WACA Holiday Show
Information, Guidelines & Display Requirements
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General Information - All Artists
- All participants must be paid-up members. Artists must be juried for each new category submitted. All artists must workone shift per category entered. WACA retains a 20% commission on sales.
- Please come prepared! Properly labeled stock, completed inventory sheets and an attractive display are essential to the success of the show.
- All items for sale must be clearly coded, priced and recorded on the inventory sheet prior to drop-off. Do not plan to do any labeling or filling out your inventory sheet on the morning of drop-off.
- Please label all display racks/bins/cases etc. with your name or code. Please label all boxes or bins that you will need for packing up at the end of the show.
- WACA plans to review prospective display units before the show. A sketch, or photograph with dimensions, is sufficient for review and can be submitted with the registration form.
- Artists may bring additional items during the course of the show. These items must be properly labeled. New items must be recorded on a new inventory sheet and added to the cashier’s notebook. Remember to make copies of each inventory sheet you submit for your records.
- Anyone arriving later than 10:30am on the Thursday drop-off (without advanced contact) is subject to possible exclusion from the show.
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Artists New to WACA & Artists Submitting Work in a New Medium
In order to insure that WACA exhibits and maintains its reputation for quality artwork, new members (as well as current members submitting work in a new medium) are required to be juried by the WACA Board. If your work needs to be juried, please indicate so on your registration email. We will contact you with a jurying date and time.
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Postcards & e-cards
WACA has printed 1000 postcards to announce the Holiday Show. If you are interested in receiving a packet of these cards to mail out to family and friends, please let us know in your registration form. Please feel free save the image to your computer, then paste it into emails. |
Workshift Responsibilities
Set‑up Shifts: Thursday morning and afternoon. Tables will be arranged, art will be hung and the tree will be decorated. Please bring tools if you can (hammers, screw drivers, shears, etc.)
Preview Party: Thursday evening, 6:30pm ‑ 9:30pm. This shift covers the preview party from 7:00 ‑ 9:00pm. It includes set‑up for the preview party, a finger‑food donation, sales and clean‑up. Please call the preview party person to advise him/her of your food donation by November 27. WACA will provide all beverages.
Sales Shifts: (Friday, Saturday and Sunday). Sales people are responsible for answering questions, selling items, wrapping and packaging them. Please familiarize yourself with the following procedures:
- Arrive promptly.
- Check in with the chairperson or cashier.
- Put on an apron and name tag.
- Get a sales book and pen.
Sales Slips:
Instructions for filling out a sales slip are located on page 1 of the sales book. Please review them.
- At the time of sale, fill out the slip (both white and yellow (carbon) copies).
- Send the customer to the pay the cashier.
- Wrap and bag the items while the customer pays.
- The cashier will mark the yellow copy "PAID", return it to the customer and retain the white copy.
- The customer must return with the yellow slip marked "paid" before receiving their bagged items.
- It is important that sales slips be clearly printed with the correct information. If the slip is unreadable or any item is omitted, we cannot properly credit the sale to the artist.
If you are selling a jewelry item, the artist should have provided boxes. Look under or near the display for the proper boxes (be sure not to take someone else's.) WACA accepts only cash and checks. Dress is casual, please wear something that will go with our green aprons. At the close of your shift, return your sales book, pen, and apron to the cashier. Please be sure to empty out the pocket of your apron!
Break‑down: Sunday, 3:00 ‑ 6:30 pm. 3:00 ‑ 5:00 pm will be spent on sales. 5:00 ‑ 6:30 pm will be spent on check‑out, breakdown and clean‑up. Please bring tools if possible (as in set‑up shifts.) Please note: check‑out is at 5:00 pm. This will give the salespeople time to finish up with last minute customers before check‑out begins.
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Drop-Off and Pick-Up
The drop off time will be from 8:00 am to 10:00 am on Thursday. At this time, be sure to have a properly completed inventory sheet when you arrive. Bring cartons, bags or cases clearly marked with your name and total number of boxes on each (one of four, two of four, etc.) Do not take your items out of the boxes, unless they go in a case. The set up crew will determine placement of all items. Jewelry, hanging art and crafts: please read your specific instructions below.
Pick‑up will be between 5:00 and 6:00 pm on Sunday. Please be ready to check your inventory sheet against your items that remain on display. If there are any discrepancies, alert the treasurer and mark with a "?" The treasurer will do his best to resolve discrepancies. WACA is not responsible for any items or belongings left behind at the barn after the show closes. If you check out properly and have the patience to double check, you will avoid problems and delays. Please be patient with the check‑out crew, they can only help one person at a time. If you are unable to check out yourself, it is your responsibility to find someone to do it for you. Do not expect the WACA staff to do it for you without prior arrangements.
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Inventory Sheets & Labeling
Please be sure that your inventory sheet is properly and completely filled out before you arrive to drop off your items. If. you have any inventory sheet questions, contact the Treasurer or Chairperson.
Please use the Inventory Sheet for regular arts and crafts, the Duplicate-item Inventory Sheet for multiple duplicate items, or create your own similar spreadsheet. Fill out the top portion, then list your items individually.
1. For normal inventory entries:
List your items on the inventory sheet giving each item an item code (your three initials + a number, e.g: WAC‑1, WAC‑2, WAC‑3), a description and a price.
Example:
- WAC‑1 Tree skirt $35.00
- WAC‑2 Tree skirt $37.50
- WAC‑3 Tree skirt $40.00
You may use dittos, if you would like.
2. For Identical‑item sets:
Only if you have many identical or duplicate items at the same price, use the Duplicate‑item inventory sheet. Give each set of items an item code. (three initials + a number). Fill in the inventory sheets allowing 10 items per line.
Example:
- WAC‑5 60 Angel Ornaments $2.50 (You would then repeat this entry for 6 lines)
- WAC‑6 25 White Sheep pins $7.50 (You would then repeat this entry for 3 lines)
Labeling Your Artwork:
There must be a label, tag or sticker on each individual item which corresponds to the listing in the inventory sheet. For the above examples, the first skirt would be marked: "WAC‑1 $35.00"; all of the angels would be marked "WAC‑5 $2.50". Please print clearly in non‑smudge ink and be sure that tags are attached securely to the artwork! This is the only method the salespeople and cashier have to track items when they are sold. Neither the inventory sheets nor the items for sale will be accepted if they do not comply with the above procedures!
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Sales and Fees
There is no booth fee for the show and no admission fee for the public. All payments are handled by the Cashier. No work should be removed by the artists before the, close of the show on Sunday. Customers who purchase items remove them at the time of sale. WACA retains a 20% commission on all sales. Checks will be mailed approximately two weeks after the close of the show. You will be able to determine the amount owed to you by properly checking you inventory sheet at the end of the show. Leave an ample supply of business cards at the Cashier's table when you check in. WACA is not responsible for the loss, theft or damage of any item.
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Hanging Artwork
Preparation
1. All hanging artwork at the Holiday Show must be for sale.
2. Pieces should be properly framed with care and attention to detail. Please be sure that miters are tight, glass is clean and not cracked or chipped, etc.
3. All hanging artwork must be fitted with screw eyes and picture wire. Alligator clips will NOT be accepted.
Display and Limitations
4. Hanging artwork will initially be limited to three pieces per artist. Artists may bring additional framed stock. These items will be hung as wall space becomes available. All additional items must be recorded onto a new inventory sheet and added to the cashier’s notebook.
5. Artists with individual or prepackaged note cards should provide racks, a turnstyle, boxes or baskets (no more than three) to hold their inventory for display and presentation. Individual cards will not be disbursed throughout the display area.
6. WACA has two freestanding bins/racks to display shrink-wrapped originals and prints. Artists may share these racks.
Labels and Labeling Information
7. All items should be clearly marked with the artist’s code and price. Hanging art should have a label on the back. DO NOT place labels onto the frame or glass.
8. Artists submitting framed hanging art will be required to provide label information (name, title, medium, code and price) before the opening of the show. This can be neatly written on a small card that will hang with the artwork.
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Crafts
1. If you have specific instructions about how your items are to be displayed, or the order in which you would like your surplus stock to be put out, please put these instructions in writing and include it with your stock.
2. Crafts are limited to 50 of the same item. If you are dropping off a large quantity of duplicate or similar items, please provide some type of display system (box, rack, tray, etc.).
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Jewelers
Display Requirements
1. All jewelers may have one display case no larger than 36" x 36". Keys are to be left with the cashier.
2. Jewelry may also be displayed in smaller shadow box display cases (max: 18” x 18”), which can be set upright, supported with a pedestal base/arm. Each jeweler will be limited to two cases of this description.
3. Earrings necklaces, and bracelets must be presented securely in or on some type display (eg: necklace bust, bracelet holder, earring cards in a basket, an earring rack, etc.). No loose or bagged earrings items will be displayed.
4. No more than a total of four display items (case, shadowbox, rack, tray, bust, etc.) will be initially put out. Once set-up is complete the display committee will determine whether there is room for more.
5. If you have specific lighting for your display, we will do our best to make sure that it is set up properly. Be sure to tag it with your name.
6. WACA will not provide any display cases, pedestal mounts or earring racks.
Labeling & Set-up Requirements
7. Please be sure that the information on your labels is large enough to read and securely fastened to your jewelry. No pricing or tagging during set-up.
8. Jewelers must set-up their items in their display cases and racks at the time of drop-off. The set-up crew will then move the cases and racks to their final location. Only back-up stock may be left in bags or boxes beneath the display tables. As items sell, back-up stock will be added to the display.
Miscellaneous
9. Jewelers are expected to provide their own boxes.
10. Artists are not allowed to assemble or create work during their workshift. However, you are allowed to restock/rearrange cases or displays, as long as you remain available to the customers.
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