The Millennium Philcon®August 30, 2001 - September 3, 2001 |
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Only artists may enter the Art Show and Print Shop (either directly or via an agent) and each artist may enter under only one identity. Artists who work under two or more names will be held to the space limits for one artist.
Group entries are allowed, but will be held to the limits for a single entry regardless of the number of members in the group. Members of a group may not also enter individually or as a member or another group. Each piece submitted must be the work of (one or more of) the entering artist(s).
Collaborative works may be submitted by any of the collaborators.
All entries must be the artist's own original work on a science fiction, fantasy, or fannish theme.
The following items may not be entered into the Art Show but are eligible for print shop.
Commercial ceramic molds, painted commercially cast pieces and kits of any kind will NOT be accepted for the Art Show or Print Shop. Items using patterns or designs by others must credit the second party.
FINE ART PHOTOGRAPHY & COMPUTER GENERATED ART will be accepted only with the specific permission of the Art Show Directors. Both must fit within the following guidelines and be labeled accordingly:
Each image must be accompanied by a Certificate of Authenticity that clearly indicates the print/image type and the disposition of the negative or data file.
TRUE LIMITED EDITIONS (MULTIPLE ORIGINAL CATEGORY) All hand pulled prints—serigraphs, photographs (silk-screens), etchings, lithographs, woodblocks must have the following clearly visible information in pencil on the print itself.
Items which violate copyrights or trademarks, or which are judged to be libelous or detrimental to known persons or to well-known or trademarked characters, plagiarized, or obscene will not be permitted. The Art Show Directors will make the final determination regarding questions about infringement issues.
Items that are noisy or annoying—things that make noise, flash lights, or move, may be shut off or disallowed. We also reserve the right to reject any entry. If in doubt, ask us first.
All items entered into the Art Show or Print Shop must be completed—i.e., all oils, enamels, lacquers, clays, etc. must be thoroughly dry. All pastels, charcoal, pencils, etc. must be sealed or otherwise protected.
All two-dimensional (flat) pieces must be matted, mounted, or framed, and ready to be hung. Framed pieces should have an attached hanging wire. We strongly suggest but do not require that work be covered with plastic or glass whenever possible.
Every piece (hanging art, 3-D or print) must have an attached label containing the artist's name, identification number, and piece title. Flat art must be labeled on the back; 3-D may be labeled wherever possible.
Not-For-Sale work is allowed in the Show and will be eligible for awards, but prospective buyers would appreciate it if at least half of your work were for sale.
The Millennium Philcon Art Show cannot provide insurance coverage for art entered into the show. You should ensure that your own insurance will cover your art while it is in the show.
Once a piece of artwork has been signed into the Art Show or Print Shop, it may not be withdrawn, nor may any conditions of its sale (i.e., minimum bid) be changed for the duration of the show.
Minimum bid should be $5.00 for any piece except name badges, which may have a minimum bid of $1.00.
The Art Show Directors will make the final determination of the appropriateness of theme and/or subject matter of all displayed matter.
The Art Show will have over 350 panels for flat artwork and at least 40 6'x30'' foot tables for 3-D pieces. Since demand for space will be high, we must restrict the amount of space that each artist can reserve so that as many artists as possible may enter. Artists will be limited to no more than three panels or two tables, adding up to 3 units of space total, and may be limited further as needed to ensure that we have a balanced representation of artists from North America and from around the world. The nominees for the Professional Artist and Fan Artist Hugo, and also the Chesleys, will be allowed some additional space in a special area for no additional cost for their nominated pieces or sample of their artwork. Floor space for large items will be decided on a case-by-case basis and a fee will be charged as per number of table space the item will occupy; please contact us up front with your needs and we will try to accommodate you.
Hugo Nominated Artists will be given a free panel for display of their work. Space will also be available for pieces nominated for the Chesley Awards. These spaces will be clearly labeled.
The Print Shop will have 40 panels for Print Shop display, room for a few hundred different items of flat art (small 3-D items, tee shirts, etc. will be handled on a case-by case basis—contact us up front). In order to distribute this capacity fairly, an artist may submit no more that 10 different items and there must be from 3 to 10 identical copies of each item submitted. For protection and ease of handling, each copy must be matted or otherwise mounted, and we suggest strongly that each display copy be covered by plastic wrap. One copy of each item will be displayed, and the other copies will be sold from a stock accessible only to our staff. The display copy will be sold if it is the only one left. All sales will be for a fixed price. To reserve space in the Print Shop you must tell us how many different items you plan to bring, the number of copies of each, and approximate size of each item (including mat). We realize that the details are likely to change; adjustments will be made when you check into the show.
The basic unit of space for 2D art is the PANEL, 4 feet high by 6 feet wide. This may be divided into a HALF PANEL, 4 feet high by 3 feet wide.
For 3D art, the basic unit is the TABLE, 6 feet long by 30 inches wide. This may be divided into a HALF TABLE, 3 feet long by 30 inches wide.
Remember that the space you reserve must include any clearance between pieces, including space for their attached bid sheets. And that pieces may not extend beyond any edge of the panel or table. Tables will be arranged in a long double row; no table will be against a wall. Any items which do not fit into the purchased display space will either be re-arranged by the artist or an Art Show Director OR will be removed for safety reasons and will be stored at Art Show Control Desk or returned to artist.
If you wish to show pieces that do not fit into these spaces, such as large, free-standing sculpture, or you want to use your own display case, contact us now for a rate quote. Please include details.
Art Show Directors may assign less than the requested number of display units if conditions warrant it.
We will try to keep all the same kind of work by a single artist together, but this may not be possible in all cases. Panels and tables will be in different locations. No tables will be placed in bays.
Due to the substantial effort (and people hours) required for us to handle mailed in art, NO MAIL-IN ART WILL BE ACCEPTED FROM ANY ARTIST WITHIN 300 MILES (DE, NJ, most of PA, NY & MD) OF THE CONVENTION!!!! Please do not request permission to mail your artwork unless you really are unable to get it to and from the show. If we allow you to mail your art, you will be limited to at most 20 pieces on no more that one panel or ½ table of space. We will charge a mail-in fee of $40 (the cost of a supporting membership in the convention), as well as the panel/table fee, and the actual amount of return postage for your artwork. IF YOU MAIL ART TO US WITHOUT OUR PRIOR WRITTEN AGREEMENT, WE WILL RETURN IT C.O.D.!
All mail-in art must be received by August 22, 2001 and must be accompanied by sufficient return postage, a return mailing label, and all completed Art Show paperwork. Weight limit for mail-in art is 15 lbs. Insufficient return postage will be deducted from any monies earned. Artwork received without completed paperwork will not be displayed. All mail-in artwork should be packaged in sturdy, reclosable containers, securely packed and sealed with masking or packing tape (no staples). We are not responsible for damage to artwork in shipping due to inadequate packaging.
As a service to those artists/agents who will be attending the convention but who will be unable to carry their artwork with them, we will supply the name and address of our drayage firm. The drayage firm will then bring all the mail in and shipped art to the Art Show at one time. You will be responsible for unpacking, hanging, taking down and repackaging your art. You will also have to pay the drayage/handling fee, plus the shipping fee to return your artwork
To enter the Millennium Philcon Art Show and Print Shop, please fill out and return the enclosed entry forms as soon as possible. No one has been sent information before the date of the cover letter. Advance reservations are required; no space will be available at the door unless there are last second cancellations or no-shows. Any space which has been reserved for an artist will be held until 12 PM Friday morning, at which time any unclaimed space will be released to artists on the wait list or walk-in artists.
The deadline for reservations is July 15, 2001, but we expect the show to sell out before then. If your entry arrives after the show is full, you have the option of being put on the Wait List to wait for cancellations. Entry forms received without full payment will be returned; however, if paying in full now causes you difficulties, send us an explanatory letter with your entry form—we may be able to make special arrangements. You may pay by check or money order payable to "Millennium Philcon Art Show", or by MasterCard, Visa, or AMEX. All payments must be in U.S. funds, and checks must be drawn on a U.S. bank and have a federal routing code (e.g., 53-60/113) printed on them. We would have to pay a substantial service charge for any check that did not meet these requirements.
We will acknowledge receipt of your entry form, indicating how much space has been reserved for you, whether part or all of your request has been Wail-Listed, etc. We will inform you whenever your reservation status changes (e.g., a space request that was on the Wait List has been granted). We will send master sheets, bid sheets, Print Shop control sheets, and/or confirmation of your current status to all artists via email as their reservations are processed. If an artist doesn't have email, he/she may request copies of art forms be mailed via U.S. Mail.
We will refund your fees in full if we receive notice of your cancellation by noon of August 29, 2001. If you do not cancel and do not show up, you will not receive any refund.
If you have any special requests, such as wishing to have your art hung next to that of a friend, please tell us on the entry form and we will try to accommodate you.
Our only fee is a flat rate cost per panel or table or a per piece charge for each print. Those fees are:
$60.00 for 1st unit of space, $65.00 for 2nd unit of space, $70.00 for 3rd unit of space
$30 per half-unit $1.00 per print
Unit of space = 1 4ft x 6ft panel OR 1 6ft x 30 inch table;
While the Art Show space is well lighted, we will supply supplemental lighting. If you want to have more lighting than this, you will have to provide your own lights (3-wire grounded, minimum 14 gauge, UL approved) and pay an additional electricity fee as set by the Philadelphia Convention Center. Please list any power requirements on your registration form; NO at-the door power requests will be accepted. Any lighting fixtures you provide cannot impede traffic in the aisles or the bidders access to your or another artist's work. All personal lighting fixtures must be UL approved and shielded to protect passersby and other artists' work.
The Art Show will be open from 10 AM to 8 PM on Thursday for artist check-in and setup, and from 10 AM to 11 AM on Friday by permission only. No reservations will be held after Friday 12 PM unless prior arrangements have been made with the Directors.
Unclaimed space will be forfeited and reassigned to walk-in art.
We will have a limited number of tables available for artists who want to do sketches, take commissions, just talk to their fans, etc. These tables will be located inside the Art Show, and will cost $10 to reserve for a half day (10 AM to 4 PM, 4 PM to 10 PM) NO SALES MAY BE MADE AT THESE TABLES—WE HAVE TO CHARGE STATE SALES TAX ON ANYTHING SOLD IN THE ART SHOW AREA PROPER. You also may not sell from your panel(s)—all sales must be handled by the Art Show Staff.
We also plan to have a series of Artist Demonstrations in this area.
You must be either an attending or supporting member of the Millennium Philcon to exhibit in the Art Show. Due to the location of our space, you will have to have a convention badge to gain access to the show once the convention opens. If another person will be hanging/removing your art, he/she must be an attending member and have written authorization from the artist.
The Art Show will be open to the Public 6 PM to 10 PM Thursday, 10 AM to 8 PM Friday, 10 AM to 10 PM Saturday, and 10 AM to 2 PM Sunday. Written bidding will close 2 PM on Sunday. We will be open 5 PM to 7:30 PM Sunday and 10 AM to 2 PM on Monday for Art Show Sales.
Artists may begin packing their work at 10 AM Monday. Checkout will begin at 10 AM and will extend until 2 PM Monday. Bid sheets must be brought to the Control Desk for check-out confirmation. All art must be picked up by the end of check-out unless prior arrangements have been made with the Art Show Directors. Any unsold art not claimed by the artist or agent becomes the property of the convention.
Buyers may pay for art with cash or by check, traveler's checks, Visa, MasterCard, or AMEX. We must collect the 7% sales tax on all Art Show and Print Shop sales, but this will not affect the artist's sales payments.
The Millennium Philcon will not be able to make any payments to artists at the convention. If a piece is not picked up by the highest bidder, we will attempt to obtain payment, but if the attempt fails and if the next-highest bidder no longer wants the piece at the price bid, we will then ship the art back to the artist at our expense.
The Millennium Philcon acknowledges its obligation to pay artists the monies collected from the sale of their artwork less any fees stated in these rules and agreed to by the artist by submission of a signed and dated Art Show Reservation Form.
We will mail you a check within 90 days after the end of the convention. This period allows time for checks and charges to clear through the banking system and to resolve the status of any unclaimed pieces, as well as enabling us to recover, reconcile the paperwork and provide an accounting to each artist. Payment will be made to the artist unless otherwise specified.
All buyers are informed that the purchase of art does not include any reproduction rights. Buyers who wish to reproduce the art they have purchased must make arrangements directly with the artist.
Only the official convention photographers and supervised press (including television) will be allowed to photograph the Art Show. The press will not be allowed to target individual pieces without the artist's permission.
We will have locked storage adjacent to the Art Show for your packing crates, carrying cases, etc.
Pieces that have eight bids will be sent to Voice Auction Sunday at 4 PM
Pieces with less that eight bids will go to the highest bid on the bid sheet at the close of the Art Show on Sunday at 2 PM.
Pieces with no bids at Art Show closeout may be sold at "After Closeout Prices" if the artist has set such a price; otherwise they will be withdrawn from sale.
There will be NO "Quick Sale" prices at the Millennium Philcon Art Show.
Whenever the Art Show is open attendees may purchase items from the Print Shop at a fixed price, for immediate pick-up.
Any artwork legally bid for but not collected and paid for by the buyer will be retained by the Directors. We will make every effort to contact the buyer, remind them of their legal obligation to pay for purchased art at the bid price, collect funds due and remit to the artist. If we are unable to complete the sale within one month, the art will be returned to the artist.
Ribbons will be awarded in a variety or categories for outstanding artwork by a panel of judges, including "Best In Show". A popular vote by attendees will award the Best Artist (Professional and Amateur) ribbons.
There will be uniformed guards inside the Art Show from Artist check-in on Thursday to Artist Check out—time on Monday.
We fully intend these to be the rules that actually govern the Millennium Philcon Art Show, but the Art Show Directors reserve the right to make changes, interpretations, and allowances if unforeseen circumstances arise.
Comments, questions, etc. may be addressed to: artshow@milphil.org