PARTICIPATION RULES

1. Eligibility: Artists living in the following counties are eligible for participation: St. Joseph, Elkhart, LaPorte, Marshall and Starke counties in Indiana and Berrien and Cass counties in Michigan.
2. Application must be submitted before the deadline: May 1, 2019.
3. Art work will be juried by volunteer members of the Art Beat Visual Arts Committee and acceptance notifications will be posted to artbeatsouthbend.org. For more details on the jury process please see the Jury section below.
4. Artwork must be designed and executed by the accepted artist.
5. Artwork can be for sale. Artists should check local guidelines for collecting sales tax.
6. Artists must include up-to-date information in their application, including an email address that is checked on a regular basis.
7. Artists must agree to all load-in/load-out policies as outlined below (See “Rules & Procedures for Set-up/Tear-down”)
8. Artists are responsible for their own 10x10 tent, tables, chairs and tent weights (tent weights are mandatory for public safety.)
9. Artists are responsible for bringing any additional help they may need for the event for set-up/tear-down, and manning their booth.

RULES & PROCEDURES FOR SET-UP/TEAR-DOWN
Participants who fail to abide by the following rules & procedures will jeopardize their future participation in Art Beat.

1. Booth assignments will be emailed to participants in late July and participants are required to know their booth number prior to arrival. Additionally, booth numbers will be marked before the event, and participants are encouraged to locate their booth space in advance in order to create a smoother set-up experience for the entire event. In the past, several participants have arrived to the event not knowing their booth number or location, creating added strain on event staff and volunteers.
2. To aid in the flow of traffic during set-up and tear-down, one-way traffic patterns will be established that participants will be required to follow. Information on which streets will be one-way in which direction will be posted on the Art Beat website and will also be distributed in e-newsletters to participants.
3. Set-up Information
   • Set-up times will be staggered between 7 a.m. and 9 a.m. based on booth numbers.
     1. Even number booths may come at 8 a.m. to set up
     2. Odd number booths may come at 9 a.m. to set up
     3. At 7 a.m. there will be a special "Early Bird Set-up" for anyone who needs more than 3 hours to get their booth just right.
     4. Fine Arts Showcase participants (with lettered booth numbers) may come anytime between 7 a.m. and 9 a.m. to setup.
     5. Arrival deadline is 10 a.m. Any participant not arriving by 10 a.m. forfeits their booth space, and event staff will allow artists from end booths to fill in their place to eliminate gaps in the festival.
   • Participants will NOT be allowed to leave their vehicle in the street during set-up.
   • The required set-up procedure is as follows:
     1. Find your booth location.
     2. Park your vehicle in (or as close as possible to) your booth spot.
     3. Unload everything onto the sidewalk at your booth location.
     4. Park your vehicle in one of the nearby parking garages, which are free on weekends (NOTE – this is where having a booth helper is extremely important – to move and park your vehicle or to watch your items while you park; and also to help you set up your booth.)
     5. Set up your booth within the boundaries marked on the curb/pavement at the location assigned to you.
     6. All vehicles need to be removed from the streets of the event space prior to 10:30 a.m.  
     7. Set-up needs to be completed by 10:45 a.m.
4. Tear-down Information
   • Early tear-down is not permitted, in order to ensure a consistent experience for visitors. Participants may not begin tear-down until 7 p.m. unless otherwise indicated by event staff (such as in the event of a weather emergency.)
   • Participants will NOT be allowed to leave their vehicle in the street during tear-down.
   • Tear-down will be executed in the reverse order of set-up:
     1. Participants need to have their booth items packed away and their tent disassembled, with all items on the sidewalk by their booth BEFORE retrieving their vehicle.
     2. No vehicles will be permitted in the event space prior to 7:30 p.m. to ensure the safety of our guests.
     3. Once a participant's items are out of the booth space and packed on the sidewalk, vehicles can then be retrieved, and should follow the established one-way traffic rules.
     4. Participants need to park in (or as close as possible to) their booth space, and then load their items.
     5. Depart using the same one-way traffic rules.

COMMUNICATIONS: 
Informational newsletters will be sent out to Art Beat applicants on a regular basis. Applicants are requested to include an email address that is checked frequently in their application so as not to miss important announcements and instructions. Applicants should also check their spam/junk folders to make sure that important Art Beat emails are not hidden.

Additionally, the Facebook group "The Artists of Michiana...Unleashed!" is a helpful resource for local artists to discuss Art Beat questions and receive tips from fellow veteran Art Beat participants. Also, be sure to check the Art Beat page of DowntownSouthBend.com for event updates and a list of accepted artists, which will be posted on May 20. 

For in-person assistance, members of the Visual Arts Committee will have a booth at each of the Arts on the Race art fairs held at the East Race the second Saturday of the month June, July and August. (June 8, July 13, and August 10.) They will be there to provide assistance, tips, and answer any questions applicants/participants might have, and will provide examples of booth set-up, tent weight options, and more.

Any questions, comments, issues, or suggestions regarding Art Beat can be directed to the following email address: ArtBeatDTSB@gmail.com.

BOOTH SPACE

Each participating artist will be given a 10’x10’ booth space. Artists can request more than one booth space, for an additional $10 fee per extra space.

Artists are responsible for bringing

• Their own tents, tables, chairs, and tent weights (required).
• Their own helpers to assist them with set-up, tear-down, and manning their booth should they need a break. Art Beat Volunteers may NOT be used for these purposes.  

FEES
All fees are non-refundable. The cost for processing an Art Beat application is just $10. Payment is required to submit an application, and can be made online with a credit card. Upon acceptance, additional fees will be required if you choose any of the following:

• Extra space: $10 per extra space
• Scene Selection: $10 (Note: due to the size of the event, organizers will not be able to fulfill requests for specific locations within a scene. Exceptions may be made for special circumstances, however, and those needs/requests should be emailed to ArtBeatDTSB@gmail.com.) 
• Electricity: $20 
• Fine Arts Showcase jury: $20

• Creativity/uniqueness of the work
• Variety within the body of work
• Skill level
• Aesthetics
• Inherent meaning