered as separate artwork when completing the Print Control sheet(s). ID/Bid Sheets for prints will be on yellow paper with one line for a bid at the Print Shop price.

Paperwork to Complete Before Mailing/Checking In

Control Sheets:

• Artist Control Sheet – includes information re the artist, a list of all original pieces and prices, and a summary of sales and payments.
  
• Print Control Sheet – includes information re the artist, a list of all prints and prices, and a summary of sales.

ID/Bid Sheets:

• White – for sale in Art Show, beginning at minimum bid
• Blue – not for sale, display only
• Yellow – for direct sale at Print Shop price

Based on the information provided on the artist’s registration form (PDF), we will mail the appropriate type and number of art show forms and bid sheets to each registered artist approximately one month before Philcon or they may be available on this web site.

Hours, Schedule and Deadlines

Artist Check-In

The Art Show will be open 5 PM – 9 PM on Friday and 10 AM – 11 AM on Saturday for artists or their agents to set up their displays and to fill out the control sheets and ID/Bid Sheets. No reservations will be held after 11 AM Saturday unless prior arrangements have been made with the Director.

Unclaimed space will be forfeited and reassigned to wait-list and walk-in art.

Public Hours

The Art Show will be open to the public by 9 PM Friday for the Meet the Pros reception; Saturday 10 AM – 8 PM, and Sunday 10 AM – 12 noon. Written bidding will close at noon Sunday.

Auction

There will be a single voice auction Sunday afternoon beginning at 1 PM Three written bids on the ID/Bid Sheet will put a piece into the auction. Voice auction rules will be at the discretion of the auctioneers.

Artist Check-Out

Artists may begin packing their work on Sunday at 1 PM Check-out will begin at 1:30 PM and will extend until 3 PM Do not destroy the bid sheets; bring them to the Control Desk. All unsold art must be picked up by the end of check-out unless prior arrangements have been make with the Art Show Director. Any unsold art not claimed by the artist or agent becomes the property of the convention.

Art Show Schedule

Friday:

• Art Show setup: 11 AM – 5 PM
• Art Show staff : 11 AM – 10 PM
  Artist check-in: 5 PM – 9 PM
• Public hours: (by) 9 PM – Midnight
• Meet-the-Pros Reception in the Art Show & foyer: 9 PM - Midnight

Saturday:

• Artists check-in: 10 AM-11 AM
• Art Show staff: 9 AM – 10 PM
• Awards judging: after 8 PM
• Public hours: 10 AM – 8 PM

Sunday:

• Art Show auction: 1 PM – 2 PM
• Art Show Staff: 9 AM – 5 PM
• Art Show sales: 1:30 PM – 3 PM
• Public hours: 10 AM – Noon
• Artist check-out: 1:30 PM – 3 PM
• Art Show teardown: 3 PM – 5 PM

Deadlines

• Sept. 30 – Display Space Registration/Reservation ends/Wait-list begins
• Oct. 1 – Philcon Membership pre-registration ends
• Tues. Nov. 18 – Mailed-in Artwork to be received by the Directors
• Sat. 11 AM, at con – Unclaimed reserved space released
• One week after con – Return of mailed-in artwork
• One month after con – Payment to artists

Additional Information

Payment to Artists

Checks to the artists will be mailed one month after the convention. Checks will be made payable to the artist unless otherwise requested by the artist in writing or in person.

Art Not Collected and Paid for at Con

Any artwork legally bid for but not collected and paid for by the buyer will be retained by the Director. We will make every effort to contact the buyer, remind them of their legal obligation to pay for purchased art at the bid price, collect funds due and remit to the artist. If we are unable to complete the sale within three months, the art will be returned to the artist.

New Location

The 2008 Philcon will be held November 21-23 at the Crowne Plaza Hotel, 2349 W. Marlton Pike (Rte. 70), Cherry Hill, NJ. The Art Show will be in the Ballroom, near to most of the Philcon programming rooms, Dealers’ Room, gaming room and lounge.

Awards

There will be Art Show certificates/awards in the following categories:

• Best of Show by Attendee Vote Best Professional Artist
• Best 3-D Artwork Best Aspiring (Professional) Artist
  
• Best Use of Humor Best Science Fiction Artwork
  
• Best Black and White Best Fantasy Artwork
  
• Best Artwork Honoring Principal Speaker (2008 – Tim Powers)

Lighting and Security

Our panels are self-illuminated, but some artists may prefer to supply their own spotlights for some works. If you prefer this, please note so on your registration form to ensure a display location close to electrical outlets.

We will provide security and TLC for the artwork. We will have guards at con during public and artist hours. No cameras will be permitted. All bags will be checked and secured. There will also be two people sleeping in the exhibit area during off hours. We do recommend that you have your own property insurance on valuable pieces of art.

Contact Information

Please contact the Art Show Director (artshow2008@philcon.org) with any questions or problems. Any suggestions/comments for improvement of the Art Show are welcome.

Joni Brill Dashoff
2008 Philcon Art Show Director