Artist Alley

Basic Department Description

Offer vendor tables. You plan location, rules, and dates. Open applications, accept/deny applications, wait lists. At con, you are checking in your vendors, and selling some at con tables.

What do you do for the convention/What is your purpose?

• Also offer some spots to Marketing department for important table trades

What skills are handy for those in this position?

• Organization
• Communication-emailing.

What is your staff email?

• [email protected] (These are the forward facing "job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.)

Yearly Responsibilities

• Complete a table layout (This should be done before applications open.)

• How many tables?
• Where are you placing these tables?
• Is it in the hallway, or are you in a room?
• Approval from Hotel lead (and executive if you have one)

• figure out all your important dates

• open artist alley applications

• 2016-I opened applications after Dealers Den had closed their applications (July 18th) and closed my application (January 31st) (This gives dealers who did not get a table have another chance. If you do it before DD, people will be hoping to get a table and may not apply.)
• 2017-Applications opened august 15th. Scheduled to close january 1st
• 2018-
• Do not be too late in opening Artist Alley though,the later you go the more people will start to complain. So I would suggest opening applications before september, and giving answers in October..

• They will want to know if they will get a full table, or all the days they requested.
• Form in 2017 folder

• When using form, you need to change, or remove the picture. As it will change year to year.
• Confirm table sizes. In 2016 I was under the impression that i was to be given 6’2”
  

This was not the case. I received 8’ tables. Which i recommend to use again. KNOW TABLE SIZES FOR ON THE FORM, AND WEBSITE.

• In table locations, you can remove this section if it does not fit your plans. You will need a map for it, otherwise people can not select the table area they want.
• Over all, you can re-use that form, or create your own, or use CM’s functions.
• As with dealers application: they should add some information on what they are selling. This is to prevent people for using vendor tables as game demos. Demos can be done in the games room.

• We have a selection reserved beforehand AND a handful of spots available for daily drop ins AT CON so don't fill ALL your spots!

Accepted artists decision date

• 2016 started in october of 2015
• 2017 started in october of 2016
• 2018

Closing applications

• 2016 Jan 31st
• 2017 Jan 1st
• 2018

what days and what time is artist alley open.

keep in mind you need check-in/setup times available for sign in for expected vendors and for drop ins as well.

• Deadline for marketing to have table trades

• 2017- October 31st was the cut off date. (4 tables were given: 2 were used, 1 was placed back into AA)

• create an application, or re-use one already made. OR Convention Master

• Make sure this has a REQUIRED ‘real name’ field AND a "Prefered Business Name” field. We need to know who they are in the reg system as well as be able to put their proper business name on the website if they pre-order a table space.
• Make sure this also has a REQUIRED space for them to put in their website URL or Gallery link.
• Make sure it also has a REQUIRED area for them to choose what days they want to be in the artist alley. (Friday/Sat/Sunday, Usually the same days as the DD is open.)

• Set aside a few spots (at least 4 tables) for table trades
• Confirm number of tables before applications are open (if possible)
• create a table layout (map) for yourself, con book, and hotel.

• Keep in mind that the layout may change so always consult the Hotel Lead.

• create a spreadsheet to help organize where your applicants will go. it can also host a wait list.
• Consult Chairs about getting a form to sign for Artist Alley just like the Dealers Den and Art Show applicants must sign. (Liability waiver and TOS for the vendors to sign so that they understand the rules about the Artist Alley.) You do not make the form, one will be provided, but you MUST contact the chairs.

Are there things you need to order/get during the year?

• Number signs for the tables/spots, or have a print out of the name for reserved tables. (Consult sign shop)

• Artist alley tables are half tables so the table numbers would be Table A1 and A2 (for both halves.) etc!

• Map print out to have at the check in table. (Consult sign shop)
• White board from storage locker, if available, to write daily artist names and what table they are at for attendees to use as reference. (Keep a list of artists that sign in at all times! We need to know who is there. Real name, Business name, and email.)
• Receipt book (there are people who may need/want receipts when they pay in cash at the convention for their artist alley table. Artists/vendors will be responsible for giving receipts to their clients for purchases at their tables if a client wants one.)
• Order Cash Box from Treasury/Chairs^[[[j]]] for at con artist alley applications. (This is to make sure that ops will have one for you during the days you need it! Ops is where you will get it from during the event.)

What do you need to do during the year to function AT CON?

• Have a table layout (map)

• This will be needed to give to Hotel lead, Website and Conbook.

• A spreadsheet table layout - This will help keep you organized with who is where, and what tables are on reserve/table trades when you get to the con.
• A list of names, with websites was used for 2016 (link), but I have added it to the form, so it is not needed now.
• On your at-con sign in sheet, make sure there is a sign out section as well so you can mark in the time someone has left their table, if they do. (Make sure it is communicated to the artists to come sign out if they leave or to tell you if they need to leave for a moment, otherwise their table may end up forfeit to the next person in line.)

How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!)

• 2016 did not have any volunteers, but Artist Alley should have a Lead and a 2nd at least, because you are REQUIRED to have someone at the check-in table during all Artist Alley hours to handle any issues or to sign in late comers if there is space. (Or to fill in spaces if a vendor leaves/signs out of their table!)
• Volunteers will be to keep an eye on the tables, sit for people who need breaks, get people water, sign in latecomers. You will probably only need 1-2 + yourself and your 2nd, for the day. (make sure everyone has shifts!)

What equipment do you need to function well AT CON?

• laptop, or a notepad/paper for yourself to keep track of who pays/is in the AA and where.
• signs/numbered tables.
• Pen/pencil
• Should have an official form for Artist Alley, just like the Dealers Den and Art Show CONSULT CHAIRS!
• Cash Box for at convention Artist Alley applicants.
• You need to ask for it every day from Operations.

What staff will you be working with AT CON?

• more than likely you will be dealing with ops, and IT.
• Volunteers lead, if you have volunteers.
• Treasurey (You need to get the float from them (they will deliver), and have them pick it up.)

• Make a note of which updates/prompts should be sent to Social Media. (Remember, they can send out notices for more volunteers, due date reminders, opening dates, etc!)

• opening applications
• updates of available space
• closing applications
• Reminders about daily at convention artist alley spots (We have a selection reserved before hand AND a handful of spots available for daily drop ins AT CON.)

Your Department on the Website/in the Conbook

• Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design?

Website

• rules
• application (i used a form for 2016)
• open/close dates
• At con dates/times Artist Alley is open(when you get this info from hotel)
• location/map
• Pre-order/Reserved Artist list WITH website links!

Con book

• location/map
• At con dates/times Artist Alley is open
• Pre-order/Reserved Artist list WITH website links!^{[[[k]]][[[l]]][[[m]]][[[n]]][[[o]]][[[p]]][[[q]]]}

• Make sure to have someone look over the information before sending it to the respective lead.
• Send it to the respective lead.
• Make sure to test the contact page (website) that the form sends an email to you.
• Make sure that your email is listed on the contact page (website) outside of the form.
• If you have any future updates, make sure to send them to the Web Lead!
• If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it!

6 Months before con, what do you need to have done?

• Add in items your department should have completed by this time and items to finish ASAP.

• You should have already responded to all your applicants

• If not confirming tables, at the very least acknowledging that their application has been received.

• You should at this point know your location, and how many tables can fit in.

• 11 tables fit perfectly in the richmond location, you could add more, but it 10 tables will be enough.
• Make sure you have a designated check-in table at all times. Half of it can be used as vendor space but you MUST have someone overseeing the artist alley at all times that it is open.
• If artist alley is getting more popular, ask the chair if you can add more tables to your location for future years.

• At this time you should start

• organizing a table spreadsheet
• creating a layout (map)

3 Months before con, what do you need to have done?

• Do you have enough volunteers?
• Add in items your department should have completed by this time and items to finish ASAP.

• Your table layout should be complete, and ready to hand over to Hotel lead. You can send it to them now, or wait until they ask for BEO.

• BEO should include

• Your table layout
• List of items needed

• Tables
• Chairs (2 chairs to a table)
• Table cloths (recommended the black ones, NO SKIRTS)

• You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.)

1 Month before con, what do you need to have done?

• Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.)
• BEO should include

• Your tables layout
• List of items needed

• Tables
• Chairs (2 chairs to a table)
• Table cloths (recommended the black ones, NO SKIRTS)

• Make sure to contact Logistics to get any equipment from the VF storage locker to the hotel for your use.

• You do not require anything from the locker. Unless there is a white board, with an easel you can borrow for the daily artist roster.

• Make sure to contact IT to organize when your equipment and Tech needs can be setup in your department area.

• For 2016 voucher codes for internet was used. Those will be needed every day. Be sure you have contacted IT that you require internet for your vendors before the convention!

• Send in any needed information to the Conbook for print.
• Add in anything else your department needs!

• its at this point you should start (if you wish to do this) a day by day newsletter to your artist alley vendors. it can include

• opening/closing times
• remainder of rules
• what child badges look like
• if you happen to do lunch specials you can add that, or a form they can cut off to hand in. (i however am not doing it this year (2016).)
• How internet works.

• EMAIL you vendors,

• reminding them of the days, and if they have full, or half table
• Have information of where check in is, and its times
• Other important information.
• Link to AA page of rules.

• you should have your layout spreadsheet complete. you know where all the vendors/reserve tables are sitting.
• going through who has not paid, and reminding them they need to, (unless you have made arrangements for them to pay at the con [i have done that for 2016] but try to have them pay before.)
• be prepared to revise your spreadsheet as people cancel, and you replace.

• You should also email treasurer around this time, to inform you will need a daily cash box.

• You need to go to Ops every day at the con to get the cash box.
• When you hand it in each day, make sure to sign your name, and department on the envelope. To reseal the envelope you need to use the numbered sticker provided. (confirm with treasury every year to confirm of this.)

After the Convention/Before the Firing Party

• Clean up your tables, do not leave any signs around.
• Leave your tables there, hotel staff will deal with them (if it is a new hotel, confirm if this is what you do)^[[[r]]]
• Make sure all your volunteers (and yourself) got inputted into the system for their hours.
• Take a picture of your volunteer time sheet before handing into volunteers/operations^[[[s]]]
• Update your guide with any new/relevant information/changes.
• A staff feedback survey will be emailed out and sent into the staff chats. Please fill this out ASAP!
• Make any staffing suggestions to the next years’ chair. (If you want to work again, staff who excelled and where, etc.)
• If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [email protected] & [email protected] and then fill out [[1]]

Break down of contacts

• === Who on staff do you need to be in contact with regularly for your department to function? ===

• your exec, if you’re ever stuck, or have questions.
• IT -

• You need access to CM (Convention Master)
• If you wish to have wifi for your vendors [2016 did][2017 had to use hotels,not IT’s fault])

Social media (is one of your big ones)

• Spreads your information
• Keeps everyone updated on your department

Website (is your other big one)

• If you need to update, they will do it,
• Holds all your rules, and information.

Con book

• Needs table layout, and information

Hotel

• Needs BEO’s, and table layout.

Theme

• You need to inform them where decor can, and can not go. or if you dont want big decor things. For 2016 i had a map of my area, and highlighted the areas of no decor. It will be changing for 2017, as the layout has changed.

Who is your executive contact?

• [email protected]

Do you have contacts outside of VF staff that you should be in contact with?

• No, you are only in communication with your vendors, and staff.

Department Inventory and Ordering Resources

General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc)

2016

• 11 tables (one for check ins, 10 for vendors)
• 22 chairs

2017

• 14 tables (check-in/info desk, 13 vendor tables) 2.5 were table trades
• 26 chairs

• Black table cloths (NO SKIRTS) i found there was not enough skirts, the black table cloths looks sleek, and cleaner.
• numbers

Friday

• 2016 - .5 was empty. 9.5 tables were used (almost full)
• 2017 - 4.5 tables were empty - 8.5 tables had vendors

Saturday

• 2016 - .5 tables were not used. 9.5 tables were used. (almost full)
• 2017 - .5 tables were not used - 12.5 tables were used (almost full)

Sunday

• 2016 - 6 tables were used
• 2017 - 7.5 tables were not used - 5.5 tables were used
• I do wonder if changing the price would be alright, as it is a shorter time. (you would need to talk to the chairs if this can be done.)

• Because the tables are receiving the same amount of traffic, it should be alright to keep people at the same tables/spots the whole weekend.

• Some like to be moved around, some like to stay in the same spot.
• Will be adding this to the form of preference. -change tables daily, or stay same spot. And removing assistance from form. They can have assistance, and that should be placed in the rules. But they do not need to list who their assistant is.

Do's and Don'ts of the Department

What worked well/Would suggest doing again?

• i highly recommend doing pre-registrations, and at con
• reserve tables was a huge success. It was harder to judge numbers this year for at con, but that is alright. It is a first year.
• Recommend using the area where the concession stand was.

What didn't work/would suggest to avoid?

• There were no signs. This is a must now! Table numbers, or naming the tables ahead of time.
• Richmond Executive Airport Hotel:

Tables in the entrance walkway:

• If you need to add more tables, only place 2 tables in this area. Otherwise I would suggest avoiding this area.
• This area can get cold, with the door opening constantly.
• Smoke can be an issue as well, as smokers are just outside the door, and it wafts in.

Glass walkway

• A suggestion to turn one of the tables so that people can see it. This will block the doors to the courtyard. (may be a risk, get confirmation from hotel lead)
• Can not block the door leading outside, as that is a fire hazard. (this door is opposite the courtyard door, and must remain unblocked)

On the application form

• Add: half table, full table option
• Add: description of what they are selling (Artist Alley is for vendors, and table trades. Not Game demos (game demos can be done as an event)

What would you suggest to be done for the future years of your department that aren't already in motion?

• Signs
• Table numbers/names

• Sign shop made beautiful signs for those who reserved a table (2017)

• Add things about the hotel walls, so that there is no damage to them, like what tape they can use. (Vendors should come to the check in, or operations to get the prefered tape.)
• On the application form, have a picture of the layout map, and give them a chance to choose the spots they like, but do not guarantee them these spots.
• Rules

• It is not very clear in the rules about selling. Need to elaborate better on what can be sold, and not sold.

• "This must be your own work displayed at your table.” May need some better wording. They may sell merchandise, but only if it is something they contributed art wise, like a book, maybe they wrote it, or drew the pictures for it, or they are the publicist. Or book company that sells these books.
• they can not be items purchased from a store, or from your own collection to resale, this is not a garage sale, or a store in general. This is for artists to sell their work.

Other Resources

• Resources for how you organized your time, any apps that were helpful to you, etc.

• used GDocs-we have a folder.

• Form- simple use to get applications.
• spreadsheets

• organize who goes at what table
• keep track who is on wait list
• when form is filled out, the applicants go on a spreadsheet. easy to colour code, and communicate with.

Docs

• to write up newsletters
• write down notes
• Create a sign-in sheet (may include) that everyone needs to fill out. (even pre-registered)

• Name
• Fusona/fandom name
• UID
• Assitants

• Name
• Fusona/fandom name
• UID

• if there were any complaints from previous year, i can look at it in one doc, and try to find a solution

maps

• making a layout where all your tables go.
• marking a zone of no decor. you do not want to overcrowd your vendors with decor, or block them.

CM (convention master)

• to keep track of who is registered, and if people have paid.
• You can also use this to have applicants like Dealers Den

• (2016 did not have experience with this, but knows it is an option, contact IT to learn more.)
• 2017 -

• It keeps track of all your applicants, and assistants
• Easy to see who has paid, and who has not.
• Easy to place on assigned days

PLEASE REMEMBER

• Always respond to emails/contacts, even if it is just to say "I recieved your email and will get back to you soon!” / "I don't know the answer but I am looking into it for you!”
• Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!)
• Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!)
• Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing!
• Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive!
• Do not edit any staff members’ documentation without permission!
• Keep all VancouFur related documents INSIDE the VancouFur Materials folders. Keeping things on your own gdocs and not inside the VancouFur specific folders makes it incredibly difficult to find needed information for all parties without hassling a lot of staff.
• If you need to make something private in the materials folder (Googledocs or wherever it moves to in the future) Make sure that the Chairs, Admin and Executives CAN STILL SEE IT. We need to know where you are and if your files are all hidden we cannot proactively offer help, guidance, or corrections. Otherwise, just keep things public/view only to prevent people from messing with your info.

• Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [email protected] / [email protected] to check or check the contact page on the website! You can also use the contact sheet for the year