Art Fair on the Square

2016 EVENT INFORMATION  2016 APPLICATION

Art Fair on the S

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uare

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  [email protected] 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 58th _{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.

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.

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.**

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

[email protected]

Art Fair on the Square

JULY 9 & 10, 2016



SMALL BUSINESS EXHIBITOR CHECKLIST

(Keep this page for your records, do not submit to MMoCA.)

M

ARCH

11,

2016:

ALL

APPLICATION

MATERIALS

DUE

TO

MM

O

CA

 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)

M

ARCH

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.

M

ARCH

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.

L

ATE

M

ARCH

-E

ARLY

A

PRIL

:

WATCH

FOR

MAIL

TO

ARRIVE

FROM

MM

O

CA

 MMoCA will mail your contract, invoice and forms before April 8.

A

PRIL

29,

2016:

ALL

CONTRACT

MATERIALS

DUE

TO

MM

O

CA

 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.

M

AY

2,

2016:

LAST

DAY

TO

CANCEL

IN

WRITING

WITH

PARTIAL

REFUND

 A $100 cancellation fee will be charged.

L

ATE

J

UNE

,

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!

J

ULY

8,

2016:

SET

UP

 Setup for Exhibitors begins at roughly 5:30 pm; there may be unplanned delays.

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: Number of Full-Time Employees: Name of Person Completing Application: Phone:

Owner/Primary Contact Person (circle): Phone:

Name of Lead Person Who Will Be at the Fair: Cell Phone: Business Mailing Address:

City, State, Zip:

Fax: Email Address:

Website:

Previous Event Experience

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: Contact:

Phone: and/or Email address: Name of Company or Event: Contact:

Phone: and/or Email address:

JULY 9 & 10, 2016



SMALL BUSINESS EXHIBITOR APPLICATION - p.2 of 2

Booth Details

Activities describe the activities that In the box to the right 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