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.
- What am I allowed and not allowed to sell?
- What size tables are available?
- What are the table prices?
- How do I apply for a table?
- Can I have helpers at my table?
- I didn’t get a table, what now?
- Can I request electricty for my table?
- Can I cancel/get a refund if I already paid?
- Do I still need to register for the event?
- How do I check-in/when’s the lastest I can?
- What’s the difference to having a mailed badge?
- Can I leave my stuff overnight?
- Can I play music at my table?
- What other rules are there?
- Legalities
- 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.
- Hand-made, 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.
Step 1: On August 22, a link will go up on the AA main page which will have a small form to fill out. This does not guarantee you a spot in the AA, though applying will be primarily on a first-come, first-serve basis not all table size demands will be met. In turn, the Letter of Intent will help me determine how many people are interested as a whole and will be able to divvy out spaces in the best possibly manner so that as many people can participate. [Step 1 is now over and applications are no longer being accepted]
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 complementary pass which admits you to the venue and access to your booth
- Plastic table covering [you may bring your own table cloth!]
- Two chairs for a 6ft space*
*Additional chairs are available upon request, see the below section for information on helpers as well.
Can I have helpers at my table?
Yes, depending if you have secured a 6ft space then you’re allowed to have at least one additional helper, but you must register that person’s name in the approval form under “helpers”. If you’ve secured a 4ft or 2ft space it will all depend if we can fit another chair in the space provided (most likely not for a 2ft space) but we will do our best to accomodate you if you make the request!
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 – $30
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. You can do this by sending an email to Artists’ Alley coordinator Cris. Any request thereafter will be canceled but no refund given.
Do I still need to register for the event?
Yes, you will still need to register for an event badge. You do not need to do this separately though, if you’ve been approved for space the link you’ll receive will give you an option to register for the event as well.
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 Cris for check-in. All artists are required to check-in (regardless of whether you got your badge mailed to you or not) with Artists’ Alley coordinator Cris by Saturday morning unless you have notified me earlier about a given situation. Any table that has not been claimed by 12pm Saturday Jan 12 will be forfeited for other uses, either by staff or for another artist on-spot who wants to set-up. All additional details for set-up and break down will be sent in a separate email closer to the event.
Can I leave my stuff overnight?
The venue closes at 2 a.m. every day and is locked up by the Rutgers 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 Rutgers are not responsible for any stolen belongings!
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.
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!
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.
If for any reason you need to contact the head of the Artists’ Alley, Cris is available to help, do not hesitate!
