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McLean Holiday Crafts Show 2019

Location:
McLean Community Center, 1234 Ingleside Ave.
McLean, Virginia (South)

Phone: 703-389-3000
Event Dates: 12/6/19 - 12/8/19
Application Deadline: 5/27/19 Midnight EST
33 day(s) and 16 hour(s) remaining


REQUIREMENTS:


Images: 5 (a booth shot is required)

Fee (Jury Fee): $20.00

JURY DETAILS


Event Summary
Founded in 1982, The McLean Holiday Crafts Show is a highly anticipated and much beloved indoor, juried show featuring arts and crafts made by approximately 80 regional artisans. These handcrafted works include pottery, glass, jewelry, holiday decorations, mixed media, fashion accessories, wood, fine art, artisanal foods, soaps and skin care, and more. 

The show focuses on fine arts and crafts, welcoming both established high-quality, seasoned artisans and new artisans exhibiting innovative concepts executed with exceptional style and detail.  Works in all media (as defined in Rules/Regulations) and price ranges will be considered. Our goal is to create the most diverse show possible for our loyal and motivated attendees.

Show Management will be provided by the Northern Virginia Handcrafters Guild (NVHG), a 501(c)3, nonprofit community-based organization dedicated to helping artists and craftspeople exhibit and sell their work, promoting the development of arts and crafts in the community, and supporting arts and crafts educational activities.

Founded in 1972, the NVHG sponsors juried arts and crafts shows open to the public, offers artists and craftspeople advice and counsel about virtually every aspect of creating arts and crafts and running a small business, provides networking and knowledge exchange opportunities with other artists and craftspeople, offers scholarships to emerging artists and craftspeople, and manages a variety of community service projects.
 

General Information
The McLean Holiday Crafts Show will be held December 6-8, 2019, in the enlarged and newly renovated McLean Community Center (MCC) at 1234 Ingleside Ave., in McLean, Virginia.  Food and beverages for vendors and attendees will be available, and the MCC is ADA compliant. 

This year, vendors will be able to set up their booths on Thursday evening (December 5) and early Friday morning.  Booth sizes vary, but each booth averages approximately 80 sq. ft. Electricity will provided as specified in the Booth Information Section below. 

Parking will be provided for vendors and attendees, as detailed in the rules/regulations.

Exhibitors should make their own arrangements for hotel, restaurants, etc. Nearby Tyson’s Corner offers an array of choices.

The Show will have a multi-media marketing approach. The event will be advertised widely in the Washington Post Weekend Section and other local publications, on the MCC and NVHG websites, through regional email advertising, the MCC Program Guide, and via postcards mailed to residents throughout the area.  The Show Manager strongly encourages Exhibitors to advertise to their customers with the postcards and electronic materials that will be supplied by the Show Manager for this purpose.

 

Rules/Regulations
Applications must be made through Zapplication, include all required elements, and be submitted by the published deadline.  Submitting the application is an agreement that you, the artisan, are meeting all the eligibility requirements stated herein. If it is determined that you have misrepresented yourself or the origin of your work, you will be excluded from future consideration.  Past Acceptance is not a guarantee of acceptance to this or future shows.

The required elements include:
  • All fields in the Application Form must be filled out.
  • One Booth Photo that shows your booth including product displays.
  • One Photo of You in your Workshop, making your product and using appropriate tools.
  • Three Product Photos of three different items, all made by you, and representative of the work you plan to sell at the show. Each photo should be of the product, only, on a neutral background.  Only digital images will be accepted.
    • Please do not send additional or “detail” photos of the same item.  
    • Photos must conform to the Zapplication photo standards, as follows:
      • Recommended Dimensions: 1920 pixels on the longest side.
        Note: To assist artists who do not have images that are 1920 pixels or larger, the system will also accept images that are at least 1400 pixels on the longest side.
      • File Format: Save all images as Baseline Standard JPEG. Do not save as a Progressive JPEG.
      • File Size: JPEGs should be under 5 MB in size.
      • Recommended Resolution: between 72 and 300 ppi
        Note: You may need to lower your resolution if the file size is larger than 5 MB.
      • Color space: Save images in RGB color space, preferably sRGB.
      • We recommend that your pictures are at least 300 ppi with a minimum pixel size of 1920 pixels vertically or horizontally, so they can be easily adapted for use in marketing materials. 
  •  Jury Fee of $20, payable through Zapplication during the application process.

Artists will be notified by email on or about June 24, 2019.

The Applicant agrees that
if accepted into the show, all photo submissions and photographs taken at the show may be used by the MCC and the NVHG for publicity in the future.

All crafts must show original thought, design and creation by the artisan.  Only original craft or art, made by hand or with the appropriate tools, by the artisan who is submitting the application is eligible. No Buy-Sell, commercial products or imports will be accepted. Exhibitors certify that they have handcrafted the items themselves. Handcrafted is defined as the exhibitor using materials to assemble, paint, draw, sew, forge or make the craft items or as outlined on the application form.
  • Should there be questions regarding the authenticity of a craft or food in regard to being buy/sell or imported, exhibitors should be prepared to provide the Show Manager with a detailed collection of receipts for the raw materials used to produce exhibited items.
  • No trademarks, logos, copyrights or their likeness belonging to others may be incorporated in any item.
  • Crafts not juried and approved are not permitted for sale (e.g., if a vendor is accepted to the show as a fiber art vendor, he/she may not add a jewelry section to his/her booth.) The Show Manager reserves the right to require the removal of any merchandise deemed unacceptable.
  • Acceptable Media categories include, but are not limited to:
Jewelry Woodcraft Painting/Drawing/Etching
Stone and other Natural Materials Fiber and Textiles Leather
Paper Photography Multimedia
Basketry Soaps and Skin Care Specialty Food
Candles and Wax Sculpture Ceramics
Glass Metalcraft  

Exhibitors may only display items approved by the jury.  No additional, non-juried items may be added to the display during the show; they will be subject to removal.  

The Jurying Process:  Our jury consists of 5 juried NVHG member artisans with professional expertise and experience in a variety of media.  Submissions will be reviewed by each juror independently, and given “scores” based on craftsmanship, creativity, originality and other standard criteria.  The results will be tallied, and the applicants with the highest overall scores will be accepted into the show. It is important to note that The Show Manager reserves the right to limit the number of vendors in any media category for the purpose of creating a balanced show.

Show Contracts: If an Exhibitor is accepted to the showhe/she will receive a contract on or about June 24, 2019 from the Show Manager which further explains the show rules, indicates the floor layout and the assigned booth, and asks the exhibitor to supply other information relevant to exhibiting in the show.  The Exhibitor must return the signed contract and booth fee by the indicated deadline.

Cancellation Policy: The show will be held unless cancelled by the MCC.  Please check the following website: www.mcleancenter.org for the latest information. There is no alternative weather date scheduled.  Full refunds will be made if the entire event is cancelled by MCC/NVHG.

Refunds:  Refunds will only be considered if requested in writing. There is a $50.00 penalty for cancellations postmarked 90 days prior to event date, and a $100.00 penalty for cancellations postmarked 60 to 89 days prior to the event date.  There will be no refunds after 60 days prior to the event with the exception of medical reasons or other extenuating circumstances as determined reasonable by the Show Manager, AND provided that the Show Manager can find a suitable Exhibitor/Crafter replacement. All refund requests must be accompanied by documentation.

Fire and Safety: Exhibitors shall observe all fire and safety regulations. No chairs or tables will be permitted in exhibit area aisles or other ingress or egress locations.  There is no smoking allowed in any part of the building.

Unattended space/subletting:  Exhibitors should not leave their space unattended, and recognize that neither MCC nor NVHG assume responsibility for exhibit spaces.  No subletting of exhibitor space is allowed in the McLean Holiday Crafts Show.  Booth must be managed by someone 18 years or older.

Wait List:  A wait list will be maintained by category.  Vendors who are wait listed for the show will be notified at the same time as accepted vendors.

Booth Information

It is important to note that Booth Sizes will vary, as booths must fit into the various rooms at the MCC.  The average booth size is approximately 80 square feet.  The dimensions of the assigned space will be indicated on the contract if the applicant is accepted to the show.

If you have special requirements as to booth size, please include them in the comments section of the application. We expect all vendors to be adaptable, and work to accommodate their close neighbors at the show. Exhibitors must arrange their space so that other exhibitors are not blocked from view.

Crafters/Artisans must be on site during show hours. Crafters/Artisans and their helpers will open and work the show hours as indicated below and may not leave early unless the show closes.

Two artists may share a booth, but both must individually apply and be accepted by the jury. Please indicate who your partner is in both application forms.
 
Event Dates Hours Open to Exhibitors Hours Open to Public
   Thursday. December 5, 2019 6:00 PM – 11:00 PM N/A
    Friday, December 6, 2019 7:00 AM – 7:00 PM 11:00 AM – 7:00 PM
   Saturday, December 7, 2019 8:30 AM – 6:00 PM 10:00 AM – 6:00 PM
   Sunday, December 8, 2019 9:30 AM – 7:00 PM 11:00 AM – 4:00 PM

Fees:
  • The jury fee is $20.00, non-refundable, and must be paid via Zapplication at the time of application.
  • All booth fees are $280.00.  No double booths are available.  Booth fees are payable by the contract deadline. 
  • Tables (8’ x 30”) are available for rent at $21.00 each.  If you wish to rent one or more tables, you will be able to indicate this on the show contract.
MCC will provide:
  • Electrical outlets where possible.  Exhibitors must provide extension cords and our outlet strips.  Placement of electric cords/materials is subject to approval by Show Manager. Exhibitors must understand that electricity must be shared, and that use of LED/Fluorescent lighting fixtures is required. No open flames are allowed.
  • Two (2) chairs are provided free to all booths.   

Exhibitor Set-up and Breakdown:  
Exhibitors may begin set up on Thursday evening per the schedule posted above. It is important to note that although the MCC will be locked at 11 PM, there is no security in the MCC that night, and therefore set-up on Thursday is at your own risk, keeping in mind that the building will be open to the public during business hours on Thursday.  All set-up must be complete by 10:30 AM Friday morning in time for a jury walk-through before customers enter the building at 11:00 AM.
  • Upon arrival for Set-up, exhibitors must check in and register at the show desk in the lobby, at which time they will be provided with a check-in packet that includes instructions, identification badges and other information.
  • Loading and unloading can be done from all external doors.  Both floor levels have ground level access.  An elevator serves both levels. (No items may be delivered to the MCC prior to load-in.  MCC has no storage and cannot take responsibility for any deliveries of product or display materials.)
  • Parking:  Vehicles may be unloaded in the loading zones and lower parking lot.  Once they are unloaded, exhibitors must park in the upper parking lot (beyond the main parking area) and the lot behind the library.  Spaces closer to the building are reserved for customers only. Do NOT park in the lower main parking lot of the MCC.
  • Breakdown:  Exhibitors may not begin packing up before the close of the show on Sunday, and all items must be removed from the premises by 7:00 PM. All debris, including the tape outlining the booth, must be removed and disposed of properly.
  • Fire and Safety: Exhibitors shall observe all fire and safety regulations. No chairs or tables will be permitted in exhibit area aisles or other ingress or egress locations.  There is no smoking allowed in any part of the building.
  • Unattended space/subletting:  Exhibitors should not leave their space unattended and recognize that neither MCC nor NVHG assume responsibility for exhibit spaces.  No subletting of exhibitor space is allowed in the McLean Holiday Crafts Show.  Booth must be managed by someone 18 years or older.

Other Vendor/Booth Requirements
  • Exhibitors are responsible for collecting and reporting the State of Virginia Sales Tax (6%) and abiding by all County, State and Federal Health requirements.  The check-in packet provided to vendors at Set-Up/Registration will include a form for submitting Sales Tax to the State of Virginia (on a temporary basis) for those who do not already have an account with the state.
  • No signage indicating sales, discounts, or special deals or offers (e.g., two for one) may be displayed.  No past prize ribbons or other awards may be displayed. 
  • Exhibitors shall keep all storage boxes, handcarts and supplies out of sight. All tables must be draped to the floor on all viewable sides.  
  • Exhibitors and their sales assistants must wear their ID Badges while on the premises of MCC for the duration of set-up, the show, and takedown. Each exhibitor is allowed up to four personnel per booth and will be provided four name badges for these assistants.  Booth staff must wear these badges to get in and out of the show without paying admission.
  • Exhibitors are responsible for enforcing all rules and regulations with their booth assistants.
  • Exhibitors must bring everything they need to set up their booth.  No carts, tools, labor or other items or assistance will be provided.
  • All booth personnel must dress professionally. 
  • No table coverings are provided.
  • No Pipe and drape, or other structural supports or backgrounds are provided.
  • All vendors must provide floor pads under table and chair legs, stands, shelving units, etc., to protect the floor surface from scratches or tears.
  • Exhibitors should provide their own professional quality identification signs, large enough to be seen across a large room.  Only blue painters’ tape may be discreetly used to affix signage to MCC walls. 
  • The MCC staff and/or the Show Manager reserves the right to move, alter or adjust any exhibitor space to ensure a safe and professional appearance
VIEW LEGAL AGREEMENT

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