Art Fair on the Square 2016 EVENT INFORMATION 2016 APPLICATION Small Business Owners: A New Opportunity! Now in its 58 th year, Art Fair on the Square brings together visitors from the greater Madison metro area and throughout the Midwest. It s one of the city s largest annual events, with some 200,000 visitors. This year, MMoCA is launching a new area of the fair, which will present a unique opportunity for small businesses to connect with potential customers. You ll have the chance to exhibit your products and services alongside talented emerging artists on the 100 block of State Street. By participating in the new EMERGE Block of the Art Fair on the Square, you re helping the Madison Museum of Contemporary Art offer free admission to nearly 200,000 visitors annually, and to provide art education programs for area school children. Support the arts and enjoy one of Madison s favorite summertime traditions by joining us at Art Fair on the Square. We hope you ll join the Madison Museum of Contemporary Art at our signature event, the Art Fair on the Square, and make a great impression on old and new friends in the community. Questions? Annik Dupaty, Director of Events and Volunteers (608) 257.0158 x229 annik@mmoca.org 227 State Street, Madison, WI 53703
Art Fair on the Square JULY 9 & 10, 2016 SMALL BUSINESS EXHIBITOR INFORMATION The Madison Museum of Contemporary Art (MMoCA) will present the 58 th annual Art Fair on the Square on July 9 & 10, 2016. Read the following information carefully it will allow you to make an informed decision about submitting an application to participate as an exhibitor on the EMERGE Block. Small Business Defined You may apply to exhibit as a Small Business Exhibitor if your organization employs no more than 10 full-time employees, and you will not be selling or marketing disallowed products and services as noted below. Application Process To be considered for this opportunity, please complete the enclosed application and send it back to us along with a check for $35 (This is a non-refundable application fee). Location, Dates, and Times Small Business Exhibitors and Emerging Artists will be grouped together on the Emerge Block at the top of State Street, a radiating block and major access point to the Capitol square (SEE MAP BELOW). This block is separated from the main artist display areas on the Capitol square. Small Business Exhibitors will pay a lower booth fee than major sponsors who will be exhibiting on the square proper. Acceptance Criteria Your application will be evaluated based on: Proposed products and services - we look at how relevant your products and services will be to attendees; product or service quality; and if the business will be unique amongst other exhibitors. Willingness and ability to fulfill contract - such as complying with contract terms and carrying necessary insurance coverage. Dept. of Public Health warnings/violations. Proposed Products and Services On your application, please provide a detailed description of each product or service you intend to market. No changes to marketed/exhibited products and services will be permitted unless approval is obtained from the Director of Events prior to the Art Fair. Prices may not change during the event. Disallowed Products and Services Small Business Exhibitors may not sell or market any of the following categories: Apparel items for adults and teens, also, no t-shirts of any size or type Art (or anything deemed/framed as artwork) Beverages Energy supplements/drinks/shots Fine craft/ art-like crafts Fundraising for other non-profit organizations Food prepared for onsite consumption Food prepared onsite Jewelry Leather goods and purses Products promoting other art fairs, art museums or non-profits Note: Businesses selling shelf-stable foods are permitted*, and may offer samples to the public.** Small Business Exhibitors must be fully operational during all public hours of the fair: Saturday, July 9: 9 am - 6 pm Sunday, July 10: 10 am - 5 pm Photo of Your Booth or Display or Products Applicants must submit either a photo of the intended booth set up or images of the products that will be sold. Department of Public Health *Small Business Exhibitors marketing/selling shelf-stable foods are expected to fully cooperate with the Department of Public Health throughout the event. MMoCA will stand by all decisions made by the Public Health Dept. Furthermore, Public Health suggestions are factored into the application process. Should your booth or business be shut down due to Public Health concerns, your space fee will not be refunded.
Booth/Space Fees 10' x 10' space: $500 (total for weekend) Booth fee will be due by April 29 if invited. Due to emergency lane access requirements, each booth space measures 10' wide, but the back part of your booth (within the 10' of depth) will be up on the raised curb. Curbs are roughly 5-6½ in height (see example below). Equipment Space fees do not include any equipment. Exhibitors are responsible for renting/purchasing and setting up their own 10x10' tent, tables, chairs, and signage. If public electricity is needed, exhibitors must also supply their own 10 or 12 gauge 100' electrical cords. Booth Assignments Space assignments are not negotiable. MMoCA will try to honor requests, but please understand that electricity requirements and construction restrictions, etc., impact exhibitor placement. Booth Operations Exhibitors are responsible for providing their own displays/tables, and booth canopy. Exhibitors are responsible for the set-up, operation, and removal of all equipment used at their location. All materials are to be removed at the end of the event. All materials, storage, and operations, including prep and clean up, must remain within the booth space. Cleanliness and Waste Disposal Exhibitors will be responsible for the periodic removal of their trash during the event, as well as cleaning their space at the close of each day. Exhibitors who do not meet cleanliness requirements will not be allowed to participate in future events. Security Though the fairgrounds will be monitored by security and off-duty police officers, exhibitors are responsible for securing all of their materials. Please be aware of an increased homeless population in Madison in recent years. Also, after-bar crowds in downtown Madison can be a nuisance. Electricity Due to public electricity restrictions and reliability concerns, MMoCA asks that exhibitors carefully evaluate their power needs. If you are able to provide your own power, via a generator meeting City of Madison restrictions, please indicate this on your application. The City of Madison guidelines indicate that a generator must be 60 decibels or less and use 15 to 20 amps. More information is available here: www.cityofmadison.com/dpced/economicdevelop ment/food-cart-food-vending-guidelines/384/ Public electricity on the square is limited to 120 Volt service. If public electricity is required, exhibitors must supply their own 10 or 12 gauge 100' electrical cords. MMoCA reserves the right to limit the amount of electrical equipment used by each exhibitor. All exhibitors must specify their electrical needs pre-fair. MMoCA is not responsible or liable for loss if city s circuit breakers go out unexpectedly. Hook up upon arrival: Either to poles or generator as directed by MMoCA Technical Services. Power provided: 7/8 at 6:00pm - 7/10 at 5:00pm Vending Permits and Fees **Each exhibitor that will be sampling its shelf-stable products is required to hold a City of Madison food permit before vending at the Art Fair. Invited exhibitors must contact Public Health of Madison & Dane County at (608) 243-0330 to discuss the temporary food establishment permit. The temporary permit application + fee will be sent directly to MMoCA. Typical Permit fees for this event: $101± for City of Madison Temporary Restaurant Permit ($76 first day + $25 for second day of the fair + $25 for each additional location on the Square). * Questions about the permit fees? Call or visit the City s Clerk s Office, Room 103 City-County Bldg. (608) 266-4601. Cancellation Policy In order to withdraw your contract after acceptance, send written notice to MMoCA via mail or e-mail. If written notice is received on or before 5/2/2016, a $100 cancellation fee will be charged. The remaining paid space fees will be refunded. If written or verbal notice of cancellation is received on or after 5/2/2016, all paid space fees will be non-refundable. Questions? Contact: Annik Dupaty, Director of Events & Volunteers annik@mmoca.org (608) 257-0158 x229
Art Fair on the Square JULY 9 & 10, 2016 SMALL BUSINESS EXHIBITOR CHECKLIST (Keep this page for your records, do not submit to MMoCA.) MARCH 11, 2016: ALL APPLICATION MATERIALS DUE TO MMOCA Completed application - 2 pages (required) Check made out to MMoCA in the amount of $35 (required application fee) Photo of booth or products (required) Descriptions of proposed products/services (required) MARCH 14, 2016: NOTIFICATION Not invited? Stop here. We regret that we cannot include all applicants. Waitlisted? Hold here space will be offered if any exhibitors cancel/withdraw. Invited? Continue through this checklist. MARCH 15-18: CONTACT DEPT OF PUBLIC HEALTH & YOUR INSURANCE COMPANY The next three bullets are only relevant to small businesses that will sell and sample shelf-stable food products: Contact the Dept of Public Health Madison-Dane County at (608) 243-0330 to discuss your intended set up and to determine what type of permit you need. Visit: www.publichealthmdc.com/environmental/food/documents/temprestapp.pdf Contact your insurance company. Please note that your liability insurance certificate must have at least $1,000,000 coverage AND name the Madison Museum of Contemporary Art as an additional insured or co-insured. LATE MARCH-EARLY APRIL: WATCH FOR MAIL TO ARRIVE FROM MMOCA MMoCA will mail your contract, invoice and forms before April 8. APRIL 29, 2016: ALL CONTRACT MATERIALS DUE TO MMOCA Art Fair 2016 contract signed and dated (required) Check made out to MMoCA for space fee amount will vary by exhibitor (required) Proof of insurance naming MMoCA as additional insured (copy of certificate)(if required) S-240 WI Temporary Event Operator and Seller Information tax form (required) Proof of current food vending permit or completed Temporary Food Permit Application. Failure to submit payment in full by April 29 will forfeit the space we ve offered you for the event. This is a received by date, not postmark date. MAY 2, 2016: LAST DAY TO CANCEL IN WRITING WITH PARTIAL REFUND A $100 cancellation fee will be charged. LATE JUNE, 2016: REVIEW PRE-FAIR MATERIALS Information will be sent to invited exhibitors in June, detailing locations, maps and other important details regarding set up and tear down. Review these carefully! JULY 8, 2016: SET UP Setup for Exhibitors begins at roughly 5:30 pm; there may be unplanned delays. POST FAIR Add the 2017 fair dates to your calendar: Sat, July 8 and Sun, July 9. Thank you!
Art Fair on the Square 2016 JULY 9 & 10 SMALL BUSINESS EXHIBITOR APPLICATION - p.1 of 2 Complete and submit both sides of this application and submit along with a check for $35 and a photo. Application deadline: March 11, 2016. General Information Please print clearly Name of Business: Name of Person Completing Application: Owner/Primary Contact Person (circle): Name of Lead Person Who Will Be at the Fair: Business Mailing Address: City, State, Zip: Fax: Website: Previous Event Experience Email Address: Number of Full-Time Employees: Cell Have you participated in Art Fair on the Square in the past? Yes No If yes, please state the last time you participated: Under what name(s) did you participate in the event: (please list business names and contacts) Business or Prior Event References Name of Company or Event: Name of Company or Event: and/or Email address: and/or Email address: Contact: Contact: Proposed Products or Services (feel free to attach brochures/price lists/sell sheets):
JULY 9 & 10, 2016 SMALL BUSINESS EXHIBITOR APPLICATION - p.2 of 2 Booth Details Activities In the box to the right describe the activities that will take place in your booth Equipment / Electrical Needs (1st device) If applicable, describe the type of device (e.g. freezer) you will bring and its amperage*** Equipment / Electrical Needs (2nd device) Describe the 2nd type of device you will bring and amperage*** Equipment / Electrical Needs (3rd device) Describe the 3rd type of device you will bring and amperage*** I can provide my own power via a generator that meets City of Madison requirements, producing 60 decibels or less and 15 to 20 amps. MMoCA reserves the right to limit the amount of public electricity used by each exhibitor to ensure the availability of electricity for all participants. To avoid public electricity outages, you must provide accurate information. Public electricity is limited to 120 volt service! ***Note: At 100% power Wattage divided by voltage will give you amperage. Voltage x amperage will give you wattage. Please read and check the following statements or we cannot consider your application I understand that my $35 application fee is non-refundable and does not count toward my 10x10 space fee. I understand that MMoCA determines space assignments and they are not negotiable. I understand that my application, photo, and $35 check must be received on or by March 11, 2016 to be considered. Signature Date Please return application, photos, and application fee to: MMoCA ATTN: Annik Dupaty 227 State St., Madison, WI 53703 Thank you!