Artists' Area (Premium and Regular)

Register for a premium artist table by filling out our Premium Artist Registration Form.

Register for a regular artist table by filling out our Regular Artist Registration Form.

Please have the following information on hand when ready to register: artist’s full name, birthday, email, artist portfolio/website links and link of the required files (see below for detailed information). If two artists are sharing a table, please provide all the information above for both artists.

Stay tuned and thank you for your interest!

Otakuthon has compiled a list of frequently asked questions regarding the Artists' Area and its application process.
Click here to access the Artists' Area FAQ.

1. Important Deadlines and Information for 2024

1.1. Dates and Deadlines

1.2. Important Information for 2024

• Premium and Regular Artist registration: Half of the premium and regular tables will be assigned on a first come first serve basis and the other half will be randomly assigned. Artists are no longer required to preregister to obtain an account ID to apply for artist table registration. One artist badge will now be included with a purchased table (see sections 2.1 and 2.2 for details). 
• Artist table number limits: The limit has been increased to 3 people per table (see section 2.5 for details). 
• AI Generated Content: The sale of AI-generated content will be prohibited (see section 3.5 for details).
• Artist Portfolio/Website Link: Artists (main artists and secondary artists) have to provide a portfolio or a valid website link in order to showcase their art or handicraft art which they will be selling during the convention.
  
  For verification purposes, all artists who use digital drawing software must comply with AI regulations. All artists (main artist and secondary artist) are asked to upload files according to ONE of the following choices via a link (for example, Google Drive, YouTube, etc.).
  • A time-lapse video of a drawing. This video should demonstrate the different drawing processes (sketching, lineart and colouring), such as this example.
  • A file in Photoshop (PSD) or Portable Document Format (PDF) format containing all the layers. Ideally, we should find the following different types of layers: sketch, lineart, base colouring and final colouring. See the attached example.
  • Screenshots of the drawing process with the software used.  The layers window and name of the software should be visible. Ideally, we want to see steps such as sketching, lineart and colouring. See this example.
    
    For artists who strictly make handcrafts, we ask that you upload photos of your craft creations via a link (e.g. Google Drive or portfolio). If your creations use digital drawings, you must comply with AI regulations and, therefore, upload the files mentioned in the previous paragraph.
• Double booking: An artist is not permitted to apply for an artist table and a dealer’s space. Any artists found doing so will have their application refused without warning. Please contact the staff of the Artists’ Area or Dealer’s Area before the registration launch if you are unsure which table/space to book. 

2. Artists' Area Application

2.1. Artists’ Area Table Rates

Please note: The price includes 1 artist table and 1 badge. Additional badges for helpers and a secondary artist at regular convention prices can be asked through the application. A link with the payment will be sent by email.  In the case of a helper or a secondary artist who has already bought his or her badge through the website registration, the main artist can ask for a badge change by sending an email at artistsarea@otakuthon.com.

2.2. Table Application

During the table registration launch, artists may choose to apply for ONE premium artist table and/or ONE regular artist table. Artists will be contacted in the following weeks to confirm their reservation for either the premium or regular artist table. 

Artists are no longer required to preregister to obtain an account ID to apply for artist table registration. The account will be created once the table reservation has been confirmed. The procedure details will be provided to the artists via email.

DISCLAIMER: Artists are NOT permitted to submit multiple applications for each table category, and anyone found doing so under different names will be immediately disqualified without warning.

If there are any changes to be made to the application form, please send an email to the Artists’ Area staff about the changes and the team will update their form.

2.3. Waitlist and Firesale List

Artists who were not selected for a table in the first round will be automatically placed on the waitlist and the firesale list if they have selected this option in their application form. If a table frees up, the next person on the waitlist will be contacted. If the Artist on the Premium table waitlist was contacted and has agreed to take the Premium table, their spot on the Regular table waitlist will be forfeited and vice versa.

The Firesale list is a separate list for Artists who wish to be contacted last minute in the case of no-show Artists on the first day of the convention (Friday). Therefore, these Artists must be ready to set up their table on short notice for the remainder of the convention. Artists who select this option may need to provide an additional contact method (phone number) to be reached quickly so that they can arrive at the convention and set up as soon as possible.

Please note: requesting to be placed on the Firesale list does not affect the Artist’s position on the waitlist.

2.4. Payment

After the table reservation has been confirmed, artists can proceed to pay online or in person. For online payment, the main artist will receive an email with a specific link for the payment via Paypal or credit card. If a secondary artist or assistant artist is part of the team, a specific link will be sent for the payment of the badges of these people concerned.

If the main artist decides to add or modify an assistant artist to his or her table, he or she must send an email with the following information: first name, last name, and date of birth. For an addition or modification of a secondary artist, the main artist must provide first name, last name, date of birth, portfolio link and file link for verification against AI (see section 1.2) The main artist may communicate the changes at artistsarea@otakuthon.com.

Payment in person (cash or card payments) will be done at the Otakuthon Office (205-5115 Avenue Trans Island, Montreal, Quebec) on June 15, 2024, from 2:00 PM to 6:00 PM.

Please note: If Artists wish to pay in person, they must have specified this in the Application Contract or contact the Artists’ Area team at artistsarea@otakuthon.com to make changes to their payment method. If Artists request to pay in person and fail to show up without making alternate arrangements, their reservation will be automatically cancelled. If they cannot be present on this date, please request to modify their payment type before June 8, 2024, or make sure to arrange for someone to pay on their behalf.

2.5. Artists Groups and Helpers

2.5.1 Artist Group Composition

Artists who wish to sign up together for an artist table may register as an Artist Group. An Artist Group is limited to a maximum of three people. Only 2 artists are allowed per table, and a proxy is considered as an artist. See below for examples: 

• One artist/proxy and one to two helpers;
• One primary artist, one secondary artist +/- one helper;
• One artist, one proxy +/- one helper.

Please note: A group consisting of 2 artists and 1 proxy will be refused.

The primary artist will become the Artist Group leader whom the Artists’ Area team will be contacting. It is the responsibility of the leader to transmit all information and documents to the remainder of the Artist Group. The artist group leader and the secondary artist must be 18 years old or older. 

2.5.2 Helpers

Artist helpers can help artists tend their tables, help with transactions and relieve for breaks during the convention. So, it is recommended to have a helper in the artist group. All helpers must be 16 years or older. If any Artist within the group decides to sell mature content, the helper must then be 18 years or older.

If you wish to add a helper after you have already registered for a table and you have yet to exceed the number limit for the Artist Group, please email the Artists' Area team at artistsarea@otakuthon.com with the following information:

First Name:
Last Name:
Date of birth:
Account ID:

IMPORTANT: All individuals operating behind a table in the Artists' Area MUST be registered; this includes the helpers. All Artists, including the helpers, must wear their respective artist badge for the duration of the convention to operate behind the artist table. If you wish to have someone watch your table, they must be signed up in your Artist Group. 

2.6. Proxy

Artists who are unable to attend the convention may request a Proxy Form from the Artists’ Area staff to allow another person to sell their art on their behalf. This form must be submitted before the date listed in the Important Deadlines section. As noted in the above section, the proxies are considered artists, so they must have their own badge with registration.

2.7. Refunds and Cancellations

If you cannot attend Otakuthon or do not wish to keep your table, please contact the Artists' Area team at artistsarea@otakuthon.com as soon as possible to make alternate arrangements. A refund of 50% will be provided for any cancellations made before July 7, 2024.  Any cancellation made after this deadline is non-refundable. However, if an Artist fails to meet the requirements of the Artists’ Area after they have made their table payment, they may be fully refunded for that price. 

3. Rules and Regulations 2024

3.1. Displays

Backdrops and freestanding structures are permitted if they do not block exits or interfere with neighbouring areas or the traffic within the Artists' Area. These must be constructed and presented safely.

PREMIUM: All structures, including stands and structures fastened above tables, must not exceed 8 feet in height above the table (equivalent to approximately 10.5 feet from the ground).

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

Please note: no article may be taped or otherwise posted on any walls anywhere in the Palais des congrès de Montréal.

3.2. Three Strike Rule

During the convention, all artists 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, a helper, or a proxy commits an offence, they will receive a warning and will be given a period to correct the issue. A second offence will be treated in the same fashion. A third offence will result in the expulsion of the Artist and their group for the following years. Artists’ strikes will be considered for future applications depending on the severity of the offences.

3.3. General Conduct

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

3.3.1   Artists may only use the one (1) Artist Table assigned to them. 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.

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

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

3.3.4   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.

3.3.5   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.

3.4. Merchandise

3.4.1   Artists must own the copyright for all artworks sold at their table, meaning all merchandise sold must be created entirely by the selling artist.

3.4.2   If Artists are selling on behalf of another artist, a proxy form must be completed and submitted by the deadline.

3.4.3   Manipulated images and images deliberately copied from official artwork are not permitted.

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

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

3.4.6   All materials displayed must be suitable for a general audience (within the guidelines of the PG film rating). Materials depicting nudity, 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.

3.4.7   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 OFFENCE TO SHOW PORNOGRAPHIC MATERIAL TO MINORS.

3.4.8   Artists and their helpers who sell adult materials must be of age 18 and above. The acceptability of materials is at the discretion of the Artists' Area Team who may request the removal of any offending pieces.

3.4.9   Pirated, ‘bootleg’, unlicensed or illegal materials may not be sold on the convention premises. It is the responsibility of the artist to find out what items and products are bootleg or not. For more information on bootleg, please contact the Dealers' Area Director at dealers@otakuthon.com. Otakuthon staff will ask the Artist to remove any item violating the bootleg policy. The Artist will receive a strike for violating the bootleg policy in accordance with the Three Strike Rule. If the artist repeats the offence, the said item(s) will be confiscated by Otakuthon staff for the rest of the convention and returned to the artist afterwards.

3.5. AI (Artificial Intelligence) Generated Content

AI-generated content is made through a programmed AI that pulls data art images from other creators’ websites and media sites to create AI artwork. Due to the controversies of such content, Otakuthon has prohibited the sale of generated art content within the Exhibition Hall.

3.4.1   All artwork must follow the fan art policy (Please look at References for information).

3.4.2   An artist is a human (person) and an AI is not human (person) and therefore does not meet the requirement to be in the Artists’ Area.

3.4.3   A programmer who programs an AI is not considered an Artist, as art requires effort, energy and passion in the artwork sketch.

3.4.4   In the Dealers’ Area and Artists’ Area, there will be no on-site printing of any kind of art on fabric or object that can be done in mass production. Automated or self-serve art printing booths will be banned.

3.4.5   Artists should be prepared to show proof that their artwork is legitimate before the festival for verification purposes in case of any inconsistencies found between works. Artists must show their proof by choosing one of the following three options:

• A time-lapse video of a drawing. This video should demonstrate the different drawing processes (sketching, lineart and colouring).
• A file in Photoshop (PSD) or Portable Document Format (PDF) format containing all the layers. Ideally, we should find the following different types of layers: sketch, lineart, base colouring and final colouring.
• Screenshots of the drawing process with the software used. The layers window and name of the software should be visible. Ideally, we want to see steps such as sketching, lineart and colouring.

3.4.6   Proxy artist sellers must be given proof in hand by the artist they represent before the set deadlines. If proxy sellers cannot show proof, they will be subject to table cancellation.

3.4.7   AI assistance tools such as “AI Generation” from Photoshop or “colourize” from Clip Studio are tolerated as long as they do not constitute more than 20% of the drawing. AI assistance tools are defined as tools that optimize or assist an artist as long as this does not constitute a majority of the final work.

References:

• The Law of Anime Part II: Copyright and Fandom
• Funimation Issues Statement on Fan Art & Trademark Rights

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