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A printable version of these rules
Unbound Visual Arts Expo – May 3 & 4, 2019
Prudential Center
Presented by Unbound Visual Arts
Application deadlines: Early – March 15, 2019 Final – April 5, 2019
Space is limited, early applications are encouraged.
Important Rules and Information for All Artists
Unbound Visual Arts (UVA), a 501(c)(3) non-profit, is very excited to be presenting the annual the Unbound Visual Arts Expo and City Heart Show inside the Prudential Center, Boston, Huntington Arcade on Friday May 3rd from 7-9 pm and Saturday May 4th from 10:00 am – 6:00 pm. Sunday is reserved for the City Heart Show for participants in the Common Art/Common Cathedral, Saint Francis and Women’s Lunch Place art programs
How do I apply?
Apply here. The early deadline is March 8, 2019 and the final deadline is April 5, 2019. There is no entry fee. Artist applications will be reviewed and accepted on a first-come-first-serve basis until the maximum number is reached.
What is the Early Deadline of March 15 for?
All early entrants that are accepted will be given extra promotion on UVA’s website and on UVA’s social media sites.
How much does it cost to participate?
There is no entry fee. However, participant must have a current Unbound Visual Arts membership. All sales are subject to a sales contribution paid to UVA. The sales contribution to Unbound Visual Arts is 25 percent of the total gross sales (excluding sales tax and credit card fees) with a maximum contribution of $175 per artist. UVA will collect sales tax from all customers at time of sale. Neither the sales tax or credit card fees will affect payments to artists.
Is volunteering required?
Yes, volunteering is required of all artists to help ensure a successful event. Each artist must provide at least 2 hours. If you are approved, you’ll receive a list of volunteer assignments to choose from. The primary jobs prior to, during and after the event include distributing postcards and flyers starting 3 weeks prior to the Art Expo weekend, visiting hotel concierges and businesses to promote the Art Expo, contacting event partners and seeking new partners, assisting with mailings, promoting through ArtWeek, setting-up the space on Friday, clean-up on Friday., Saturday, or Sunday, social media posting, reception staffing, cashiering, bagging and wrapping, and greeting shoppers.
Will there be an information Session prior to the Art Expo?
Yes, an optional information session is being planned for all artists to discuss logistics, best retail practices for display, and in engaging potential customers. All artists are strongly urged to attend. More coming soon.
Who may apply?
The Art Expo is open to current, renewing or new UVA members. If a member has not made a membership donation in the last 12 months, they will be asked to do so before they are accepted into this event. There are limited number of spaces available, so artists are encouraged to apply early.
What can be displayed and sold?
Artists may display and sell their original two-dimensional and three-dimensional artwork and crafts, such as photography, jewelry, ceramics and fiber art and other similar original and handmade items. Artists may also display and sell reproductions, prints, note cards and similar type items.
When Do I hear if I am Accepted?
Acceptance will be on a rotating basis until all the spaces are assigned.
When Do I hear about space assignments?
Space assignments will be made about two weeks prior to the event and you will be notified by email and/ or text. Assignments will also be placed on the UVA website.
What do I bring?
Bring mid-size art and crafts and small works to display on one six-foot table and one rack (if you request one and that request is granted, as the supply of racks is limited) and anything else, such as small tables and racks, that you bring that fits in your space. Very large works may not be appropriate for this event, but artists may decide to do so at their own discretion. Artists assume all responsibility for their work.
How do I get my artwork posted on the UVA website?
The application allows a sample of your work to be featured on our website about the Art Expo. You may also update your biography that is currently on the UVA website by adding that information on the application form.
Is there a number to call for more information?
Email is preferred at info@UnboundVisualArts.org but if necessary, you can also call UVA at 617-657-4278 prior to and during the event.
How much space will each artist receive?
Artists will be assigned approximately a space of 9 feet by 8 feet (72 square feet).
What else is provided?
Each artist may request on their on-line application the following: one 6-foot table, one vertical display rack (subject to availability), and one or two chairs.
When should I set up?
Setup starts at 5:00 pm for Friday and everyone is encouraged to setup by 7:00 pm Friday when the Public Opening Reception commences. Generally, artists need at least 60 minutes to set up. If someone is not able to setup prior to 7:00 pm, they should notify UVA.
How do I unload?
If you drive, you can proceed to the Prudential Center Delivery Dock at 111 Huntington Ave. and park temporarily in designated dock spaces on the left and then unload your car. From the Mass. Turnpike Prudential Center exit, the garage entrance is immediately on the right upon entering Huntington Ave. This temporary loading is NOT for all-day parking. There are large freight elevators that will bring you to the main Prudential Center floor. The Expo is a short distance from those elevators. There are 2-wheel dollies for your use too. Once you unload (UVA will assist if necessary if there are sufficient volunteers) and you can bring your art to your assigned space, someone will watch over your art, while you move your vehicle to the Prudential’s public parking garage or another parking garage. We will also assist moving the artwork, if we have sufficient volunteers. Bringing a friend or helper is useful, as another person can help you unload or move your car or watch your belongings while you move the car. Getting a ride (including Uber or Lyft) to and from the event is another good idea but not always practical or affordable. If you get dropped off, you can do so on Huntington Avenue. Please note, however, that live parking with a driver is recommended while your art is being unloaded and brought to the Huntington Arcade.
Where do I park?
If needed, you will receive a parking voucher for discount parking in the Prudential Center’s garages that will entitle you to all day parking for $14.00. Vouchers will be distributed at the event after the event has started. In 2018, the Prudential Center supplied sufficient vouchers for free parking for all participants, but we can’t assure that for 2019.
Display questions?
All art must be displayed upright on tables and display racks. Nothing, including signs, may be affixed in any manner to any object or any part of the Prudential Center’s property. Also, handwritten signs may not be used anywhere in the Prudential Center. We will also supply clamps and “S” hooks for use with the vertical display racks.
Personal Items?
All personal items such as jackets and bags of any type or size must be securely stored under the artist’s table and hidden from view by the table linens. This is a Prudential Center requirement and it will be enforced.
How is Friday evening overnight security handled?
UVA will engage a dedicated security guard from the Prudential Center to watch over the area overnight until the Expo reopens at 10am on Saturday. This is in addition to the Prudential Center’s regular security. On Friday evening, members should cover their work as much as possible. Members may also choose to remove small or valuable work and bring them back on Saturday. This procedure worked well in 2018. However, Unbound Visual Arts cannot be responsible for missing or damaged work.
How should I display or set up?
Artists may use the tables the display racks supplied by UVA or any other similar components they bring such as Pro Panels. Artists can also bring a pegboard or similar device. Small paintings might work best on a table. Use your imagination and be flexible. Some lighting may also be appropriate for some locations. UVA will conduct a workshop to assist everyone in having a successful event and everyone is encouraged to attend. A few common things to keep in mind: 1) all items (with the exception of small items) should be clearly priced; 2) most items should generally be displayed with a table and floor rack; 3) items should generally not be stacked on each other.
Can I leave early?
Artists may not break down before 6:00 pm on Saturday. UVA has committed to the Prudential Center that the event will run until that time and if some artists leave early that degrades the quality of the experience for visitors coming later in the afternoon. We expect many visitors to the Art Expo throughout the day and so major sales could happen at any time. If an urgent situation arises, however, please don’t hesitate to speak to a UVA representative because we understand some situations cannot be avoided or anticipated.
Where are the nearest restrooms?
There are public restrooms inside the Prudential Center.
Will there be assistance for my breaks?
We hope to have sufficient volunteers to provide short term (5-10 min.) oversight for your art space on both days when you need to take a break for food, coffee or the restroom.
Where is the nearest coffee, tea and food?
There is a Starbucks, Dunkin Donuts and a Caffe´Lavazza inside Eataly. A new Blue Bottle Café is also in the Prudential Center’s Center Court, adjacent to the Art Expo.
How are sales handled?
UVA will handle all sales. All artists will be given a supply of pre-printed carbonless sales forms (3 part) to fill out for each sale. Artists should add their artist number and describe the item or items for each customer and list the prices, retain the bottom sheet, and then instruct the customer to bring top and middle sheets to the UVA Cashier. Upon payment (via credit card, check or cash), UVA will mark the middle sheet as “PAID.” The customer will then bring that middle form back to the Artist to demonstrate that they have paid. The artist will then give the customer their paid items. UVA will charge all customers the Mass. Sales Tax of 6.25% and make all payments to the Mass. Department of Revenue. The Sales Tax or credit card fees will not affect payments to the artists.
How much Do I get paid?
Every artist will receive 75 percent of the total sales. The payment to the individual artists will not be affected by the sales tax collected. Further, UVA will absorb the processing fees incurred for credit card sales.
When Do I get paid?
UVA’s goal is to reconcile all payments within five (5) business days and then send checks to the artists. For City Heart participants, if we don’t have an address for you, your check will be sent to your program coordinator. Payments can also be sent electronically to a PayPal account if you provide the account email on your application.
Does UVA have experience with this type of event?
Yes, UVA ran the City Heart Art Show and Sale in May 2017 and 2018 at the Prudential Center. The 2018 weekend had 95 artists represented. UVA also ran the 2017 Fine Art Expo at the Prudential Center for 19 artists and managed a large group site for Allston Open Studios in 2014.
What happens if rules are not adhered to?
Any artist not adhering to the rules may be asked to leave. This includes not arriving in time to set-up, having an unsightly display, not properly storing personal items, or attempting to collect money directly from customers rather than instructing them to proceed to the Cashier.
A printable version of these rules
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