Art & Craft Vendor Information

ARTIST APPLICATION INFORMATION

The King William Fair is a 40+ year old neighborhood street fair attracting approximately 50,000 visitors to our beautiful downtown historical district. This family-friendly one-day event is part of the ten day "Fiesta" held each year in San Antonio, Texas, and includes art, music, dance, historical re-enactments, a parade and more. The 2010 Fair will be held on Saturday, April 24.

About 180 Art & Craft vendors are only one of the five equally important components of the Fair. Art & Craft, Entertainment, Food, a Parade, and the Kids Kingdom all combine to create a truly unique event. The Fair is not strictly an Art & Craft festival. Proceeds from the King William Fair support the libraries and provide art instruction programs in neighborhood schools, offer scholarships for inner city students, and create revitalization and preservation efforts in the King William Historic District.

Art & Craft vendor applications will be accepted and processed only through ZAPPlication™

Zapplication Tutorials and Resources

DATES for the 2010 King William Fair:

Application Available: September 1, 2009

ZAPPlication™ Due: January 29, 2010

Notification: February 8, 2010

Fees & Signed Waiver Due: February 19, 2010

Cancellation Deadline: March 15, 2010

Packets Mailed: March 24, 2010

Set-Up: April 23, 2010 (4:00-9:00pm)

Fair Day Set-Up: April 24, 2010 (6:00-8:00am)

Fair Day: April 24, 2010 (10am-6:00pm)

NO RAIN DATES. The King William Fair goes on rain or shine. The Fair is not responsible for goods damaged due to inclement weather.

Fees:

Application Fee: $25.00 (non-refundable)

Booth Fee: $225.00 per booth space (refundable per the refund policy)

Premium Booth Fee: $300.00 per corner booth space (refundable per the refund policy)

Optional 110 Electrical Power Fee: $100.00 per booth space (refundable per the refund policy)

Optional Liability Insurance Fee: $90.00 for the first booth and $65.00 for each additional booth (refundable per the refund policy)

Mandatory Fee for Pre-packaged Food Vendors: $35.00 (refundable per the refund policy)

You will be charged $25 for any check returned by the bank for insufficient funds.

POLICIES & REGULATIONS

ARTIST CRITERIA & SELECTION

All artwork must be original and made by hand or with the use of appropriate tools by the artist/exhibitor. Artist may only exhibit and sell work in the categories submitted and accepted. Those vendors who display items not depicted in their applications may be asked to leave the Fair.

Artists/exhibitors are selected on the basis of the King William Fair’s requirement for originality and creativity. The work is selected by the Art & Craft committee composed of local artists and art patrons. The committee looks for a wide selection of category and price. The number of vendors in each category is limited by the committee.

Participation in previous King William Fairs does not guarantee acceptance for the 2010 Fair. Inquiries questioning or disputing the committee’s decisions will not be accepted. Preferences for booth location will be considered in order of receipt of final booth fees.

BOOTH SPACES

Vendors are provided a 10’ x 15’ space on a neighborhood street. Booth space is 10 feet deep (measured from the curb) x 15 feet wide (measured side to side). Spaces will be marked and numbered on the curb and street. Your assigned space will be indicated on your loading pass. Booth fee is $225.00 (refundable per the refund policy).

Vendors are responsible for their own tent or canopy (limited to 12’ height), display fixtures, shelves, and storage. Vendors must stay within the booth boundaries and must not encroach on private property, yards, sidewalks, or driveways. There is no additional space for storage. If you need more space, you can purchase additional 10 feet x 15 feet booth spaces. When setting up, please be mindful of landscaping and plantings in spaces between the curbs and the sidewalks and overhanging trees.

The King William Fair cannot be held responsible for damage, loss or theft of work or property.

The Fair provides limited electrical connections for Art & Craft vendors on the 400 block of Madison Street. This optional 110w electricity is available for an additional $100.00. You may not obtain electricity from any of the houses. Electrical generators are not allowed.

Through our membership, the Fiesta Commission will make available one-day liability insurance known as a “User Policy.” The rate is $90.00 for the first booth and $65.00 for each additional booth

We allow a limited number of pre-packaged food vendors to participate in the Fair under the Art and Craft department, but we must collect a $35 fee to cover the mandatory health inspection. These booths are limited to the 400 block of King William Street. Please note that this may not continue as an option in the future.

APPLICATION PROCESS

Applications will be accepted and processed through ZAPPlication.org™. If you do not already have an account with ZAPP™, please visit their website to establish an account prior to applying to the show at www.zapplication.org. (link)

ONLINE APPLICATION

Deadline: January 29, 2010

Application Fee: $25 (Non-refundable)

Submit 3 representative digital images of your artwork as it will be exhibited for sale at the King William Fair and 1 photograph of artist/exhibitor booth display. Photos must be an accurate representation of the artwork intended for sale.  Follow the image requirements listed on the ZAPPlication™ website. (link)

NOTIFICATION & CANCELLATION

Artist/exhibitors will be notified of their selection for the King William Fair no later than February 8, 2010. An email address must be listed for notification.

Booth fee and signed waiver will be due no later than February 19, 2010.

Prior to March 15, 2010, we will refund 50% of all fees, except the application fee.

No refunds will be made to artist/exhibitors who cancel after March 15, 2010. After March 15, 2010 we will not refund any fees, even if we cancel the event.

LOGISTICS:

Admission:

The King William Fair charges $5 admission, children 17 and under are free. Vendors will receive two complimentary admission wristbands. Additional bands are available for purchase at the Fiesta Store, 2611 Broadway, 78215 (210-227-5192) during regular store hours.

ATM machines will be made available to Fair visitors on the day of the Fair. Check your Fair Program map for locations. We do not provide any cash/change services, nor do we have credit card services available.

Hours Of Operation/Selling Time:

The Parade steps off at 10:00 a.m. when the Fair officially opens. You may sell as soon as you are set up. The Fair closes at 6:00 p.m. Your Art & Craft sales are cash, check, or credit as you determine. Our food and beverage sales are by ticket only.

Parking:

Cars parked within the Fair Zone after 8:30 a.m. on Fair day will be towed at the owner’s expense. Limited vendor parking is located at Brackenridge High School with your parking pass. This lot is about seven blocks from the Fair Zone and easy to walk in about 10-15 minutes. Early morning parking will also be available on neighborhood streets surrounding the Fair zone. Please observe any parking restriction signs.

Recycling/ Trash:

The Fair has a strong recycling policy and you are required to take packing material (cardboard, plastic etc.) to a recycling station on the grounds no later than 7:00pm on Fair day. Remove all trash from your booth space and place in the dumpsters located inside the Fair Zone. Do not use trash barrels set out for Fair Guests.

Sales Tax:

All vendors are responsible for collecting and paying Texas State Sales Tax as applicable to their product. You may obtain more information or a tax permit at the State Comptroller’s web site (www.window.state.tx.us) or by calling 1-800-252-5555.

Safety:

If you should witness an accident, note the time, circumstances, your name, and anyone else who witnessed the incident. Please give the information to security.

Display booth and items left in place before, during, or after the Fair are the full responsibility of the vendor.

Unloading/Set-Up And Breakdown:

To ease congestion, streets in the Fair Zone will be one-way with limited points of entry and exit. Only vehicles with passes will be permitted past the barricades.  Parking passes and maps will be mailed to you a few weeks before the Fair.

Entrances to the Art & Craft area for set-up and take-down are: (1) Pancoast St. at Durango Blvd., and (2) King William St. at S. St. Mary’s St. Have your pass on your dashboard for easy visibility by the Bexar County Sheriffs. Streets in the Fair Zone will be closed to non-Fair traffic.

You may set up your canopy and displays on Friday, April 23, between 4:00 p.m. and 9:00 p.m. with a pass. Vehicle traffic is restricted in the Fair Zone overnight and Bexar County Sheriffs are posted at each street closure all night, however, we do not provide security for your property. Do not leave your merchandise overnight.

Set-up time is 6:00 a.m. to 8:00 a.m. on Saturday, April 24. Vehicles arriving at 8:00 a.m. may be refused admittance.

Your vehicle must be out of the Fair Zone by 8:30 a.m. Vehicles not moved out by this time will be towed at the owner’s expense.

The Fair ends at 6:00 p.m. Breakdown time starts at 6:00 p.m. Vendor vehicles are allowed back into the Fair Zone at 6:30 p.m. All displays must be removed by 8:00 p.m.

SIGNED WAIVER REQUIRED:

All accepted entries will be required to sign a waiver of responsibility which states:

“In consideration for being permitted to participate in the King William Fair, I hereby waive, release, and discharge any and all claims for damages for personal injury, death, or property damage which I may have, or which may hereafter accrue to me, as a result of participation in said activity. This release is intended to discharge in advance the King

William Association and the Fiesta Commission (their officers, employees, and agents) from any and all liability arising out of or connected in any way with my participation in the King William Fair, even though that liability may arise out of negligence or carelessness on the part of the persons or entities mentioned above. It is understood that this activity involves an element of risk and danger of accidents and knowing those risks I hereby assume those risks. It is further agreed that this waiver, release and assumption or risk is to be binding on my heirs and assigns. I agree to indemnify and to hold the above persons or entities free and harmless from any loss, liability, damage, cost, or expense which they may incur as the result of my death or any injury or property damage that I may sustain while participating in said activity. I understand that the application fee is non-refundable, and that other fees are non-refundable after March 15, 2010, even if the King William Fair is canceled. I understand this is an outdoor show and the King William Fair will not accept any responsibility for goods damaged due to inclement weather. I agree that items I bring to the Fair will be handcrafted by me. I grant the King William Association full permission to use any photographs that may contain my likeness or booth space.”