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Stillwater Arts Festival 2019

Location:
Downtown Stillwater, Main Street
Stillwater, Oklahoma (South)

Event Dates: 4/19/19 - 4/20/19
Application Deadline: 1/15/19 Midnight CST
32 day(s) and 5 hour(s) remaining


REQUIREMENTS:


Images: 5 (a booth shot is required)

Fee (Jury Fee): $25.00

You can submit up to 5 applications for this show.

JURY DETAILS


Event Summary
The Stillwater Arts and Humanities Council (SAHC) will present the 2019 Stillwater Arts Festival (SAF) on April 19-20, 2019. The festival is a juried show, offering awards totaling $3,000 and showcasing the creative and distinctive talents of nearly 100 national and local artists. Once known as Run for the Arts, SAF has been a popular regional fine arts festival for 42 years and has been coordinated in recent years by the City of Stillwater. Encouraged by community support and partnerships, the SAHC has taken over the management and production of this important event, ensuring that this award-winning festival will continue its successful legacy of connecting visual artists with avid art buyers. The 2019 Stillwater Arts Festival will continue this event’s legacy as both a fine arts celebration and an annual destination for both seasoned and beginning art collectors.
 
Operation of the Festival is central to the mission of the Stillwater Art and Humanities Council, which is to promote the knowledge and appreciation of the fine, applied and performing arts, and to coordinate and encourage cultural endeavors in Stillwater, OK, and the surrounding area. 

In 2011, the Stillwater Arts Festival was honored with the Award of Excellence for the Southwest Region Arts & Humanities Class III by the National Recreation and Parks Association. The festival was also honored with the Oklahoma Recreation and Parks Society's Award of Excellence.

General Information
IMPORTANT DATES:
Application Dates: Dec. 1, 2018 - Jan. 15, 2019
Jury Process: Jan. 16-24, 2019
Notifications: Jan. 25, 2019
Accept Invitation & Purchase Deadline: Feb. 3, 2019
Booth Assignments:  Mar. 1, 2019
Cancellation Deadline:  Apr. 1, 2019
Event Dates: Apr. 19-20, 2019
Show Hours: Friday 5:00 pm --7:00 pm; Saturday 9:00 am -- 7:00 pm (New this year!)
Venue: Downtown Stillwater, Main Street
Jury Fee: $25
Spaces: 10x10 booth spaces, single or double available
Single booth: $140
Double booth: $240
Set-Up: Friday 11am-4pm
Parking: Available for RVs and standard size vehicles
Public Admission: Free
Security: Overnight security will be onsite Friday and Saturday nights

Application Requirements
  • SAHC only accepts applications submitted through ZAPPlication.org. SAHC will reject paper applications and slides.
  • Artists must submit a completed application with five photographs (including 1 booth shot) and pay a nonrefundable $25 application fee by the deadline date in order to be eligible for consideration by the SAF jury panel. Applications must be received by midnight, CST, Tuesday, January 15, 2019.
  • Artists pay the application fee using ZAPPlication.org.
  • Artists who want to present work in more than one medium will need to complete and submit an application and pay the application fee for each media category (up to 2 categories)
  • If an artist submits multiple applications in the same media category, he or she immediately becomes disqualified, and SAHC will remove his or her application from consideration.
  • Applicants may not revise their applications after the deadline date.

Jury Panel Convenes: Jan. 16-24, 2019
  • Jurors convene to review applications and select artists.
  • All decisions made by the jury panel are final, and the scoring process is confidential.
  • SAHC will not release jury scores or notes. 

Notification to Artists: Jan. 25, 2019
  • SAHC will notify all applicants through ZAPPlication.org of their status by 6 pm CST on Jan. 25, 2019
  • Please do not call the SAHC office. 
  • Artists who advance to the final round of jurying but are not selected to exhibit become alternates and are placed on the festival waitlist.

Artist Acceptance Deadline: Feb. 3, 2019​
  • Artists must accept their invitation to participate in SAF by 6 p.m. on February 3, 2019.
  • Artists who do not accept by the deadline  will have their invitations rescinded; an invitation to an alternate on the festival wait list will be made immediately thereafter.
  • All booth payments are due February 3, 2019.

Cancellation Deadline: April 1, 2019
  • In order to receive a 50% refund of the booth fee less a $25 processing charge, artists must cancel their participation by 6 pm on April 1, 2019.
  • SAHC will not refund booth fees for cancellations after the deadline date

Artist Merit Award
SAHC celebrates the visual arts through its Artist Merit Award, a program that provides 7 cash prizes, totaling $3,000, to SAF exhibitors. Jurying for the Artist Merit Award will be held on Saturday, April 20, 2019, during regular festival hours. The 2019 SAF jurors have the discretionary privilege of considering and choosing the 2019 honorees. All decisions related to the Artist Merit Award are final.

Festival Audience Profile and Anticipated Attendance
The Stillwater Arts Festival is a popular annual event, attracting visitors from the local community as well as from other events taking place throughout the weekend. A profile of the SAF audience includes individuals who are knowledgeable collectors, budding collectors, museum patrons, gallery owners, and artists. Most attendees earn middle to high household incomes and are intentionally visiting SAF because of their interest in purchasing original, affordable, quality fine art. Additionally, the festival features live entertainment from talented local and regional performers; local food and beverage; and a space for interactive family activities. 
 
New this year:  SAF is teaming up with the Iron Monk Brewery who will be setting up a large scale beergarden in an effort to attract an even more diverse crowd. SAF will also be using a festival app for attendees.  Artists/exhibitors will have the opportunity to provide bio information, sample work images, direct links to artist websites, etc.  SAF will provide descriptive analytics post-festival to help artists gauge total overall interaction/engagement by festival attendees.

Festival Hospitality and Artist Amenities
To ensure artists have a positive festival experience, SAHC offers artists complimentary meals on the following dates.
  • Dinner: Friday, April 19, 2018 4:00p to 8:00p Come & Go Welcome Reception, Modella Art Gallery (Grab & Go Meals Available)
  • Lunch: Saturday, April 20, 2019  (Boxed Lunches)
  • Dinner: Saturday, April 20, 2019 (Food/Beverage Tickets for Use at Festival Vendors)
Complimentary beverages are available throughout the festival. 
Local hotels support SAHC and the festival by offering artists discounted rates; discounted room block info will be included in artist notifications. 
SAHC provides booth sitters to artists requesting this service. 

Security
SAHC will provide overnight security beginning at 7 pm on Friday, April 19 and continuing through the close of the festival at 7 pm on Saturday, April 20. However, SAHC and festival organizers urge artists to be diligent and alert. Exhibiting at the SAF is at the discretion of the artist and every artist participates at his or her own risk. SAHC does not insure the personal property of any exhibitor/artist. All exhibitors/artists participate at SAF as independent contractors. 

Sales and Sales Tax
Exhibitors are responsible for overseeing the promotion and sale of their work during festival hours. All proceeds earned from sales belong to the artists. By law, artists must collect and remit sales tax on work sold during SAF. The sales tax in Stillwater, Oklahoma is 8.813%. Artists will find a tax instruction form in the packet they receive at registration. Tax remittance will be available online on the Artists Only webpage or our website.

Jury Process 
SAHC invites three to five highly respected, credentialed art professionals to participate as members of the SAF jury panel. Jurors evaluate artwork based solely on the five digital images submitted with each application. Four photographs must represent the artist’s current work, and one photograph features the artist’s booth. Because jurors do not know the identity of applicants, the jurying process is blind, allowing for fair consideration of all artwork. Reflecting on originality, quality and marketability for a wide variety of buyers, jurors review applications in the order they were submitted into the ZAPPlication system. Lastly, jurors study and assess applications on computer screens, which are calibrated to correspond to ZAPPlicpation.org specifications.
  1. Images of Artwork: Artists must provide four photographs that accurately represent the body of work they plan to show.
  2. Image of Booth Display: Artists must provide one photograph that accurately represents how the artwork will be presented during the festival. Applications that do not include a photograph of an artist's booth will be removed from consideration. The artist's name or trade identity cannot be visible in the booth photograph.
  3. Scoring: Each juror must review every application and assign a numerical score between one of the two ranges: 1-3 for lower scoring applications and 5-7 for higher scoring applications. Because each application must receive a score that will distinctly indicate a status, the jurying process removes 4 from the scoring. Every application receives one score from each juror, and the three scores are totaled and averaged for a final score. Jurors review applications and record scores anonymously. If necessary, jurors can access pertinent details that describe the artist's process, the materials used, and artwork size. 

Disclaimer: Committed to maintaining and sustaining a successful community event, SAHC and the committee overseeing the Stillwater Arts Festival reserve the right to present a show that is welcoming, balanced and responsive to the festival's wide variety of buyers. In order to preserve SAF's long-standing success, organizers have the authority to take the following actions. 
  • To invite artists on the waitlist to participate as festival exhibitors; and 
  • To refuse to extend an invitation to a returning artist whose previous interactions and behaviors at SAF were considered to be unethical or unprofessional. 

Media Categories 
  • Basketry: Functional, decorative, and/or sculptural work created from materials that are woven or plaited.
  • Clay/Porcelain: Functional, decorative, and/or sculptural work created using clay and/or porcelain. Clay or porcelain jewelry will not be accepted in this category. All work must be original; therefore, machine-made and/or mass-produced work is prohibited. An artist presenting multiple pieces of the same design should sign and number each piece.
  • Fiber/Leather: Functional, decorative, and/or decorative work created using fiber and/or leather. Wall hangings, quilts, rugs, wearable items, belts, handbags and sculpture qualify if the primary materials used are fiber and/or leather.
  • Glass: Functional, decorative, and/or sculptural work created using glass. All work must be original; therefore, machine-made and/or mass-produced work is prohibited.
  • Jewelry: Functional, decorative, and/or sculptural work created using precious and/or non-precious materials. Precious materials include but are not limited to 14K gold, sterling silver, precious stones, and enamels. Nonprecious materials include but are not limited to glass, ceramics, paper, fiber, wood, leather, polymer clay, and semi-precious stones. All work must be original; therefore, machine-made and/or mass-produced work is prohibited. Work created from commercial casts and/or molds are prohibited.
  • Painting/Drawing: Work created using oils, acrylics, watercolors, pastels, chalk, charcoal, pencil, wax crayon, inks and/or washes. All work must be original; therefore, machine-made and/or mass-produced work and reproductions are prohibited.
  • Printmaking: Works created using traditional printmaking techniques that involve plates, stones, and/or screens. Work must be created in limited editions and signed and numbered on archival quality material. Artist must provide details about his or her technique and disclose his or her creative and printmaking processes. All work must be original; therefore, machine-made and/or mass-produced work is prohibited. Reproductions created using photogravure, photocopy and/or offset printing are prohibited.
  • Metal: Functional, decorative, and/or sculptural work created using metals. All work must be original; therefore, machine-made and/or mass-produced work and production studio work are prohibited.
  • Mixed Media: Work, both 2-dimensional and 3-dimensional, created using two or more media. Work defined as soft sculpture is included in this category.
  • Photography/Digital Art: Work created using an artist's original photographic negative or work created from an artist directing or supervising the digital image process. Work must be created in limited editions and signed and numbered on archival quality material. Artist must provide details about his or her technique and disclose his or her creative and printing processes. All work must be original; therefore, machine-made or mass-produced work is prohibited. Reproductions created using photogravure, photocopy and/or offset printing are prohibited.
  • Wood: Functional, decorative, and/or sculptural work created using wood. Work must be hand-tooled, machine-worked, turned or carved. All work must be original; therefore, machine-made or mass-produced work is prohibited.
  • Sculpture: Three-dimensional work created by shaping or combining materials such as plastic, sound, text, light, stone, rock, marble, metal, glass, or wood and are created directly by finding or carving, assembled, built together, fired, welded, molded, or cast.


Rules/Regulations
  1. SAHC requires artists to be present and available during festival hours. While agents, representatives, and/or assistants are welcome, they cannot act as a replacement or substitute for an exhibiting artist.  
  2. Artists must remain at the festival until 7 pm on Saturday, April 20. SAHC requests artists respect this important festival rule. Artists who breakdown and leave early compromise their standing with SAHC and SAF and may forfeit their ability to exhibit in the 2019 festival.
  3. Artists must exhibit only original, handcrafted work. All work must be available for sale. Artists may not exhibit or sell subcontracted work for another artist. Mass-produced work is prohibited. Work created using commercial casts/molds, kits, patterns, and/or copyrighted designs is prohibited.  Reproductions are prohibited. Items such as imports, plants, velvet paintings, and commercially or factory-produced merchandise from artist shops is prohibited. Commercially fabricated embellishments must not form more than 25% of any work art.
  4. Collaborating artists are welcome to apply, but SAHC restricts the collaboration to no more than two artists. The application must indicate that the work is collaborative and must include signatures from both artists. 
  5. Artists may only exhibit artwork that reflects the quality and craftsmanship of the pieces presented with their applications. Artists may only exhibit artwork specific to the categories indicated on their applications and artwork that clearly relates to the body of work selected during the jury process. Artwork that is inconsistent with the quality and craftsmanship expected is subject to rejection by SAHC and festival organizers.
  6. An artist may submit applications in multiple categories. The artist must complete an application and pay the application fee for each category.
  7. Artists must maintain high standards of professionalism. Festival organizers reserve the right to remove any vendor and/or exhibitor whose conduct and/or merchandise are unacceptable and do not support the terms of the SAF contract.
  8. Artists participate at SAF at their own risk and assume responsibility for maintaining liability insurance that covers any damages or losses during SAF.
  9. SAHC and the partners overseeing the Stillwater Arts Festival reserve the right to present a show that is welcoming, balanced and responsive to the festival's wide variety of buyers. In order to preserve SAF's long-standing success, organizers have the authority to take the following actions: 
  • To invite artists on the waitlist to participate as festival exhibitors; and 
  • To refuse to extend an invitation to a returning artist whose previous interactions and behaviors at SAF were unethical or unprofessional.

Sales and Sales Tax:
Exhibitors are responsible for overseeing the promotion and sale of their work during festival hours. All proceeds earned from sales belong to the artists. By law, artists must collect and remit sales tax on work sold during SAF. The sales tax rate in Stillwater, Oklahoma is 8.813%. 
 

Booth Information
Venue: Downtown Stillwater, Main Street
Spaces: 10x10 booth spaces, single or double available
Jury Fee (non-refundable): $25
Single booth: $140
Double booth: $240
Parking: Available for RVs and standard size vehicles

Festival Hours
  • Friday, April 19: 5 pm -- 7 pm
  • Saturday, April 20: 9 am -- 7 pm

Set-Up
Exhibitors may check in and set-up between 11 am and 4 pm on Friday, April 19. During registration, artists must present a photo ID. Artists' booths must be set-up and prepared for sales by 5 pm. From 4 pm to 8 pm, SAHC invites artists to gather at the Modella Art Gallery for a wecome reception and to pick up box meals for dinner.  

Exhibitors should note that SAHC does not provide dollies, hand trucks, wagons, or other moving equipment. 

Booth Assignments
Festival organizers are responsible for assigning booths and will attempt to accommodate requests for specific booth locations whenever possible. Swapping booths among artists is not allowed. Artists wanting to reserve a double booth must pay their booth fees using Zapplication to ensure SAHC receives their booth request as quickly as possible.
  • Please note that after March 1, 2019 all booth assignments are firm and nonnegotiable.

Booth Specifics and Display
Artists may decide how best they want to showcase their work. Using a tent is optional. Every artist will have an exhibition space that is 10'x10'. As noted, artists needing larger spaces may request two exhibition spaces. Booths will be arranged in groups of four on a paved surface.  Tents will NOT be able to be staked. Artists are required to adequately weight their tents and any other large items that can be in danger of blowing over in high winds. Artist must furnish their booth display, which includes tables, chairs, contents, etc. Artists need to be certain their booth and its contents easily fit into the area provided and are able to withstand large crowds and weather. Exhibitors should make arrangements to accommodate rain. Festival organizers and SAHC are not responsible for damages to artists' booths, art work or personal property. 

WEATHER
The Festival will be held outdoors rain or shine; please come prepared with umbrellas, canopies, or tents if desired. In case of very severe weather, we will relocate to an indoor facility or cancel the show.
 
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