SAHUARITA ART ON THE LAKE FESTIVAL

ARTIST APPLICATION
Saturday, January 14, 2023

Sahuarita Art on the Lake Festival
Sahuarita Lake Park, 15466 S Rancho Sahuarita Blvd, Sahuarita, AZ 85629

January 14, 2023
Saturday 10am-4pm

PLEASE NOTE IMPORTANT APPLICATION DETAILS
Artists will not be billed for the booth space unless they are accepted into the event. Once you have been notified of acceptance, you must pay via the provided payment link within 14 days to secure your space. If payment is not confirmed, the space may be offered to the next artist on the waitlist. Booth space preferences will be awarded in the order of application date. A total of 40 booth spaces will be allotted at the event.  

EVENT DETAILS
The event will feature up to 40 artists, live music, immersive arts experiences, food vendors, art activities, chalk art activities, and community engagement opportunities.  

IMPORTANT JURY DATES
(Jury #1 – August 30, 2022 | Jury #2 – October 20, 2022 (Only if not filled to capacity in 1st Jury)

Final Jury Extended until December 16, 2022.

This art market is located in a grass, outdoor public park setting. Artists must provide their own tent featuring roof, sides, and back panels. Artists are responsible for weighting down their canopy on all four corners with a minimum of 40 lb. weights and be prepared for possible uneven ground. Artists are responsible for setup, takedown, and appropriate cleanup of booth space following festival. The artist or artist's representative will remain at the booth for the festival's duration. Only juried-approved art items will be allowed to be sold.

Artists are not permitted to share space at the festival. One artist per booth space. There is no electric or potable water available onsite for artisan booths. We only allow artists to exhibit their own work at the festival. Artists cannot send an employee or an apprentice to sell on their behalf, and third-party sellers are not permitted to bring products to the festival. Agents and dealers cannot bring/sell the works of artists that they represent. Multiple artists within one booth where one is selling/managing the booth on behalf of the group, are not permitted. 

ARTIST REGULATIONS REMINDER
The Sahuarita Art on the Lake Festival is a juried arts and crafts show. All artworks must be handmade by the artist presenting and selling the materials or directly supervise the art's production by a limited number of assistants or employees. Applications will not be considered complete if an image of the artist producing their work or of their studio is not attached. If it is determined applicants have not handmade their artwork they will not be allowed to apply for an artist booth space. SAACA has the final authority to determine if the artist applicant meets these guidelines.

ARTIST SPACE APPLICATION & BOOTH FEES

  • Single Booth 10'x10' $175
  • Double Booth 10'x20' $300

OPTIONAL ADD ON SERVICES

ADD $60 (Set Up Assistance for 30 minutes during LOAD IN, and 30 minutes during LOAD OUT by a selected staff member)  Please note, if you select this option, you will be provided a first come first serve based on the order of these applications to a preferred time slot for load in and load out times. 

No triple spaces will be allotted. You must reserve 1 double + 1 single space to obtain 3 spaces

CANCELLATION POLICY
Cancel 30 days or more prior to the event - artist receives a refund, less $50.
Cancel 29 to 15 days before the show - artist receives a 50% refund on booth fee.
Cancel 14 days or less from the show - artist receives no refund.

Not showing up at the festival and not communicating with the Director, nullifies any future participation in the festival.

ARTIST AMENITIES
Onsite and overnight RV parking is permitted near the festival. No potable water, or electricity is available in the artist booth area and no generators are permitted. Overnight security will be provided Friday evening and during any hours that SAACA staff are not onsite. We strive to make the festival very comfortable for our artists and will provide a snack/water cart, volunteer booth sitters for 15-minute breaks.

RV PARKING OVERNIGHT, CAMPING AND TRAILER PARKING

Below are some accommodations in the Sahuarita area
RV Parks in Sahuarita, Arizona - Top 20 Campgrounds near Sahuarita, AZ - Updated August 2022 (rvlife.com)  


SALES TAX
The event is located in the Town of Sahuarita. The minimum combined 2022 sales tax rate for Sahuarita, Arizona is 8.1%. This is the total of state, county and city sales tax rates. The Arizona sales tax rate is currently 5.6%. The County sales tax rate is 0.5%. SAACA is required to report all business license numbers both in and out of state to the Arizona Dept. of Revenue.

In addition to a State of Arizona Business License, all participating vendors must obtain a Town of Sahuarita Business License. It is free to apply at https://sahuaritaaz.gov/248/Business-Regulatory-Licenses. Click where it says 'Business license portal'; from there select 'Apply for a license' then 'Register now' to create a new account. All applications must be submitted at least ten business days before the event. If you need further assistance, please contact Stephanie Allred at the Town Clerk of Sahuarita at (520) 822-8801 or sallred@sahuaritaaz.gov.

TENT CANOPIES AND WEIGHTS
All white tent canopies are required for this festival. No color deviation will be allowed, including both the canopy and sidewalls. Tent weights of 40lbs or more are required on each leg of your tent. Artists who fail to properly weight their tent will not be permitted to participate in the festival and will not be reimbursed. Artists should look over our tent weight guidelines to ensure they are complying with SAACA safety standards.

Artists bringing 10' x 20' tents or two 10' x 10' tents when occupying a double booth on the pavement must individually weight each tent leg and tents are not permitted to adhere together. There is no staking allowed on the grounds.

BOOTH SETUP
All vendors must check-in at the SAACA info tent prior to setup. Setup may take place Friday, January 13, 2023, from 12 PM – 4 PM, and Saturday, January 14, 2022, from 8AM-10 AM. Vehicles may NOT drive up to the booth space to unload. Booths must be setup by 9:30 AM  All vehicles must be moved to vendor parking by 9:30am.

ARTIST RELIEF, SNACKS, AND WATER
SAACA is proud to be able to offer limited volunteers to help provide artists with brief restroom breaks throughout the weekend. We have limited volunteers and staff for this event, so we ask that you be patient through the weekend, as volunteers will have difficulty getting to each vendor at designated break times. We encourage you to build a relationship with your next-door booth neighbor and support each other throughout the weekend to provide each other with breaks. At the time of check-in, you will also be provided with a goodie bag of snacks and water throughout the weekend. Additional food opportunities are available from the 9 onsite food vendors for purchase.  

BOOTH TEAR-DOWN
Tear-down may not begin until Saturday at 4 PM when the event ends. Vehicles may NOT drive up to the booth space to load up products. Artists must break down their setup before pulling their vehicle up. For a limited time frame, loading vehicles may drive up within 40 feet of their booth space to load. 

APPLICATION PROCESS AND NEXT STEPS
A welcome packet with all event details will be e-mailed to each artist no later than December 27, 2022. All welcome packets will be sent electronically. Please be sure to save festivals@saaca.org to your email address contacts to avoid important emails being rejected as spam.

Upon your electronic submission, you will receive a confirmation with a copy of all of the event details included in this application. We encourage you to hold on to the application to refer to specific items for planning purposes. 

Any questions in advance of the welcome packet being sent out can be communicated directly to festivals@saaca.org

ARTIST APPLICATION

Please note, the below artist application is reserved only for artists selling work they directly hand-make. If you are a non-profit, commercial business, sponsor, or inquiring about food vending, please contact festivals@saaca.org for correct festival applications.  

January 14, 2023 - Sahuarita Art on the Lake Festival Participation*
Single Space (10' wide x 10" deep) - Double Space (24' wide x 10' deep)
Additional Optional Add Ons
(Set Up Assistance for 30 minutes during LOAD IN, and 30 minutes during LOAD OUT by a selected staff member) Please note, if you select this option, you will be provided a first come first serve based on the order of these applications to a preferred time slot for load in and load out times.
Name*
Listed on business license
How you would like your artist name and/or business listed in the event program
Mailing Address*
All participating artists must have a valid Business License issued by the Town of Sahuarita. Please follow the instructions above on how to maintain. You can submit this form without the license number by entering '0' but MUST apply for your Sahuarita Business License at least 10 days before the event..
Please use www. format - Artist Website Address for Use in Marketing Materials

ARTIST DESCRIPTION

In this section we will gather information from you on your work. Please provide us with as much relevant information to best describe your work as an artist, and artistic process. Answers in this section may be used on marketing materials for the event. 

Artists will only be allowed to sell art work at the festival in mediums described on their application. Artists found selling work other than what was represented on their application may be asked to remove those additional works from their booth space.

Primary Artist Medium*
Select the Medium that describes your PRIMARY artist medium. Choose up to 3 options

ARTIST IMAGES

In this section of the application, you will upload a series of images that best represent your artwork and what you intend to show in your booth space. If you are showcasing multiple types of your art (prints of your art, multiple mediums, etc.), you must provide examples of all that you intend to bring. Mediums that were not juried in will not be permitted to show.

EASY ARTWORK PHOTOGRAPHING TIPS - THE BETTER THE QUALITY OF THE PICTURE, THE EASIER IT WILL BE TO FEATURE YOUR WORK IN SOCIAL AND MEDIA FEATURES
1. Hang your artwork on the wall, or place it outside for photographing
We regularly see artwork photographed leaned up against a wall and shot from a downward angle. Find a neutral colored wall (white, black, gray) or in an outdoor setting, and hang/feature your work at a height where the middle of your piece will be parallel to where your camera will be—either on a tripod or resting sturdily on a table or other surface.

2. Light your work properly
If you are shooting your work indoors, do so in a room with plenty of windows and natural light. Some artists also enjoy photographing their work outdoors when it is cloudy or overcast, as indirect sunlight provides the best lighting. Natural light can be a beautiful way to photograph your work as long as it is indirect.  If the weather isn’t cooperating, or if you are up against a late-night deadline, you will need to set up a lighting kit. The good news is, you don’t have to spend a ton for a professional setting if you aren’t ready to invest in one.

LIGHT HACK: If you don’t have a professional-grade lighting kit, you can easily hack diffusing the light with a white sheet or white plastic between the lights and your work. This helps to evenly distribute the light. Alternatively, a few sheets of white foam core can be set up to simulate a “raking light” effect where the lights are pointed at the foam core and the whiteboard reflects the light back at the piece.

3. Adjust your camera and settings
Once your artwork is secured to the wall, double-check that the camera is set to the lens lines up with the middle of the painting. You want to position your camera or camera phone so that the frame is filled with most of the painting or artwork, with a bit of background that you can crop out later. It is important for many juries to see the edges of the paintings to get a sense of scale.

4. Edit your photos to perfection
There are plenty of free filter settings on your smartphone or a camera to help automatically enhance your photos and provide filters that enhance and correct coloration. 

No File Chosen
File uploads may not work on some mobile devices.
Upload your favorite photo to be used on the website. Artists able to provide high quality, sharp photos with good lighting will be given preference for posts. (Maximum of 2MB for Upload)
No File Chosen
File uploads may not work on some mobile devices.
Please provide one primary image you would like the jury to review, as well as for use in marketing samples
No File Chosen
File uploads may not work on some mobile devices.
Please provide an image of what your outdoor artist booth looks like.
No File Chosen
File uploads may not work on some mobile devices.
Please provide an image of what your outdoor artist booth looks like.

MARKETING

The artwork I will be exhibiting for sale at the event is made by me, the artist. I am not selling pre-manufactured items at my booth*
Unsure on how to answer this question? Please provide more details on the elements of the artwork exhibiting that is NOT made by you. (Use the OTHER box)
This will be your descriptive marketing used on the event website and in marketing materials.

EVENT MAP - ARTIST BOOTH DETAILS

Booth preference will be provided based on the date of your application.  Artist who apply early will receive priority placement.  Artist requests cannot be guaranteed.  A map will be emailed to you in November.  You can request your booth space at that time.  

Special Requests (Not Guaranteed)*
Please note there are no spots guaranteed
Booth Facing Requests*
Please note there are no spots guaranteed
What day do you plan on checking in and setting up?*
Load In Vehicle Details*
Please provide details on the number of cars, size of truck, or other load in detail - select all that apply. Add additional details if needed in OTHER section

ART MARKET RULES & REGULATIONS

COVID-19 & SAACA EVENTS
The Southern Arizona Arts and Cultural Alliance is committed to providing a safe, in-person event. We encourage attendees to take CDC recommendations and their individual circumstances into account when making a decision about masks. Any attendee that wishes to wear a mask is encouraged and supported in that decision.  SAACA encourages individual artists and exhibitors to place signage in their exhibitor space providing guidance to attendees on any preferences you may have on touching product or comfort with social distancing.  Attendees may indicate their contact comfort level with signage within their space, and we ask that everyone respect each other’s contact comfort.

If you have been exposed to COVID-19 within 10 days of the event, do not attend the event.

COVID-19 WAIVER
I desire to and willingly participate in the Art on the Lake Festival in Sahuarita, AZ (Event) hosted by the Southern Arizona Arts and Cultural Alliance, an Arizona not-for-profit corporation (“SAACA”). In consideration of being permitted to attend and participate in the Event, and in recognition of SAACA’s reliance hereon, I agree to the terms and conditions set forth in this agreement (“Release”).

I am aware that the novel coronavirus disease (COVID-19) has been declared a worldwide pandemic by the World Health Organization, and understand that my participation in the Event is a potentially dangerous activity and involves the risk of serious injury, disability, death, and/or economic loss. I am also aware of the highly contagious nature of bacterial and viral diseases, including COVID-19 and other infectious diseases (collectively, “Disease"), and of the risk that I may be exposed to or contract the Disease by attending the Event, which may result in serious illness, personal injury, disability, death, and/or economic loss. I acknowledge that these risks may result from or be compounded by the actions, omissions, or negligence of SAACA. I understand that while SAACA has implemented measures to reduce the risks associated with the Event and the spread of the Disease, SAACA cannot guarantee that I will not be injured or become infected with the Disease as a result of my participation in the Event and that attending the Event may increase my risk of contracting the Disease.

ASSUMPTION OF RISK

NOTWITHSTANDING THE AFOREMENTIONED RISKS, I ACKNOWLEDGE THAT I AM VOLUNTARILY PARTICIPATING IN THE EVENT WITH KNOWLEDGE OF THE DANGERS INVOLVED, AND THAT MY ATTENDANCE INCLUDES THE POSSIBILITY OF EXPOSURE TO AND ILLNESS FROM THE DISEASE, INCLUDING BUT NOT LIMITED TO COVID-19. I HEREBY KNOWINGLY AND FREELY AGREE TO ACCEPT AND ASSUME ALL RISKS OF INJURY, ILLNESS, DISABILITY, DEATH, HARM AND LOSS ASSOCIATED WITH OR ARISING FROM MY ATTENDANCE AT THE EVENT, WHETHER CAUSED BY THE NEGLIGENCE OR CONDUCT OF SAACA OR ANY RELEASEE HEREUNDER.

RELEASE AND WAIVER

I HEREBY EXPRESSLY WAIVE AND RELEASE ANY AND ALL CLAIMS, AND DEMANDS OF WHATEVER KIND OR NATURE NOW KNOWN OR HEREAFTER KNOWN, AGAINST SAACA, AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND AFFILIATES (COLLECTIVELY, "RELEASEES"), EITHER IN LAW OR EQUITY, AND THAT THIS RELEASE IS INTENDED TO BE AS BROAD AND INCLUSIVE TO THE FULLEST EXTENT PERMISSIBLE BY LAW, INCLUDING BUT NOT LIMITED TO DAMAGES OR LOSSES CAUSED BY THE NEGLIGENCE, FAULT OR CONDUCT OF ANY KIND ON THE PART OF THE RELEASEES, INCLUDING BUT NOT LIMITED TO ILLNESS, DISABILITY, DEATH, ECONOMIC LOSS OR OUT OF POCKET EXPENSES OR LOSS OR DAMAGE TO PROPERTY ARISING OUT OF OR ATTRIBUTABLE TO MY PARTICIPATION IN AND ATTENDANCE AT THE EVENT, WHETHER CAUSED BY OR ARISING OUT OF THE NEGLIGENCE, FAULT OR CONDUCT OF ANY KIND OF SAACA OR ANY RELEASEES. I COVENANT NOT TO MAKE OR BRING ANY CLAIM I, MY HEIRS, ASSIGNEES, NEXT OF KIN AND/OR LEGALLY APPOINTED OR DESIGNATED REPRESENTATIVE, MAY HAVE OR WHICH MAY HEREINAFTER ACCRUE ON MY BEHALF AGAINST SAACA OR ANY RELEASEE, AND FOREVER RELEASE AND DISCHARGE SAACA AND ALL RELEASEES FROM LIABILITY UNDER SUCH CLAIMS.

MEDICAL ACKNOWLEDGEMENT AND RELEASE

I confirm and agree that: a) I will not attend the Event if I am experiencing symptoms of the Disease (including but not limited to a cough, shortness of breath, fever or any other symptom association with COVID-19), have a confirmed or suspected case of the Disease, or have knowledge that in the 10 days prior to the Event that I have come into contact with a person who has been confirmed to have or suspected of having the Disease; b) I am required to and will comply with all federal, state, and local laws, orders, directives, and guidelines related to the Event and the Disease while participating in the Event, including, but not limited to, hand sanitation, practicing social distancing, and wearing a face covering over both my mouth and nose at all times; c) I will follow all instructions, recommendations, and cautions of SAACA at all times during the Event; d) I will participate in and cooperate with contact tracing efforts by state and local governments and by SAACA; e) I will immediately cease participation in the Event if at any time during the Event I believe I am no longer in proper physical condition to participate in the Event; and f) if during the Event, or within ten days after participating in the Event, I begin experiencing symptoms of the Disease or test positive for the Disease, I will immediately discontinue further participation in the Event and immediately notify SAACA. 

I HEREBY CONSENT TO RECEIVE MEDICAL TREATMENT DEEMED NECESSARY IF I AM INJURED OR REQUIRE MEDICAL ATTENTION DURING MY PARTICIPATION IN THE EVENT. I UNDERSTAND AND AGREE THAT I AM SOLELY RESPONSIBLE FOR ALL COSTS RELATED TO SUCH MEDICAL TREATMENT AND ANY RELATED MEDICAL TRANSPORTATION AND/OR EVACUATION. I HEREBY RELEASE, FOREVER DISCHARGE, AND HOLD HARMLESS SAACA AND THE RELEASEES FROM ANY CLAIM BASED ON SUCH TREATMENT OR OTHER MEDICAL SERVICES RENDERED IN CONNECTION WITH MY PARTICIPATION IN THE EVENT.

INDEMNIFICATION
I agree to indemnify and hold harmless SAACA and all other Releasees against any and all claims, actions, suits, procedures, costs, expenses, damages, liabilities, and expenses of whatever kind, including attorney fees, brought as a result of my participation in the Event and to enforce any indemnification right under this Release, and to reimburse SAACA and all Releasees for any such expenses incurred.

This Release constitutes the sole and entire agreement of SAACA and me with respect to the subject matter contained herein and supersedes all prior and contemporaneous understandings, agreements, representations, and warranties, both written and oral, with respect to such subject matter. If any term or provision of this Release is invalid, illegal, or unenforceable in any jurisdiction, such invalidity, illegality, or unenforceability will not affect any other term or provision of this Release or invalidate or render unenforceable, such term or provision in any other jurisdiction. This Release is binding on and shall inure to the benefit of SAACA and the Releasees and me. All matters arising out of or relating to this Release will be governed by and construed in accordance with the laws of the State of Arizona without giving effect to any choice or conflict of law provision or rule.

 BY ATTENDING AND/OR PARTICIPATING IN THE EVENT, YOU ARE DEEMED TO HAVE GIVEN A FULL RELEASE OF LIABILITY TO THE RELEASED PARTIES TO THE FULLEST EXTENT PERMITTED BY LAW. BY SIGNING, I ACKNOWLEDGE THAT I HAVE READ AND UNDERSTOOD ALL OF THE TERMS OF THIS RELEASE AND THAT I AM VOLUNTARILY GIVING UP SUBSTANTIAL LEGAL RIGHTS, INCLUDING THE RIGHT TO SUE THE COMPANY.



I acknowledge and agree to the COVID-19 Liability Waiver as described above, as well as the cancellation policy, event rules and regulations as listed in this application*
Use your mouse or finger to draw your signature above. By signing this online application, you agree to all of the above enclosed market guidelines, waivers and agree to comply.
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