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Regular Artists’ Area (Exhibitors)

Regular Artists' Area registration will be open from May 4 from 9PM till 12AM (EST time).



1. Important Deadlines & Changes for 2018

1.1. Dates & Deadlines

WHAT

WHEN

Premium Artist Registration Launch

April 27 – May 1, 2018

Regular Artist Registration Launch

May 4, 2018

Office Payment Date

May 26, 2018

Last day for partial reimbursement for table cancellations

June 24, 2018

Last day to add helpers with early bird price & Artist table modifications

July 8, 2018

Last day for submitting proxy form

July 15, 2018

Table Assignments Released

July 22, 2018

Last day to notify late arrival

August 2, 2018

1.2. Changes for 2018

  • New procedure: Badges are to be purchased separately through the attendee registration system. The artist application system will only be to purchase a table. In the Artist Registration Form, you will be asked to provide the Confirmation ID so that your badge and table can be linked together.
  • Artist badges at door: Additional badges can be purchased once the early bird badges deadline is past, or on site for artist group members. These badges cost $60 CAD. However, the members limit per artist group is still 3, including the main artist.

2. Regular Artist Information

2.1. Regular Artists Area Table Rates

Type

Weekend (Fri, Sat, Sun)

Full table (6x2.5) & 2 chairs

Artist badge NOT INCLUDED

$130 CAD

Pre-registration badges cost $50 CAD each. After the early-bird, it will be $55 CAD. At door, it will be $60 CAD.

2.2. Artist Badges

Artist badges may not be shared, loaned, or sold. If additional badges are required, please contact the Artists’ Area team at artistsarea@otakuthon.com.

All artists must wear their respective artist badge for the duration of the convention to operate as an Artist.

2.3. Payment

All payments shall be made payable to “Otakuthon”. The following methods of payment are accepted for artist table reservations (all prices are in Canadian dollars (CAD)):

  • Paypal;
  • Cash payment in person at the Otakuthon Office on May 26, 2018.

If you wish to pay in person, you must have specified this in the Application Form or contact us at artistsarea@otakuthon.com to make changes to your payment method. Payments will only be accepted at the Otakuthon Office (205-5115 Avenue Trans Island, Montreal, QC).

If you request to pay in person and fail to show up without making alternate arrangements, your reservation will be automatically cancelled. If you cannot be present on this date, request to modify your payment type before May 26, 2018 or make sure to arrange for someone to pay.

2.4. Artists’ Area Setup

 

Thursday

Friday

Saturday

Sunday

Set up

4pm–9pm

8am-11am

9am-10am

9am-10am

Opening

-

11am-8pm

10am-7pm

10am-5pm

Tear Down

-

8pm-9pm

7pm-8pm

5-8pm

Tables may only be setup by the primary artist and their helpers. Any other person without an artist badge will not be permitted to assist in the setup.

Please do not leave any valuables unattended on location (including after the area has closed). Otakuthon will not be held responsible for any lost valuables or stock.

Please note that the Palais des congrès de Montréal's cleaning staff will be inside the Exhibition Hall after closing. Security guards will monitor the Exhibition Hall overnight during the cleaning on Friday and Saturday.

Any unclaimed table after the setup hours on Friday will be considerate abandoned, and the reservation will be cancelled, with no refund.

2.5. Artists Groups and Helpers

IMPORTANT: All individuals operating behind a table in the Artists' Area MUST be registered with as an ARTIST; this includes helpers.

Artists who wish to sign up together may register as an Artist Group. An Artist Group is limited to a maximum of THREE (3) artists: one (1) leader and two (2) members. Artist Group leaders must be 18 years or older. All helpers must be 16 years or older.

If you wish to add another helper after you have already registered for a table, please email the Artists' Area team at artistsarea@otakuthon.com with the following information:

First Name:
Last Name:

Confirmation ID:

If you wish to have someone watch your table (i.e. helpers), they must be signed up in your Artist Group. A group may not exceed three (3) members in total.

2.6 Proxying

Artists who are unable to attend the convention may request a Proxy Form from the Artists’ Area staff. This form must be submitted before the date listed in the Important Deadlines section.
Proxies must also purchase a badge and will be listed as the Leader or member based on the Application.

The Artist must also publicly acknowledge to the Artists’ Area staff that this engagement has been agreed upon. Mediums of acknowledgement include, but are not limited to:

  • Artists’ portfolio (website, pixiv, DeviantArt, tumblr, etc.)
  • Recognized social media accounts (Twitter, Facebook, etc.)

Other mediums of acknowledgement can be accepted on a case by case basis by the Artists’ Area staff. Failure to obtain an acknowledgment will result in the rejection of the proxy request.

2.7 Refunds & Cancellations

If you cannot attend Otakuthon or do not wish to keep your table, please contact the Artists' Area Director at artistsrea@otakuthon.com as soon as possible to make alternate arrangements. A refund of 50% will be provided for any cancellations made before June 24, 2018.  Any cancellation made after this deadline is non-refundable. If an Artist fails to meet the requirements of the Artists’ Area after they have completed their Registration Form, they will be fully refunded for the table price.

Badges, and any extras (t-shirts, concert tickets, etc.) that are purchased are non-refundable.  However, badges can be transferred to another person by contacting the Artists’ Area Director before July 8, 2018 to process the request. The Artist badge will be changed to a Regular badge.

Refunds are processed after the convention.

3. Rules and Regulations 2018

3.1. Three Strike Rule

During the convention, all tables must follow the rules and regulations of the Exhibition Hall. Failure to follow such policies may result in an Artist being removed from the convention premises with no compensation or refund of any fees.

If an Artist or their helpers commit an offense, they will receive a warning, and will be given a period to correct the issue. A second offense will be treated in the same fashion. A third offense will result in the expulsion of the Artist for the following years. Artists’ strikes will be considered for future applications depending on the severity of the offenses.

3.2. General Conduct

All regular Artists must follow the regular Artist Application Contract, Exhibitor Guide and Otakuthon’s general policies. Please refer to the latter on the website and the Exhibitor Guide for more information. The following rules will be enforced during the convention:

3.2.1      Artists may only apply for one (1) Artist Table at a time. Artists may not use or display artwork in areas not assigned to them. Artists may not borrow other spaces or chairs which are not assigned to them even if they are not in use.

3.2.2      Artists may not block or interfere with any other Artists, Dealers or Exhibitors.

3.2.3      Harassment of or derogatory remarks towards Otakuthon staff members or volunteers will not be tolerated.

3.2.4      The Artist Group leader is responsible for their helpers. If a group member commits an infraction, the Artist Group leader will be held accountable and will be subject to the Three Strike Rule and may be removed from the Artists' Area with their group without compensation or refund.

3.2.5      Artists can eat within the Artists' Area if they keep their space clean. Any allocated spaces found to be excessively dirty at the end of the convention will have the cleaning charges billed back to the respective participants.

3.3 Merchandise

3.3.1      You must own the copyright for all artwork sold at your table. Which means all merchandise sold must be created entirely by the selling artist.

3.3.2      If you are selling on behalf of another artist, signed proof of your agency must be presented to the Artists’ Area staff by July 15, 2018.

3.3.3      Manipulated images and/or images copied from official artwork are not permitted.

3.3.4        Replicas of existing merchandise may not be sold in the Artists' Area. This includes but is not limited to logos and emblems from series such as Attack on Titan, Pokémon Go, etc.

3.3.5        Food may not be sold or distributed in the Artists' Area.

3.3.6        All materials displayed must be suitable for a general audience (within the guidelines of the PG film rating). Materials depicting nudity or sexual acts, or other forms of adult material are permitted but must not be displayed unless they are covered sufficiently or hidden from the view of minors.

3.3.7      Adult materials may only be shown and sold to individuals of age 18 and above who show proof of age through photo identification. IT IS A CRIMINAL OFFENSE TO SHOW PORNOGRAPHIC MATERIAL TO MINORS.

3.3.8      The artist who sells adult materials must also be of age 18 and above as well as their helpers.

The acceptability of materials is at the discretion of the Artists' Area Team who may request the removal of any offending pieces.

3.4 Displays

3.4.1        Backdrops and freestanding structures are permitted if they do not interfere with neighbouring areas or the traffic inside the Artists' Area. These must be constructed and presented in a safe manner.

3.4.2        All structures, including stands and structures fastened above tables, must not exceed 5 feet in height above the table (equivalent to approximately in 7.5 feet from the ground).

3.4.3      No article may be taped or otherwise posted on any walls anywhere in the Palais des congrès de Montréal.


If you have any questions or feedback about Artists' Area, contact us at artistsarea@otakuthon.com.

 

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