Artist Alley Information

Hours of Operation

Location: Hall A

Operational Hours: Hours are subject to change. In a situation where the following information changes and updates, an announcement will be made.

Click Here to View the Artist Alley Floorplan

Day	Open	Close	Note
Thursday	12 PM	10 PM	Artists Only
Friday	9 AM	1 PM	Artists Only
	1 PM	10 PM	Open to Members
	10 PM	11 PM	Artists Only
Saturday	9 AM	11 AM	Artists Only
	11 AM	9 PM	Open To Members
	9 PM	10 PM	Artists Only
Sunday	9 AM	10 AM	Artists Only
	10 AM	3 PM	Open To Members
	3 PM	4 PM	Artist Only **Please note that all artists must be out of the Alley by 4:30pm on Sunday.**

ARTIST ALLEY RULES

PRICING INFORMATION

Booth/Table and Membership Package

All spaces include 1 membership. Up to 2 additional badges may be purchased for an additional $75 each at the time of space purchase or check in, for a total of 3 memberships. Any other memberships must be purchased separately at full cost.

• Unlimited Booth - $1,100
  • Unlimited booths will be able to select their space in the room based on when their application is received. Corner spaces will have an additional $100 corner fee.
  • See Unlimited section for more info
• Standard Table - $350
  • See Standard Table section for more info
• Standard Booth - $750
  • See Standard Booth section for more info

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UNLIMITED BOOTH INFORMATION

Unlimited booths are aimed at the artist who primarily sells fan art. In this spirit we are offering a limited amount of tables that have less restrictions than traditionally offered in the artist alley.

1. Applications open Thursday, March 7th, 2024 and will remain open until all Unlimited Booths are sold.
2. Spaces will be sold on a first-come, first-served basis, based on the time stamp of receipt we have on our back end.
3. Unlimited Booths are $1100 and include ONE membership. Up to 2 additional memberships (for a total of 3 per space) may be purchased for $75 each when you reserve your space. See the Pricing Updates section for more info.
4. Any additional memberships must be purchased separately.
5. No fan art restrictions within the following guidelines:
   • The artist bears all responsibility and risk for the items brought for sale at Otakorp, Inc. Any questions regarding this policy will be resolved by the Exhibitions Division Director, the Department Head of Artist Alley, and in consultation with Otakorp Inc.'s lawyer when needed. If a piece of art appears to be very similar to a licensed, copyrighted, etc. piece of art, the artist may be asked to remove it from display and sale at the discretion of the Director or Department Head. The Director or Department Head's decision is final.
6. If you apply for an Unlimited Booth you may also apply for a Standard Table or Standard Booth.
   • If you are accepted for multiple booth/table types, you will have the option to choose which space you would like to exhibit at and will be refunded or requested to pay the difference if applicable.
   • Artists are limited to ONE SPACE in any section of the convention. If you are accepted for one section you may not exhibit at any other table or booth in the Artist Alley or booth in the Dealers Room. Nor may your art be sold by another Artist or Vendor in the Artist Alley or Dealers Room.
7. Unlimited tables will have the opportunity to choose their space in the room, based on when their application was received. Corner spaces will be subject to an additional $100 corner fee.
8. Please see 'Application Process and First Come, First Serve' sections for more information on what you will need to apply.

Application Process - Unlimited Booths

Booths are sold on a first-come, first-served basis. Please see the First Come, First Serve section for more information.

1. STEP ONE: Apply for an Unlimited Booth by filling out the Application via online form. Once the application period ends, no additional applications will be accepted under any circumstances.
2. STEP TWO: Applicants accepted will be contacted to finish registration and make payment. If your application is accepted, you will receive an email notification which will include links to the payment pages. You will be given SEVEN DAYS in which to complete registration and pay for your table. Should you not make your payment by the payment deadline, you will forfeit your space.

3. REMAINING SPACE: If any spaces are available after the initial acceptance wave, a second wave will take place. The same policies will apply for any additional waves.

First Come, First Serve - Unlimited Booths

All Unlimited Booth Spaces are offered on a first come; first served basis. This section will close once all available spaces have been filled.

First Come, First Serve Gallery

In your application, you will be asked for some basic information as well as a link to an online gallery.

1. Any applications submitted without gallery information will be rejected from the lottery pool. If you have not entered a gallery link or have entered it incorrectly, please resubmit your application with the correct information.
2. Galleries may be on any website (Personal website, Deviantart, Etsy, etc.). If using a site like Tumblr please provide a link to a tag or post specifically made for the application. Due to the volume of galleries we must screen, your example images must be easy to view or we will be forced to reject your application.
3. Galleries are used to confirm you are human, and check for any major rule violations.
4. A minimum of 20 images are required in the gallery and must showcase a range of examples of what you intend to sell at the con.
   • If you are a 2D / print / drawn commission artist, you must have a variety of images that show original and/or fan art.
   • If you are a 3D / craft / fiber artist, you must show a variety of items or styles that show original and/or fan art.
   • If your pieces are modifications of already existing items, you must show multiple types of items using different base items or in a variety of different styles.
   • Photos of previous Artist Alley setups are gladly accepted.
   • Sketches / rough drafts / prototypes are acceptable, but can only account for a maximum of 30% of the images within the gallery.

First Come, First Serve Queue - Unlimited Booths

1. Each artist or studio that applies and is accepted will have ONE ENTRY into the queue. Any duplicates will be consolidated into one single entry.
2. Any artist found to be applying under multiple names will be immediately rejected from the queue and may be banned from exhibiting at future events.
3. Your application may be rejected from the queue for the following:
   • Your application was submitted without a gallery; no duplicates containing gallery links exist.
   • Your submitted gallery contained an insufficient number of entries, less than 20, or is difficult to navigate. If using Tumblr or a Tumblr-like platform, you may be rejected if you do not link to a tag or post specifically made for the application.
   • Your gallery contains items that are prohibited by the Artist Alley rules

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STANDARD TABLES

The Artist Alley is meant to showcase artists' talents and works. In this spirit the amount of fan art displayed at a standard table may not exceed more than 50% of their displayed work.

1. Applications open March 7th, 2024 at 9 AM and will remain open for 2 days until March 9th, 2024 at 11:59 PM Eastern Time.
2. Spaces will be sold via screened lottery.
3. These booths are $350 and include ONE membership. Up to 2 additional memberships (for a total of 3 per space) may be purchased for $75 each when you reserve your space. See the Pricing Updates section for more info.
4. Any additional memberships must be purchased separately.
5. You must comply with the 50/50 Fan Art Policy.  Please see the 50/50 Policy under the Artwork and Sales Fan Art section in the rules.
6. If you apply for a Standard Table you may also apply for an Unlimited or Standard Booth.
   • If you are accepted for a Standard Table and also accepted for an Unlimited or Standard Booth, you will have the option to choose which space you would like to exhibit at and will be refunded or requested to pay the difference if applicable.

   • Artists are limited to ONE SPACE in any section of the convention. If you are accepted for one section you may not exhibit at any other table or booth in the room or booth in the Dealers Room. 

Application Process - Standard Tables

All tables are sold via Screened Lottery. Please see the Screened Lottery section for more information on what you will need to apply for our application process.

1. STEP ONE: Apply for a Standard Table by filling out the online application, which is only available for a limited time. Once the application period ends, no additional applications will be accepted under any circumstances.
2. STEP TWO: Applicants accepted will be contacted to finish registration and make payment. If your application is accepted, you will receive an email notification which will include links to the payment pages. You will be given SEVEN DAYS in which to complete registration and pay for your table. Should you not make your payment by the payment deadline, you will forfeit your space.
3. REMAINING SPACE: If any spaces are available after the initial acceptance wave, a second wave will take place. The same policies will apply for any additional waves.

Screened Lottery Process - Standard Tables

The screened lottery is a process where all submitted galleries for the Standard Table Section are screened for conflicts with our rules before your application is placed into our lottery pool.

Gallery - Standard Tables

The application will ask you for some basic information and a link to an online gallery.

1. Any applications submitted without gallery information will be rejected from the lottery pool. If you have not entered a gallery link or have entered it incorrectly, please resubmit your application with the correct information.
2. Galleries may be on any website (Personal website, Deviantart, Etsy, etc.). If using a site like Tumblr please provide a link to a tag or post specifically made for the application. Due to the volume of galleries we must screen, your example images must be easy to view or we will be forced to reject your application.
3. Galleries are used to check for any copyright or trademark issues, confirm you are human, and to help in placing artists within the room.
4. A minimum of 20 images are required in the gallery and must showcase a range of examples of what you intend to sell at the con.
   • At least 50% of all images must be original artwork not referencing or using another person or companies intellectual property to create.
   • If you are a 2D / print / drawn commission artist, you must have a variety of images that show original and/or fan art.
   • If you are a 3D / craft / fiber artist, you must show a variety of items or styles that show original and/or fan art.
   • If your pieces are modifications of already existing items, you must show multiple types of items using different base items or in a variety of different styles.
   • Photos of previous Artist Alley setups are gladly accepted.
   • Sketches / rough drafts / prototypes are acceptable, but can only account for a maximum of 30% of the images within the gallery.

Lottery Pool - Standard Tables

1. Each artist or studio that applies and is accepted will have ONE ENTRY into the lottery pool. Any duplicates will be consolidated into one single entry.
2. Any artist found to be applying under multiple names will be immediately rejected from the lottery pool and may be banned from exhibiting at future events.
3. Your application may be rejected from the lottery pool for the following:     
   • Your application was submitted without a gallery and no duplicates containing gallery links exist.
   • Your submitted gallery contains an insufficient number of entries, less than 20, or is difficult to navigate. If using Tumblr or a Tumblr-like platform, you may be rejected if you do not link to a tag or post specifically made for the application.
   • Your gallery contains one or several images with trademark or copyright issues.
   • Your gallery contains items that are prohibited by the Artist Alley rules.

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STANDARD BOOTHS

The Artist Alley is meant to showcase artists' talents and works. In this spirit the amount of fan art displayed at a standard table may not exceed more than 50% of their displayed work.

 

1. Applications open March 7th, 2024 at 9 AM and will remain open for 2 days until March 9th, 2024 at 11:59 PM Eastern Time.
2. Spaces will be sold via screened lottery.
3. These booths are $750 and include ONE membership. Up to 2 additional memberships (for a total of 3 per space) may be purchased for $75 each when you reserve your space. See the Pricing Updates section for more info.
4. Any additional memberships must be purchased separately.
5. You must comply with the 50/50 Fan Art Policy.  Please see the 50/50 Policy under the Artwork and Sales Fan Art section in the rules.
6.  If you apply for a Standard Booth you may also apply for an Unlimited Booth or Standard Table.     
   • If you are accepted for a Standard Table and also accepted for an Unlimited Booth or Standard Table, you will have the option to choose which space you would like to exhibit at and will be refunded or requested to pay the difference if applicable.
   • Artists are limited to ONE SPACE in any section of the convention. If you are accepted for one section you may not exhibit at any other table or booth in the room or booth in the Dealers Room.

Application Process - Standard Booths

All booths are sold via Screened Lottery. Please see the Screened Lottery section for more information on what you will need to apply for our application process.

1. STEP ONE: Apply for a Standard Booth by filling out the online application, which is only available for a limited time. Once the application period ends, no additional applications will be accepted under any circumstances.
2. STEP TWO: Applicants accepted will be contacted to finish registration and make payment. If your application is accepted, you will receive an email notification which will include links to the payment pages. You will be given SEVEN DAYS in which to complete registration and pay for your table. Should you not make your payment by the payment deadline, you will forfeit your space.
3. REMAINING SPACE: If any spaces are available after the initial acceptance wave, a second wave will take place. The same policies will apply for any additional waves.

Screened Lottery Process - Standard Booths

The screened lottery is a process where all submitted galleries for the Standard Booth Section are screened for conflicts with our rules before your application is placed into our lottery pool.

Gallery - Standard Booths

The application will ask you for some basic information and a link to an online gallery.

1. Any applications submitted without gallery information will be rejected from the lottery pool. If you have not entered a gallery link or have entered it incorrectly, please resubmit your application with the correct information.
2. Galleries may be on any website (Personal website, Deviantart, Etsy, etc.). If using a site like Tumblr please provide a link to a tag or post specifically made for the application. Due to the volume of galleries we must screen, your example images must be easy to view or we will be forced to reject your application.
3. Galleries are used to check for any copyright or trademark issues, confirm you are human, and to help in placing artists within the room.
4. A minimum of 20 images are required in the gallery and must showcase a range of examples of what you intend to sell at the con.     
   • At least 50% of all images must be original artwork not referencing or using another person or companies intellectual property to create.
   • If you are a 2D / print / drawn commission artist, you must have a variety of images that show original and/or fan art.
   • If you are a 3D / craft / fiber artist, you must show a variety of items or styles that show original and/or fan art.
   • If your pieces are modifications of already existing items, you must show multiple types of items using different base items or in a variety of different styles.
   • Photos of previous Artist Alley setups are gladly accepted.
   • Sketches / rough drafts / prototypes are acceptable, but can only account for a maximum of 30% of the images within the gallery.

Lottery Pool - Standard Booths

1. Each artist or studio that applies and is accepted will have ONE ENTRY into the lottery pool. Any duplicates will be consolidated into one single entry.
2. Any artist found to be applying under multiple names will be immediately rejected from the lottery pool and may be banned from exhibiting at future events.
3. Your application may be rejected from the lottery pool for the following:     
   • Your application was submitted without a gallery and no duplicates containing gallery links exist.
   • Your submitted gallery contains an insufficient number of entries, less than 20, or is difficult to navigate. If using Tumblr or a Tumblr-like platform, you may be rejected if you do not link to a tag or post specifically made for the application.
   • Your gallery contains one or several images with trademark or copyright issues.
   • Your gallery contains items that are prohibited by the Artist Alley rules.

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TABLES, BOOTHS, AND DISPLAYS - All Booths

Display Space and Structure

• Those with Unlimited and Standard Booths are allowed to use any of their 10-foot by 10-foot space for display
  • Unlimited and Standard Booth displays can go no higher than the tall pipe and drape at the back of their booth, eight (8) feet.
• Those with Standard Tables must keep their display to the boundaries of their table.
  • Any structure brought to display artwork must be of sound construction and may not extend more than 5 feet above the table or a total of 8 feet from the floor, whichever is less.
  • If your display must sit on the floor, such as a photo or backdrop stand, the base’s legs may not be more than 3 feet from the back of your table and must not disrupt the common walking space behind or to the sides of your space.
• If any structure falls down, appears unstable, or extends above the height limit, the artist to whom it belongs will be asked to remove it by the Artist Alley staff.
• In addition, all displays must reside within the confines of your area.     
  • Unlimited and Standard booths are restricted to the boundaries of your booth space and will be marked for your convenience.
  • Standard tables are restricted to the boundaries of your tabletop and up to 3 feet behind your table.
  • Displays behind your table may not impede upon other artists' areas nor disrupt traffic flow in case of emergency.
  • The corners of each island of tables are considered to be an emergency egress for artists; as such you may not use the corners for your display.

Number of Tables

A single artist or studio is allowed a maximum of one table or booth.

• Unlimited and Standard booth owners may supplement up to 1 additional table so long as it does not obstruct another artist's space and your setup allows for a proper opening to enter and exit in case of emergency.
• You will be responsible for supplying your own table. You may order an additional table from the decorator if you would like. Any cost associated with items ordered from the decorator are the sole responsibility of the Artist. Please contact us after acceptance for more information.
• Standard Tables are not permitted to supplement or bring their own table.

Table Size

• All space types come with ONE TABLE, of dimensions 6 feet long by 2 feet wide and 2 feet 5 inches tall. These dimensions are subject to change depending on what is supplied by the decorator, and are at no time available for request. Please plan accordingly.
• Unlimited and Standard Booths may supplement their space with ONE ADDITIONAL TABLE. You must provide your own table or have rented one in advance from the decorator. Any cost associated will be the sole responsibility of the Artist.
• Standard Tables may not bring, request, or order a table of a different size at any time.

Chairs

2 chairs are provided with each table. You may not supplement this amount with your own chairs, nor may you order additional chairs from the decorator.

Number of People Behind Each Table

Each table and booth may only have 2 people behind the table (including the common space behind the tables as well) at any one time. Each table will be given up to three Artist Alley badges to give you and your team enough valid sellers to rotate spots behind the table. Please take breaks for food and water!

Number of People Behind Each Table

Each table and booth may only have 2 people behind the table (including the common space behind the tables as well) at any one time. Each table will be given up to three Artist Alley badges to give you and your team enough valid sellers to rotate spots behind the table. Please take breaks for food and water!

Table Signage

All table signage should match the information that you registered with. Ex: If you put down on your application that you are "Studio A" but all your signs say that you are "Studio B" this will be seen as a table transfer. Signage that does not match your registration must be removed.
You may change the Studio Name we have on file ONCE. To do so, you must contact us at least 60 days before the Thursday of the convention. A change is only allowed for Studio Name, no other information on the application may be changed at any time. Any attempts to exploit this as a table transfer will result in a non-refundable eviction from the Artist Alley.

• The ONLY EXCEPTION is a LEGAL NAME CHANGE, for example if you have changed your name pursuant to marriage or transition. Please provide any relevant paperwork showing both the original registered name and the new legal name.     
  • Due to the sensitive circumstances names may be changed, any request for name adjustments will be kept confidential within the Exhibitions Department.

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DEALERS ROOM

Any studio or individual who applies for Artist Alley may not apply for Dealers Room and vice versa. Any duplicate applications will automatically be rejected. This is regardless of whether or not you are accepted into the Artist Alley or Dealers Room.

Double Booking

Exhibiting in both the Artist Alley and Dealers Room is strictly prohibited. If you are found exhibiting in both areas, at the same time, you will be evicted from both immediately without refund and may be banned from exhibiting for future years.

• If you are an artist who has been contracted by an exhibitor in the Dealers Room, you may still exhibit in the Artist Alley so long as you are not an owner of the company vending or your work does not make up more than 25% of the items sold by said vendor.
• The resulting merchandise from your partnership may only be displayed and sold at either the vendor's booth in the Dealers Room or your own Artist Alley booth, no pieces may be sold in both locations.

Moving to the Dealers Room

If you are an artist who believes they have completely outgrown the Artist Alley, and are not interested in our Unlimited Booth spaces, you may apply to the Dealers Room as a normal exhibitor. Artists who choose to do this will not be allowed to reapply to Artist Alley in future years.

• If you are an artist who has previously attempted to vend in the Dealers Room and found you are not quite ready to be there you may be entitled reentry into Artist Alley. In this situation the following must occur.     
  • You must contact the Artist Alley or Dealers Room heads explaining your issue in applying for the Dealers Room before the Artist Alley application opens.
  • You must prove through sharing your financial information pertaining to the previous year's Otakon that you took a loss.
  • The Artist Alley or Dealers Room Department Head will share this information with the other Department Head as well as the Head of Exhibitions and will come to a decision on whether or not to allow you reentry into Artist Alley.
  • If approved, you will be recategorized as an Artist and will be welcome to apply to the Artist Alley during the application process.

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AT THE CONVENTION

Hours of Operation

Location: Hall A

Operational Hours: Hours are subject to change. In a situation where the following information changes and updates, an announcement will be made.

 

Day	Open	Close	Note
Thursday	12 PM	10 PM	Artists Only
Friday	9 AM	1 PM	Artists Only
	1 PM	10 PM	OPEN TO MEMBERS
	10 PM	11 PM	Artists Only
Saturday	10 AM	11 AM	Artists Only
	11 AM	9 PM	OPEN TO MEMBERS
	9 PM	10 PM	Artists Only
Sunday	9 AM	10 AM	Artists Only
	10 AM	3 PM	OPEN TO MEMBERS
	3 PM	4 PM	Artist Only **Please note that all artists must be out of the Alley by 4:30 PM on Sunday.**

Check In Times

Day	Open	Close	Note
Thursday	12 PM	9 PM	All persons in line at 9 PM will be processed
Friday	9 AM	12 PM	All persons in line at 12 PM will be processed
Friday	1 PM	10 PM	Check in location will move to Artist Alley Ops. All persons in line at 10 PM will be processed.

Identification

All artists must show a government-issued, photo ID to check in at Artist Alley. If an artist is not able to produce a valid ID at check in, their table(s) will be held until 10:00 PM on Friday, at which point the table(s) will be considered unclaimed and open for sale on a first-come, first-served basis. Accepted forms of ID include but are not limited to:

• A state driver's license
• State-issued identification card
• A passport
• Military ID
• Other forms of Photo ID may be accepted at the discretion of the Department Head of Artist Alley. The name on the ID must match the name given during table registration.

Contract

To exhibit in the Artist Alley at Otakon, you must agree to the rules and terms in writing. Printed copies of these rules will be available for all artists to sign at check-in.

In the state of Washington DC, a person must be at least 18 years old in order to sign a contract. Therefore, any person who is not 18 must have an adult sign the contract on their behalf. The adult who co-signed the contract must be present to check in for a table, must remain present at the table at all times, and must accept responsibility for any failure of the under-aged artist to comply with all convention policies and applicable laws.

Artist Badges

All artists and helpers will need an Artist Badge to enter the Artist Alley outside of public hours.

• These membership badges are recognized as membership badges within the convention.
• Each space is eligible for a maximum of 3 artist membership badges.
• Each space comes with 1 artist membership badge which will be claimed by the registering artist at check-in.
• Each artist is responsible for any helpers/people with artist memberships registered under their space.
• Only the registered Artist may pick up or purchase memberships associated with their table.

Additional memberships can be obtained through the following:

• Added on during the initial registration process (when you paid for your space).
• Registering at the rate of $75 during check-in.
• By exchanging a standard membership for an Artist membership at any time during the weekend. Badge exchanges are on a 1 for 1 basis and are in no way eligible for compensation or refund for the difference in price between a standard membership badge and an artist membership badge.
• Memberships registered during the initial registration process and during check-in will be issued to the artist at check-in.
• All badge pick-ups MUST be approved by and picked up by the registered artist.

If for any reason your helper needs to exchange an already existing membership or purchase a membership without you present, let us know during check-in at the Artist Alley Ops booth or via email to Artist-Alley@otakorp.org. We will need their legal name and when you expect them to arrive. This will be done only on a case-by-case basis.

• Note: Your helper will need to claim their Artist Badge from either Check in (during check-in hours) or at the Artist Alley Ops booth. They must provide a Valid Government-issued ID when claiming their badge. Accepted forms of ID include but are not limited to a state driver's license, state-issued identification card, a passport, or a military ID

Sharing Space

Artists may share space with ONE other artist under the following conditions.

• Total number of people for your table does not exceed 3 people in total.
• The overall table must conform to the 50/50 display rules.
• Artist Alley staff must be notified of any additional artists taking in personal sales at check-in. Those additional artists will be required to fill out a DC Sales and Use Tax License and their information will be shared with the DC Office of Tax and Revenue after the convention is over.

Subletting Space

At no time may an artist sell or rent their space to another artist or vendor within the Artist Alley or Dealers Room. If an artist or vendor is found subletting at any time, both the artist who registered the space and the person occupying the space will be evicted from the space immediately with no refund.

Proxy Selling

Artist Alley spaces can only be registered by the artist who created the artwork.

• If you are an artist who operates as part of a studio as well as an individual artist, you may only apply and register for a space as either a  studio or individual artist.
• If you are the organizer of a studio who does not actively take part in the creation of artwork and would like to exhibit at Otakon, you may apply to our dealers room.
• Any person found to be misrepresenting themselves as someone they are not will be evicted immediately and may be banned from exhibiting in future years.
• Any artist found to be falsely representing themselves at show (i.e. checking in and acting in place of the artist who purchased the table) will be evicted from the Artist Alley immediately. Further action may be taken after consultation with the Exhibitions Division Director and the Otakorp, Inc. lawyer.
• If you are experiencing an extreme emergency and need to have a proxy please contact Artist Alley staff immediately at: Artist-Alley@otakorp.org
• Proxy requests will be permitted on a limited case-by-case basis.

Transfer of Tables

Each table is registered to an artist at purchase. No purchased table may be moved to the ownership of another artist. If you need to opt out of your table, please notify the Artist Alley staff to make the table available to the wait-list. Please note that table costs are non-refundable.

• If you are a registered corporation at the time of your application to the Artist Alley you may transfer your table to another employee of your corporation. This person must not have been accepted for a table in the Artist Alley. Additionally, you must also provide the following information:     
  • The State in which you have incorporated
  • Your incorporation ID (This is not your Federal Tax ID)
  • Your Federal Tax ID
  • Date of incorporation (Your date of incorporation must be prior to submitting an application to the Artist Alley)

Unsold Tables

Unsold tables will be offered for sale during check-in at the Artist Alley Operations Table. Unsold tables are tables that have been made available before the convention and should not be confused with abandoned tables.

• You may not line up before this time.
• All tables are sold on a first-come, first-served basis.
• Unsold tables will only be sold as standard tables. Unlimited booths are only available through pre-sales.
• Unsold tables will only be sold at the full rates listed above.

Abandoned Tables

If an artist fails to check in for their table by 10:00 PM Friday and does not contact the Artist Alley Department Head in advance, their table will be considered abandoned. At that point, their table will be offered for sale at the at-con rate on a first-come, first-served basis.

• Lost tables cannot be reclaimed, and neither credit nor refund will be given for no-show tables.
• The lineup location will be at the Artist Alley Operations Table.
• You may not line up prior to 10 PM.
• No-show tables will only be sold as standard tables. Unlimited booths are only available through pre-sales.
• No-show tables will only be sold at the full rates listed above.

Refunds

Tables are not refundable.

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DISTRICT OF COLUMBIA SALES TAX INFORMATION

Sales and Use Tax At Otakon

DC law requires Otakon to collect and submit a list of ALL participating vendors and exhibitors which includes their address, phone number, tax ID (SSN or FEIN), and the name of a representative to its Office of Tax and Revenue (OTR) at least 30 days prior to our event. An application for space in Otakon's Dealer's Room, Artist's Alley, or Gaming Room will not be considered complete if this information is not provided. This can be completed in your exhibitor portal upon acceptance.

Additionally, ALL vendors and exhibitors are required to individually be registered with the DC's OTR to obtain a sales tax permit before Otakon. Vendors and exhibitors who regularly sell in DC do not need to perform any additional registration. Vendors and exhibitors who are not registered with OTR and do not plan on making any other sales in DC outside of Otakon, need to register for a Special Event tax account at MyTax.DC.gov.

Setting up a Tax Account with OTR and Registering for a Special Event

For first time vendors and exhibitors who do not already have a standing sales tax permit or an account with the OTR:

1. If you have not done so before, go to the MyTax.DC.gov website and follow the process to sign-up for a MyTax.DC.gov account. Do this as early as possible as creating and validating an account may take some time.

a. A frequent question we get is regarding the NAISC (North American Industry Classification System) code. You will need to talk to your tax professional to acquire this information for your business.

2. Once you have your account, 60-30 days before Otakon, on the MyTax.DC.gov website you will need to complete form FR-500B. A link to the form can be found under "Businesses" -> "Register a Special Event - Form FR-500B"

a. The answer to Question 1 "Are you a Special Event Promoter" is: NO
b. The answer to Question 2 "Are you a Special Event Vendor" is: YES
c. Your answer to Question 3 "Are you already registered for tax accounts in DC?" is: NO
d. The event number for Otakon will be provided closer to the convention, as we cannot register an event more than 90 days away from the current date.

3. After completion of this form you will receive a certificate from the OTR in the mail.

Sales Tax at Otakon

All vendors and exhibitors will need to bring two copies (photocopies are fine) of their sales tax certificate to check-in. Otakon will collect one copy, and the other will be displayed in your booth. **Please note that we will not have the ability to make copies at our check-in booth so please have the copies made beforehand.

Per WEWCC rules we cannot allow you to set up your space unless you have your certificate.

DC's sales tax rate for tangible personal property is 6.0%.

Bag Fees at Otakon

Also, please be aware that DC law also requires the collection and remittance of a $0.05 per bag fee on disposable plastic bags for all businesses that sell food or alcohol. For the purposes of this law food is defined as: any raw, prepared, or prepackaged food product, including but not limited to candy, gum, granola bars, and bottled drinks.

Businesses are required to report and remit their net bag fee collections to OTR by completing the “Disposable Carryout Bag Fee (Net of discount)” line item on their FR800 series sales and use tax return forms.

Submitting your Sales Tax Return to OTR

Vendors who regularly sell in DC will file sales during Otakon with their normal sales tax return (FR-800). Remittance of sales tax follows the normal return schedule.

Vendors and exhibitors who do not make regular sales in DC will need to file a special event sales tax return (Form FR-800SE) by the 20th day of the month following the last day of the event. If Otakon ends in July the return is due August 20th, if Otakon ends in August it is due on September 20th.

Directions on how to file this return are at this link: How to File a Special Event Tax Return

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ARTIST LOAD IN AND LOAD OUT

Hours

Hours are subject to change. In the situation where the following information changes an update will be given to all artists accepted into the room.

• Thursday: set up 12:00pm to 10:00pm (loading dock closes at 6pm)
• Friday: 9:00am to 1:00pm  and 10:00pm to 11:00pm
• Saturday: 9:00am to 10:00am and 10:00pm to 11:00pm
• Sunday: 9:00am to 10:00am and 3:00pm to 4:00pm* - Please note that all artists must be out of the Alley by 4:30pm.

*Due to safety concerns no minors are allowed on the Artist Alley floor during Thursday Load in and Sunday evening Load out.

“Hand Carry” Load In

• Artists may use the entrance at 9th and Mt Vernon to hand carry their merchandise into the Artist Alley area during Artist set up times.
• All merchandise using the 9th and Mt Vernon entrance must be “hand carried”. Handcarts, foldable wagons, or hand trucks are not allowed for hand carrying.
• Hand Carry Load in must be able to be done within 1 - 2 trips.
• The loading dock will be available for those unable to load in via this method. Please see the “Loading Docks” section for more information.
• All artists and artist assistants must wear their Artist Alley membership badges during setup.
• Any artist entering the Artist Alley before setup hours without previously obtained permission from Artist Alley Staff may be evicted from the Artist Alley without refund.

NOTE: We in the Artist Alley were given very specific instructions by the convention center on what “Hand Carry” Load In involves and how we should communicate it to you the artist. We are unable to explain past what is said above so please do your best to comply.

Loading Docks

Hours and protocol are subject to change. In the situation where the following information changes an update will be given to all artists accepted into the room.
Thursday: 12:00 PM to 6:00 PM.

 

• Artists may use the Loading Docks to load in between 12 PM and 6 PM on Thursday and during load out on Sunday.
• There is a fee to use the loading docks. Please see the exhibitor POV rates in your Artist Alley Portal for more information.
• To use the Loading Docks, check-in and let Artist Alley staff know that you intend to use the Loading Docks. Staff will give you directions on where you need to go to enter the Loading Dock.
• The loading dock is for loading and unloading vehicles. Once your vehicle is unloaded you must remove your vehicle from the loading dock immediately. Any vehicles left for significant amounts of time may be towed at the discretion of the Walter E. Washington Convention Center.
• All artists and artist assistants must wear their Artist Badges at All Times during setup.
• Any artist entering the Artist Alley before setup hours without previously obtained permission may be evicted from the Artist Alley without refund.

Load Out

• The Artist Alley closes at 3 PM EST
• Artists will have until 4:30 PM to load out. All artists must be out of the Alley by 4:30 PM at the latest.
• If you are using the loading dock to load out, you must first pack up your entire booth space. When you are finished packing, please see the Artist Alley Operations table. They will check your space and give you further instructions. You may not retrieve your car or start loading out via the docks until an AA staff member has checked your space.

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ARTWORK AND SALES

Adult Materials

In recent years, there has been a marked increase in the number of minors and families attending Otakon. Therefore, Otakorp, Inc. asks that all exhibitors, including artists in Artist Alley, keep this in mind when setting up their displays. The acceptability of displays of adult material is at the sole discretion of the Department Head of the Artist Alley. Any materials that are sexually explicit, extremely graphically violent, or otherwise unsuitable for children must be displayed in a manner that keeps minors from seeing them. If any of these materials are found left out in the open, or the Artist Alley staff receives complaints, the artist will be asked to remove the material in question. If any artist sells inappropriate materials to minors, they will be removed from the Artist Alley, Otakon and membership in Otakorp, Inc. They may also be held accountable under Washington DC laws.

The following items may be sold

• Any product featuring an artist's original character.
• Commissioned and hand-drawn works made during the convention, provided that they do not violate any other rule
• Unique, individual, hand-made items
• Fan art which clearly shows that the work is produced by the artist, rather than by the license holder.
• Props that are clearly made by the artist that are original rather than of a licensed nature.

The following items are prohibited from sale within The Alley at all table types:

• Any work with trademarks, logos or official artwork owned by a person or company other than you or your own company, regardless of whether or not the work is original, unless express written permission to sell same is provided.
• Bootleg products
• Copyright-violating traced, photoshopped, or transferred art. This includes but is not limited to work from "redraw" projects, and pixel artwork, such as perler or other forms of sprites, which directly copy a licensed work.
• 2nd or 3rd party art/sales.
• Products that can be bought at a store either in Japan or the US that you did not create
• Food, snacks or beverages.
• Legally imported merchandise or legitimate US products. This includes, but is not limited to: wall scrolls, sharpies, art supplies, duct tape, glow sticks etc.
• Any items for sale in the Dealers' Room regardless if you are the creator.
• Props that are a replication of a copyrighted and/or licensed nature.

AI-Generated Artwork

AI AI-generated artwork (artwork generated via the use of artificial intelligence, machine learning, or similar algorithms) is strictly prohibited at Otakon and will be considered a form of bootleg/counterfeit merchandise. Anyone found selling or promoting AI-Generated art will be removed from the Artist Alley without refund and may be banned from future Otakorp events.

Artwork Created Using 3rd Party Resources

Otakon Artist Alley’s goal is to foster creativity in all forms and media. In recent years we have noticed an increase in 3rd party resource accessibility through the forms of digital pattern making, embroidery files (such as In The Hoop plush patterns), silicone molds for casting, and 3D printing files. While we are happy to see this increased accessibility we must also work to encourage artists and creators to use these resources to enhance their own creative designs and not solely reproduce the original creator’s designs.

• Anyone selling items made using another creator’s design work must show they have proper approval to use said work in their creation.
  • This can be through either a signed licensing agreement or proof of purchase of licensing with appropriate crediting as stated within the license sales agreement, or proof that the work is free to use under creative commons licensing.

Fan Art

Otakon Artist Alley’s goal is to foster creativity in all forms and media. In recent years we have noticed an increase in 3rd party resource accessibility through the forms of digital pattern making, embroidery files (such as In The Hoop plush patterns), silicone molds for casting, and 3D printing files. While we are happy to see this increased accessibility we must also work to encourage artists and creators to use these resources to enhance their own creative designs and not solely reproduce the original creator’s designs.
Anyone selling items made using another creator’s design work must show they have proper approval to use said work in their creation.
This can be through either a signed licensing agreement or proof of purchase of licensing with appropriate crediting as stated within the license sales agreement, or proof that the work is free to use under creative commons licensing.

50/50 Fan Art Display

Fan art may take up a maximum of 50% of the display space regardless of mediums. For each piece of fan art displayed you must also display an original piece of similar size.     

• 50% shall be defined as half the tables visual display area. For example if there is 6 square feet of display area then no more than 3 square feet of your display area may be fan art.
• You may use a limited number of duplicates in your display. If using duplicates of original artwork to meet the 50% display space rules you may use up to 3 DUPLICATES TOTAL to do so.
• To better facilitate the Artist Alley staff in identifying what is fan art and what is original artwork, we may ask that you identify fan art and original art. You may do this by using a single colored sticker on your artwork or identify your pieces if asked by Artist Alley Staff. Failure to identify or attempts to identify fanart as original art will be considered an offense. We ask that you identify fan art and original art with a single colored sticker displayed on the corner of your artwork (Note: This also makes a great place to display pricing as well).
• When displaying fan art, artists must respect the source's trademarks. This includes but is not limited to avoiding things such as use of logos in their display, signage referring to the artwork by its series or signage referring to a character's name. Please be aware that infringing a source’s trademark will be automatically considered one strike against the table.
• You may have up to 2 portfolios, flip books, or bins/boxes to display on your table. These displays must also conform to the 50% fan art display rules.
• Celebrity likenesses are considered to be fan art.
• Items made using licensed fabrics or materials used under first sale doctrine are considered fan art. Items which fall under the first sale doctrine may include but are not limited to stickers, comics, wall scrolls, and manga.
• Everyone knows that copying someone else's work is wrong, but there is no "magic rule" about how much must be changed to make it an artist's own. The artist bears all responsibility and risk for the items brought for sale at Otakorp, Inc. Any questions regarding this policy will be resolved by the Exhibitions Division Director, the Department Head of Artist Alley, and in consultation with Otakorp Inc.'s lawyer when needed. If a piece of art appears to be very similar to a licensed, copyrighted, etc. piece of art, the artist may be asked to remove it from display and sale at the discretion of the Division Director or Department Head. The Director or Department Head's decision is final.
• If an artist is found passing fan art off as original artwork they will receive an automatic strike and may be removed from the alley.

Fanart Exception

Any artwork containing a protected license created by the copyright holder, under commission of the copyright holder, or within the terms of a license agreement will be considered original artwork. If your work falls under one of these categories please be sure to have copies of all appropriate paperwork on hand. If you cannot produce proof of these agreements within the requested time frame it will be treated as fan art and must comply with all rules relating to fan art.

At Con/Pre Con Commissions

Commissions taken for delivery at the convention, regardless if the commission was taken pre convention for delivery or at the convention for delivery are between the artist and commissioner, Otakon is not a party in these dealings. As such Otakon and the Alley staff cannot assist you in locating either the commissioner or the artist you commissioned. Please make sure you get contact information for one another as part of your dealings.

Giveaways

Giveaways of any type are not allowed. This includes but is not limited to raffles of any kind.

Blind Bags/Mystery Bags

Blind Bags or Mystery Bags are permitted, provided all items within the bags follow the Artist Alley rules. The Artist Alley Department Head or Exhibitions Division Director reserves the right to have the artist open one bag at random to check.

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CONDUCT

While in the Artist Alley, all convention, local, state, and federal rules, policies, and laws apply. Convention rules can be found online on the Otakon website and in your program book.

Badges

Otakorp, Inc. badges must be worn at all times. ONLY people with an Artist Alley badge will be allowed behind tables within the Artist Alley. People behind tables within the Artist Alley without an Artist Alley badge are subject to removal from the convention without refund.

Substance Use

Smoking, including vapes or electronic cigarettes, or use of alcohol or drugs while in the Artist Alley will not be tolerated. Violations will result in removal from the Artist Alley and convention with no refund.

Behavior

Please refrain from running, screaming, yelling, horseplay, or obscene language; all artists are expected to be courteous and polite to one another, the staff, and other convention attendees.

Noise

Overly loud music, videos, etc. will not be tolerated in the Artist Alley. If the amount of sound coming from a table is found to be disruptive as determined by the Artist Alley staff, the artist will be asked to lower the volume. Further noise violations can result in the artist being removed from the Artist Alley.

Photography

Photography and video recordings are permitted within the Artist Alley, provided that the person being recorded has given permission. Similarly, pictures or videos of art are allowed only with permission of the artist. The sole exception is that photography and videography of the art show is not permitted.

Signs

Artists are requested not to move or tamper with Otakon signage without staff permission.

Union / Building requests

As the organizers of Otakon the coordinators/staff are your point of contact for anything involving the Walter E. Washington Convention Center and our decorator. If you have any requests or concerns outside of what is listed in these rules please contact the Artist Alley Coordinators at Artist-Alley@otakorp.org or in person at the check-in locations or Artist Alley Ops table at show. Any artist found making unauthorized requests may be charged for any extra costs, or may result in the artist being removed from the Artist Alley.

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RULES VIOLATIONS AND PENALTIES

Most issues within the Artist Alley are handled with a warning, but sometimes larger actions must be taken. Here is a general guideline for the consequences for the majority of offenses that may happen within the room.

FIRST OFFENSE - Verbal Warning

The Artist Alley Department Head will speak with you detailing any major concerns with regards to your display, merchandise, or conduct. You will be given examples, conditions, and a time frame with which you must comply. This may be but is not limited to, removing all offending material from sight and not displaying it again for the rest of the convention. A note of this warning will be made for reference at any other time in the weekend.

SECOND OFFENSE - Written Warning

The Artist Alley Department Head and Exhibitions Division Director will speak with you and present you with a written warning detailing any major concerns with regards to your display, merchandise or conduct. You will be given examples, conditions, and a time frame with which you must comply. This may be, but is not limited to, removing all offending material from sight and not displaying it again for the rest of the convention.

THIRD OFFENSE - Eviction from Artist Alley

If you have already been given a written warning and have not complied in the time frame given, put any offending material back on display, or broken another rule, you may be evicted from the Artist Alley without refund.

FINAL OFFENSE - 1 Year Ban

If after being evicted from the room you are found trying to convince, or have convinced, another artist (whether knowingly or not) to help you sell you any merchandise (whether it is the original offending merchandise or not), you will henceforth be banned from exhibiting in the Otakon Artist Alley for 1 year. Artists found selling your artwork will get a warning and/or could also be evicted or banned.

YEAR-TO-YEAR REPEAT OFFENSES

There have been instances where artists have received multiple warnings for the same offenses over multiple years from Artist Alley Staff. This is an abuse of our 3-strike system and will now be considered grounds for a 1-year ban going forward.

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CHANGES

Though Otakorp, Inc. and the Artist Alley staff retain the right to make instantaneous changes to the Artist Alley policies, every effort will be made to extend artists the courtesy to make announcements of any changes.

As a reminder, the Artist Alley staff will consistently monitor and patrol the Artist Alley for policy and rules violations. Any and all observed and reported violations will be acted upon. A single violation of the convention and Artist Alley rules and policies can potentially result in the artist being removed from the Artist Alley and the convention at the discretion of the Exhibitions Division Director and Artist Alley staff. If an individual is removed, they forfeit all fees and will receive no refund for their table or membership. Additionally, for the safety of Otakorp, Inc. and Otakon staff, conversations between yourself and Otakorp, Inc. and Otakon staff may be recorded.