Artist Alley: Guidelines and F.A.Q



Here’s the lowdown on everything before taking part in the alley. You, as a participant, are required to read these rules for participation. If you don’t not adhere to any of these you will not be allowed to participate.

  1. What am I allowed and not allowed to sell?
  2. What size tables are available?
  3. What are the table prices?
  4. How do I apply for a table?
  5. Can I have helpers at my table?
  6. I didn’t get a table, what now?
  7. Can I request electricity for my table?
  8. Can I cancel/get a refund if I already paid?
  9. What if I’m competing also?
  10. How do I check-in/when’s the latest I can?
  11. Can I leave my stuff overnight?
  12. Can I play music at my table?
  13. What other rules are there?
  14. Legalities
  15. Contact the coordinator

What am I allowed and not allowed to sell?

The following is prohibited:

  • Any work(s) with copyrighted logos, regardless of whether or not the work is original.
  • Photoshopped, traced, or copied characters in recognizable poses but with different backgrounds.
  • All art must be your creation, meaning all done by your hand
  • The selling of food and/or drinks

The following may be sold:

  • Any product and/or art featuring an artists original character.
  • Handmade, unique items
  • Commissioned and hand-drawn works made during the convention, as long as they do not violate any of the rules above.
  • Fan art that clearly shows is produced by the artist, rather than by the license holder.

How do I apply for a table?

Step 1:The signup form located at will be available for all who are interested in participating. This does not guarantee you a spot in the AA, though applying will be primarily on a first-come, first-serve basis and not all table size demands will be met. In turn, the The signup form will help me determine how many people are interested as a whole and will be able to divvy out spaces in the best possible manner so that as many people can participate.

Step 2: After a designated amount of weeks, the link will be taken down and after determining space, approval emails will be sent out via email or you will receive a waiting list email. The approval email will hold all information that you have been approved for and a link in which to make your payment*(see “Tables” for pricing). You will then have one week (7 days) to make your payment, otherwise your table will be forfeited to someone on the waiting list.

Step 3: After you’ve sent your payment, you will be all set. When it becomes closer to the event a floor plan will be sent around to those who have a table with information on where they will be located.

What do I get with my table purchase?

You will receive:

  • One complimentary pass which admits you to the venue and access to your booth
  • Plastic table covering [you may bring your own tablecloth!]
  • Two chairs for a 6ft space*

*Additional chairs are available upon request, see the below section for information on helpers as well.

Helpers

Helpers are allowed for your space. If you receive a 2ft space, it may not be feasible to have a helper unless it’s someone who plans on taking your place during breaks. Either way, we’ll accommodate what we can for your helper requests. But no more than 2 for a 6ft table, one additional for a 4ft/2ft.

Your helpers must be specified upon registering (not the initial application form). If they aren’t planning on competing it is strongly suggested that their registration be taken care of when you are paying for your table. If they are competing they need to pay the normal price for venue/entrance.

I didn’t get a table, what now?

If you do not make it to the approvals, you’ll be sent an email stating that you were placed on the waiting list. We’ll try to place everyone by order of sign-up so it’s fair when and if a spot opens up. Spots will be open depending on if tables become available if a) no payment is received within 7 days from a an approved participant or b) they cancel their table before the event.

Can I request electricity for my table?

Yes. On the approval form you receive there will be an option for you if you need to request electricity for whatever needs you have, this does not cost extra.

What size tables are available?

Each table space can be broken down into 2, 4 and 6ft of space. When applying for your space please make sure to fill out what you will absolutely need in terms of space. If you’re selling small items you may only need 2ft of space, or if you’re selling a lot of large posters and prints you may need 6ft of space.

Please keep in mind that each artist at max is only allowed one, 6ft table. You may not request more. The price list for each table is as follows:

6ft – $60
4ft – $40
2ft – $20

Can I cancel/get a refund if I paid already?

If for some reason you cannot attend the event after you pay you can request a full refund two weeks before the event [Jan 3, 2014]. You can do this by sending an email to Artist Alley coordinator, Cristin. Any request thereafter will be canceled but no refund given.

What if I want to compete also?

If you’re planning to compete in the event you will need to let the AA Coordinator know so they can give you access to signup on the registration site (venue aside). You will need to register on the site no matter what if you plan to compete, there are no exceptions so please let us know.

How do I check-in/when’s the latest I can?

When you get to the venue you can let any staff member know that you’re an artist alley participant and you will be directed to see Artists’ Alley coordinator Cristin for check-in. All artists are required to check-in with Artist’ Alley coordinator Cristin by Saturday, January 18, 2014, morning unless you have notified me earlier about a given situation. Any table that has not been claimed by 12 p.m. Saturday January 18, 2014 will be forfeited for other uses, either by staff or for another artist on-spot who wants to set-up. All additional details for setup and breakdown will be sent in a separate email closer to the event.

Can I leave my stuff overnight?

The venue closes at 1 a.m. every day and is locked hotel staff until the next morning. You are responsible for your own belongings but you are more than welcome to leave whatever you need to underneath your table. A suggestion would be, leave what you feel may be too much for you to carry but make sure to always take your money with you or anything you’d deem valuable. The Apex staff or the Doubletree hotel staff are not responsible for any stolen belongings!

Can I play music at my table?

It’s preferred that you do not play music at your table as the crowds are already very loud and there are competitions going on at the same time. But if you keep it fairly low, you may.

What other rules are there?

Selling at a table at which you did not pay for. If you are caught selling anything at a table you did not pay for you will be ejected from the venue without refund!

Legalities

Do not leave your items out on the table without watch! Please stay with your items at all times. Apex Tournament Series will not be held responsible for anything lost or stolen as a result of you not present during your table times.

Contact the coordinator

If for any reason you need to contact the head of the Artists’ Alley, Cristin is available to help, do not hesitate!