MacFest

MACFest Guidelines

REGISTRATION GUIDELINES, TIPS AND POLICIES

2010-2011 Season

The 3rd Annual MACFest, Mesa Arts and Culture Festival event, FREE to the public, takes place in downtown Mesa Arizona on Main Street starting at Macdonald Street every Saturday between the hours of 10:00 AM and 4:00 PM beginning October 2, 2010, through April 30, 2011. MACFest will not be held on December 11, December 25 and January 1.

• You can exhibit and sell your own original works of quality art and craft.
• The original artist must be present.
• 10 ft. x 10 ft. spaces will be made available on a first-come first-served basis. (No electricity. Exhibitors will need to provide all space setup equipment.)
• The cost is $15 per artist per day.
• You may register as a first time artist with MACFest either in person at the Mesa Arts Center Box Office or online at www.MACFestMesa.com.
• Artists must comply with Mesa City Code Sec. 5-10-465 (t) concerning sales tax.
• Tax information is available at www.MACFestMesa.com.

REGISTRATION Guidelines

1. $15.00 (including tax) non-refundable registration fee for each Saturday, per artist.
2. NEW artists will first need to submit a signed Waiver/Release form to Box Office in order to receive a personal online User Acct # (see page 8 below to print). This can be done via fax (480-644-6525), scanned email (boxoffice@mesaartscenter.com), or in person.
3. Once registered and given a ARTIST ACCOUNT/LOGIN, MACFest artists can purchase exhibition spaces either at the Box Office or online.
4. Artists who have already registered for previous seasons will be able to use their current login information and will NOT need to sign another Waiver. To change an ARTIST ACCOUNT/LOGIN, artists may go to online or contact the Box Office.
5. Online registration (after the first time registration and a personal ARTIST ACCOUNT/LOGIN is given): please have debit/credit information available – an online Registration Guide will take you through the steps.
6. Artists may rent spaces as dates are released (six weeks ahead), pay online and print site tickets at home.
7. Exhibition spaces will be allocated sequentially on a first-come-first-served basis at time of registration. Artists will not be able to select site.
8. Artists with a medical condition that requires a special need on-site location may inquire by calling general information (480-644-6500).
9. Exhibitors will receive a voucher ticket as proof of registration with the MACFest ID number and space allocation by block letter and space number to be worn visibly in the lanyard provided during the relevant day. Print map of MACFest Site Layout below. Look for Kiosks on street corners and space numbers marked on sidewalks.
10. A lanyard will be provided at the Box Office or at the MACFest Information Booth only on Saturdays (see Site Layout map) for this purpose, and you are requested to keep the lanyard for each exhibit date.
11. Exhibition spaces will be marked on sidewalks to identify the usable 10 ft. x 10 ft. display area and block/space number in the center of each space. Exhibitors cannot exceed the allocated space.
12. “Ask Me” volunteers will be available at the festival site to help you locate your space. Look for the MACFest Information Booth on the Site Layout map below and while on location.
13. Week-to-week registration is available. Box Office will release spaces on the 15th of each month for the following month. Sites can be purchased in advance.
14. Exhibitors sharing a 10 ft. x 10 ft. allotted space are permissible. Each Artist must be individually registered (and pay $15 per artist) as described above. Lanyards/registration ticket must be present on site for proof of rental purchase for that given Saturday.
15. Sub-renting/leasing of private MACFest exhibit 10 ft. x 10 ft. space sales is not allowed. See No Show policy guidelines.

NO-SHOW POLICY

• Any exhibitor who does not use a site reserved by them without alerting the Box Office (see below “HOW TO CANCEL”) will be unable to exhibit on the Saturday immediately following the No-Show. The site will be rented out to another artist for the No-Show and “skipped” day. The artist will then be able to exhibit again after skipping the one Saturday. The $15 fee paid for both the No-Show and the skipped Saturdays will not be refunded, nor will it be applied to future reservations.

HOW TO CANCEL A RESERVATION

• Artists who wish to cancel a reservation for a specific Saturday should call the Box Office (480-644-6500) and leave a clear message stating their name, space number, and the date to be cancelled. The $15 paid fee will not be refunded, but we will release the site to another artist. This cancellation message needs to be received NO LATER THAN NOON THE THURSDAY PRECEDING THE CANCELLATION DATE. Calls received after this time will be recorded as no-shows.

REFUND POLICY

• MACFest cannot refund any fees paid to reserve exhibition spaces. The only “refund” will occur when the MACFest Committee officially cancels a date due to inclement weather or other unforeseen circumstances. In this event, the fees paid will be applied to a future reservation.
• This policy was developed to ensure sites are optimally used each Saturday and to avoid unnecessary complicated logistics for our volunteers. We appreciate everybody's effort to keep improving the way we operate – in the end, we all benefit.

REQUIREMENTS

• Only “Made by Me” arts and crafts by the registered artist are allowed in the exhibition space.
• Archival prints and copies can be exhibited, but a minimum of three original works by the exhibiting artist must be present within the exhibition space.
• No electric power, tables, chairs, or tents will be provided.
• Exhibitors can use an exhibition structure on the 10 ft. x 10 ft. space provided it can be removed safely without damaging the surrounding areas and safety factors are considered.
• Set up only within the exhibit 10 ft. x 10 ft. space allotted.
• Set up and take down can only occur within the schedule of 8 AM – 10 AM and 4 PM – 6 PM on the same day.
• To set up and take down you may park on the side of street to remove and load items – park in legal spaces only. REMOVE vehicles by 10 AM to the nearest parking area specified on the Site Layout map.
• After set up, please relocate vehicles to the nearest parking Garage (on Pepper Place or South Macdonald /First Avenue) during the 10 AM – 4 PM public opening time – parking on exhibition streets for public only.
• Canopies that are used must be weighted on all four sides.
• Safety factors considered in display materials are to be used with the customers in mind:
  • Stable and reliable equipment
  • No broken glass or other broken material
  • No protrusions of sharp objects from exhibit space
• Packing materials and clutter must not be visible from surrounding exhibiting space.
• No alcoholic beverages and no smoking in exhibition areas as per State Law.
• No gas/P\propane heaters in exhibition space or surrounding area for safety reasons.
• Transactions and delivery of product are the responsibility of the registered artist.
• Must have valid State and City of Mesa tax licenses (suggest you have both available on site).
• NO PETS ALLOWED.
• Guide or service dogs must be identified as such and must be leashed and/or in portable kennels at all times.

FOOD AND CONSUMABLE CRAFTS AT MACFest

• MACFest does not carry a food handler’s license and therefore is not responsible for food and consumable crafts. No food or consumables may be sold by MACFest Artists under these guidelines.

ARTIST DEMONSTRATION REQUIREMENTS

• Air brush and/or aerosol canister painting by the artist is allowed, however, artist(s) must have a canopy with top and three sidewalls within the 10 ft x 10 ft space. No liquid gas cans or propane canisters may be used on site. A quiet, portable electric generator may be used and placed between the 10 ft. x 10 ft. space and the street curb. These requirements ensure that neighboring exhibitors are not inconvenienced.
• We encourage demonstrations of your arts and crafts on site, but request you coordinate an appropriate space that would work for your demo along Main Street. Call Box Office staff to reserve that space for your demo. As the artist, you would assume all liability. If you are not selling your work with your demo, your fee will be waived. If you wish to sell your work along with your demo, you must register and pay the $15 fee.

PERFORMER(S) / MUSICIAN(S)

• Interested in performing at MACFest? Musician(s) or Performer(s) are welcome to perform on any Saturday of choice, provided that the date and time is cleared and approved with MACFest in advance in order to avoid groups performing at the same time. Please e-mail Info@MacFestMesa.com or call the General Message Line (480) 644-6509 for more information.

Some basic guidelines:

• Performer(s) will need to bring everything they need for set up and logistics.
• Performer(s) must clear the space following the event, leaving it in the same condition that it was found.
• Performer(s) may pass out information about their band or group.
• Performer(s) may perform at any time from 10 AM – 4 PM with advance notice and approval from MACFest.
• Set up may begin at 8 AM; sites must be cleared by 6 PM.
• Musicians must stay clear of merchant front doors, vehicle lanes, and from the colonnaded area, which is a six-foot pedestrian right-of-way.
• The space for groups is in front of the Bank of America at 63 W. Main Street.
• Additional space for individual musicians is available throughout the event site.
• Any performer who wishes to sell merchandise must register through the Box Office at (480) 644-6505 in advance and pay a $15 exhibition fee. Album music must be made by the artist and any merchandise must be related to the music or brand of the performer.
• Noise levels will be monitored and controlled and is at the discretion of MACFest.

MACFest YOUTH PARTICIPATION

• Unified or Private Schools with art teachers interested in a space for display and sale of class students’ “Made by Me” arts and crafts, please e-mail Info@MacFestMesa.com or call the General Message Line (480) 644-6509 for more information. A teacher, teacher Intern, parent or guardian, or school staff must be manning the booth space at all times. Space will be free of charge, but MACFest policies apply.
• Unified or Private Schools interested in Performing at MACFest as Musician(s) or Performer(s) are welcome to perform on any Saturday of choice, provided that the date and time is cleared and approved with MACFest in advance, in order to avoid groups performing at the same time. Please e-mail Info@MacFestMesa.com or call the General Message Line (480) 644-6509 for more information. Space will be free of charge, but MACFest policies apply.

GENERAL

These policies apply to registered artists, and the MACFest Committee reserves the right to refuse access to the Festival area in the event of non-compliance. MACFest reserves the right to make site location changes as weather season permits, such as booth rentals for only the north side of Main Street or south side of Main Street. The MACFest Information Booth would also relocate. To the best of its ability, MACFest will inform artists of these changes.

Artist e-blasts are sent regularly to keep you informed; updates can be acquired at the MACFest Information Booth by an “ASK ME” Volunteer. Artists are responsible to ensure their contact information is up-to- date by emailing info@macfestmesa.com with any changes.

ARTIST TIPS

• Local services such as UPS, express mailing, booth equipment suppliers, Banks, restrooms, restaurants, and etc. are available in the downtown area. MACFest Information Booth on Saturdays may help with locations.
• We recommend that your exhibition area reflect a visual appeal complimentary to your art and craft; inviting, clean, and free of debris.
• Consider the safety of others in display materials used at all times.
• Consider the appropriateness of exhibited material, since this is a family friendly event.
• Consider having the following:
  • Access to Business Cards and printed material
  • Artist Bio/Portfolio material for public viewing
  • Guest sign-in book.
• Prepare for customer service; appropriate money exchange.
• Sell transaction and packaging material.
• Place all food waste and wrappers in nearby trash dispensers.

STANDARDS

• MACFest is committed to upholding high standards of artistic products and display. Artists must be present at their booths to sell their own work. Exceptions may be necessary from time to time (due to scheduling conflicts, illness etc.), but the MACFest is a “Made by Me” festival, and the public will expect to meet the artists. Only quality, original, handmade works of arts and crafts will be exhibited by the artists themselves (“made by me”). In general, this includes original work made substantially by hand, wherein the skill and technique of manipulating glass, metal, wood, fiber, clay, and other materials is primary to the artistic process.
• This includes paintings, drawings/sketches, sculptures, ceramics, jewelry, decorative metal, glass or woodwork, quilting, etc.
• These Standards will be monitored by a Standards Committee, and MACFest reserves the right to refuse access to the Festival site due to non-compliance to the standards.

STANDARD INCENTIVE PROGRAM

• Blue Ribbon Incentive Awards will be presented for “Festival Favorites.”
• The Standards Committee will be looking for quality of work, quality of production and display, style and presentation, affordability, etc.
• MACFest Standard Guideline Official Incentive Awards Criteria/Form listed below is filled out by a MACFest Standard committee member for each Blue Ribbon award given and is for official use only. This is for your information only. Do not fill out this form!

VOLUNTEER AT MACFest

“ASK ME” Volunteers man the Information Booth on MACFest Saturdays from 10 AM – 4 PM. They are there to help answer artist and public questions and information about downtown. For more information about becoming a Volunteer contact by email Volunteers@MACFestMesa.com

MACFest “ASK ME” Information Booth Saturday location:
Northeast corner of Main and Macdonald Streets. 
Look for “ASK ME” Volunteers!

MACFest SPECIALS AND EVENTS

MACFest will announce “2 for 1” and other special MACFest events by artist e-blasts using the artist email data base.
Downtown current Event updates at http://www.downtownmesa.com/downtown_news.htm.

MACFest CONTACTS

Website: http://MACFestMesa.com

For more information about registration and space rental call: Box Office at (480) 644-6500

General Information Questions: boxoffice@mesaartscenter.com

To be added to the artists email distribution list: info@macfestmesa.com

To Volunteer at MACFest: Volunteers@MACFestMesa.com

Tax questions: The City of Mesa created a special MACFest tax page at:
http://www.cityofmesa.org/salestax/pdf/MACFest.pdf

ONSITE Registration:

Mesa Arts Center Box Office
Phone number (480) 644-6500
Fax number (480) 644-6525
One East Main Street, Mesa AZ. 85201
Box Office is located at the southwest end of the Studios North building next to the exterior elevator. The Mesa Arts Center is located at the southeast corner of Center and Main Streets, in downtown Mesa. Hours: Mon - Fri 10 AM - 7 PM; Sat 10 AM - 5 PM; Sun 12 PM - 4 PM

MACFest t-shirts on sale at the Mesa Arts Center Store on the west side of the Mesa Arts Center by Center Street.

Volunteer Work Agreement Waiver

I understand that as a volunteer I will be considered a member of the team at the MACfest Information Booth and MACFest onsite Operations during Saturday’s events and will be expected to assume the responsibilities of my job title.

I understand and agree to:

• I must be at least 18 years of age to volunteer for the “ASK ME” MACFest Volunteer Program.
• Dress appropriately for my assigned duties, including wearing my MACFest Volunteer ID Lanyard, “ASK ME” T-shirt provided and presenting a clean and neat appearance. Comfortable shoes a necessity dependant upon job criteria.
• Be reliable and punctual.
• If I am unable to attend my shift, I will make every effort to find a responsible volunteer to replace my shift and then notify MACFest Volunteer coordinator as soon as possible.
• Make every effort to attend a pre-event volunteer orientation as scheduled.
• Comply with the Service Standards set by the MACFest.
• Act as a responsible representative of the City of Mesa and MACFest event.
• At no time will I be under the influence of illicit drugs, alcohol or other substances that may jeopardize my performance and safety and the safety of others.
• I will abide by all the policies and procedures set by MACFest, and I understand that I can be terminated at any time for not complying with the set guidelines.
• I understand that MACFest may use my photo on any website, brochure, or other promotional materials.
• Immediate termination of volunteer duties will ensue if a weapon is brought on the premises.

In return, the MACFest agrees to:

• Provide necessary training and orientation. A MACFest “ASK ME” Volunteer Guideline and Tips, Location hand out will be given once registered as a Volunteer.
• Provide adequate working conditions.
• Review volunteer performance, provide appropriate feedback, record volunteer hours, and provide letters of recommendation on request.
• Evaluate the volunteer program, solicit suggestions from volunteers as a means to correct any problems and reassign volunteers when requested and as needed.
• Provide a volunteer break room during event.

HOLD HARMLESS

I voluntarily agree to hold harmless the City of Mesa, its employees, supervisors, appointed officials, agents, representatives and volunteers from all event attendee(s) claims for all injuries that occur in connection with my use of the above referenced license, no matter how severe. My agreement to the preceding sentence does not extend to any such claim or liability that is solely and exclusively caused by the gross negligence of the City of Mesa or its employees, supervisors, appointed officials, agents, representatives and volunteers.

USE OF IMAGES

Volunteer understands and grants permission of use any photos taken of them within the premises of MACFest in use of news releases, print, television, and the MACFest website. I agree to adhere to the MACFest requirements, and accept the MACFest Committee’s right to refuse access to the Festival in the case of non-compliance.