Artist Alley Rules

Space Information

Professional Row Booths

Pro Row booths are for artists who have experience in the physical or digital publishing industry. If you are an artist who has worked for a major publisher, studio, or have dedicated your work to your own original published series, either physical or digital release, these spaces are for you. An Artist in the Pro Row section may not be limited to a 2D artist but may also apply to artists who have worked in a number of professional environments. For example, set or prop creation for use in film or plush patterning for a pattern company will also be considered.

  1. Applications open December 5th, 2017 at 7:00 PM EST and will remain open until after the first wave of Standard Table Acceptances are sent out.
  2. Spaces will be sold via a Juried process and as this is a trial year are very limited.
  3. Pro Row Booths are $775 and include ONE membership/badge. Up to 2 additional badges (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/badges must be purchased separately.
  5. 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 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). A limited amount of stickers will be provided upon check-in and request.
    • 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 the a character's name.
    • 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 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 Department Head of Artist Alley, 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 Department Head. The Department Head's decision is final.
    • 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.
  6. Examples of the published work shown in the application process must be present in your display at con.
    • 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.
  7. If you apply for a Pro Row Booth you may also apply for an Unlimited Booth or a Standard Table.
    • If you are accepted for an Unlimited Booth or Standard Table and also accepted for a Pro Row 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 in any other table or booth in the room or booth in the Dealers Room.

Unlimited Row Booths

Unlimited booths are aimed at the artist who is looking to make the transition to the Dealers Room but is not quite sure they are ready for the jump. 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 Tuesday, December 5th, 2017 at 7:00 PM EST and will remain open until all Unlimited Booths are sold.
  2. Spaces will be sold on a first-come, first-serve basis.
  3. Unlimited Booths are $1100 and include ONE membership/badge. Up to 2 additional badges (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/badges must be purchased separately.
  5. No fan art restrictions within the following guideline:
    • 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 Department Head of Artist Alley, 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 Department Head. The Department Head's decision is final.
  6. If you apply for an Unlimited Booth you may also apply for an Pro Row Booth or a Standard Table.
    • If you are accepted for an Unlimited Booth or Standard Table and also accepted for a Pro Row 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 in any other table or booth in the room or booth in the Dealers Room.

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 December 6th, 2017 at 7:00 PM EST and will remain open for 2 days until December 8th, 2017 at 11:59PM EST.
  2. Spaces will be sold via screened lottery.
  3. These booths are $325 and include ONE membership/badge. Up to 2 additional badges (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/badges must be purchased separately.
  5. 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 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). A limited amount of stickers will be provided upon check-in and request.
    • 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 the a character's name.
    • 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 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 Department Head of Artist Alley, 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 Department Head. The Department Head's decision is final.
    • 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.
  6.  If you apply for a Standard Table you may also apply for a Pro Row Booth.
    • If you are accepted for an Unlimited Booth or Standard Table and also accepted for a Pro Row 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 in any other table or booth in the room or booth in the Dealers Room.
 

 

Application Process

PRO ROW BOOTHS

Booths are sold on a first-come, first-serve basis.

  1. STEP ONE: Apply for an Pro Row Booth by filling out the Letter of Intent. The Letter of Intent is an Online Form 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 e-mail notification which will include a link to the final registration and 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.
  4. SOLD OUT: Once the Unlimited Booths are sold out a mass e-mail will be sent out to the remaining artists on the reserve list.

UNLIMITED BOOTHS

Boioths are sold on a first-come, first-serve basis.

  1. STEP ONE: Apply for an Unlimited Booth by filling out the Letter of Intent. The Letter of Intent is an Online Form 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 e-mail notification which will include a link to the final registration and payment pages. You will be given 24 HOURS 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.
  4. SOLD OUT: Once the Unlimited Booths are sold out a mass e-mail will be sent out to the remaining artists on the reserve list.

STANDARD TABLE

All tables are sold via Screened Lottery.

  1. STEP ONE: Apply for a Standard Table by filling out the Letter of Intent. The Letter of Intent is an Online Form 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 e-mail notification which will include a link to the final registration and 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.

SOLD OUT: Once the Standard Tables are sold out a mass e-mail will be sent out to the remaining artists on the reserve list.

 

 

Professional Row Jury

The Pro Row Jury is made up of 6-10 staff members from the Artist Alley, Dealers Room and Exhibitions Department. It is the goal of the Jury to not determine what a Professional Artist is but choose a well rounded mix of professional artists for this new section.

Gallery

In the Letter of Intent 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 jury process. 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 and jury, 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 10 images are required in the gallery and must showcase your physical or digital published works as well as a range of examples of what you intend to sell at the convention.
    • At least 50% of all images must be original artwork, unless commissioned or authorized by the copyright holder.
    • 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.

Jury Process

  1. Each artist or studio that applies and is accepted will have ONE ENTRY into the jury process. 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 jury process.
  3. Your application may be rejected from the jury process for the following:
    • Your application was submitted without a gallery and no duplicates containing gallery links exist.
    • Your gallery contained an insufficient number of entries, less than 10, or is difficult to navigate. If using Tumblr or a Tumblr-like platform, please link to a tag or post specifically made for the application.
    • Your gallery contains one or a number of images which have trademark or copyright issues.
    • Your gallery contains items which are prohibited by the artist alley rules.
  4. Once all galleries are screened and approved to move forward the jury will choose the best mix of published as well as web comic artists for the Pro Row Section.
 

 

Screened Lottery

Gallery

In the Letter of Intent 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 check for any copyright or trademark issues, confirm you are human, and to help in placing artists within the room.
  4. A minimum of 10 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.
    • 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

  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.
  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 gallery contained an insufficient number of entries, less than 10, or is difficult to navigate. If using Tumblr or a Tumblr-like platform, please link to a tag or post specifically made for the application.
    • Your gallery contains one or a number of images which have trademark or copyright issues.
    • Your gallery contains items which are prohibited by the artist alley rules.
 

 

Tables, Booths, and Displays

Display Space

  • Those with Unlimited Booths and Pro Row Booths are allowed to use any of their 10 foot by 10 foot space for display.
  • Those with Standard Tables must keep their display to the boundaries of their table.
    • 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.

Number of Tables

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

  • Unlimited booth and Pro Row 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.

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.
    • Due to layout restrictions, if another size table must be used it will first be offered to Unlimited and Pro Row spaces. They are at no time available for request, and will be offered at random if available.
  • Unlimited and Pro Row may supplement their space with ONE ADDITIONAL TABLE.

Chairs

2 chairs are provided with each table. You may not supplement this amount with your own chairs.

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 flags 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 30 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 are recently married. Please provide any relevant paperwork showing both the original registered name and the new legal name.
    • Due to the sensitive circumstances names are sometimes changed under any request for name adjustments will be kept confidentially within the exhibitions Department.

Structures

  • 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 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 booths and Pro Row 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 table top 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.
 

 

Dealers Room

Due to increased demand for space in both the Artist Alley and Dealers Room we have had to make a major change concerning our registration process. Starting in 2017, anyone who applies for Artist Alley will have their Dealers Room application automatically rejected. This is regardless of whether or not you are accepted into the Artist Alley.

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 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 the majority 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 Dealers Room or your own Artist Alley booth, but any one piece may not 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 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.
 

 

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 5 PM 9 PM Artists Only
Friday 9 AM 1 PM Artists Only
  1 PM 11 PM OPEN TO GENRAL PUBLIC
  11 PM 12 AM Artists Only
Saturday 9 AM 11 AM Artists Only
  11 AM 11 PM OPEN TO GENRAL PUBLIC
  11 PM 12 AM Artists Only
Sunday 9 AM 10 AM Artists Only
  10 AM 3 PM OPEN TO GENRAL PUBLIC
  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 3 PM 10 PM All persons in line at 10 PM will be processed
Friday 8:30 AM 5 PM All persons in line at 5 PM will be processed
Friday 5:30 PM 11 PM All persons in line at 11 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 AM on Saturday, 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 2018 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 as well as applicable laws.

Artist Alley Flags

  • Each Artist Alley table comes with up to 3 Artist Alley flags.
  • Each person behind a table must have a membership badge with an Artist Alley flag attached; you are responsible for making sure that you have an Artist Alley flag.
  • Selling behind an Artist Alley table without a flag is grounds for removal from the Artist Alley without a refund.
  • The only exception to this is that child badges may be behind the table without an Artist Alley flag as long as they are accompanied by a flag holder. Child badges may not be left behind the table unsupervised and may not sell at your table.

Sharing Space

Artists may share space with another 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 fill out a Maryland Temporary Sales License and their information will be shared with the Maryland Comptroller 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.

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. Also, please note that table costs are nonrefundable.

  • 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 one (1) hour after Artist Alley opens on Friday at the Artist Alley Operations Table. Unsold tables are tables which have been made available before convention and should not be confused with abandoned tables.

  • You may not line up prior to this time.
  • All tables are sold on a first-come, first-served basis.
  • Unsold tables will only be sold as a standard tables. Unlimited booths and Pro Row booths are only available through pre-sales.
  • Unsold tables will only be sold at the full rate of $250.

Abandoned Tables

If an artist fails to check in for their table by 11:00 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 announced at 12:00 PM Friday at the Artist Alley Operations Table.
  • You may not line up prior to this announcement.
  • No show tables will only be sold as standard tables. Unlimited booths Pro Row booths are only available through pre-sales.
  • No show tables will only be sold at the full rate of $250.

Refunds

Tables are not refundable.

 

 

District of Columbia Sales Tax Information

District of Columbia Law requires that all dealers and artists charge 6% District of Columbia sales tax separate from the amount of the sale. For more information please read the following pdf.

FR-379 Sales and Use Taxes

If you have any questions about the District of Columbia Sales Tax or how to file, please contact: 

Office of Tax and Revenue,
Customer Service Center
1101 4th Street, SW, Suite W270
Washington, DC 20024
P: (202) 727- 4TAX (727-4829)
F: (202) 442-6890
 

 

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 3:00pm to 9:00pm

Friday: 9:00am to 1:00pm  and 11:00pm to 12:00am

Saturday: 9:00am to 10:00am and 11:00pm to 12:00am

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.

“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.
  • During setup all artists and artist assistants must wear their membership badges or have their -TEMPORARY THURSDAY LOAD IN ONLY- PASS with Artist Alley flags.
  • Any artist entering the Artist Alley before setup hours without previously obtained permission may be evicted from the Artist Alley without refund.

NOTE: We in the Artist Alley were given very specific instructions 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: 3:00 PM to 8:00 PM.

Friday: 9:00 AM to 11:30 PM.

  • Artists may use the Loading Docks to load in between 3PM and 6PM on Thursday and during load out on Sunday.
  • To use the Loading Docks, check in and let Artist Alley staff 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 maybe towed at the discretion of the Walter E Washington Convention Center.
  • During setup all artists and artist assistants must wear their membership badges or have their -TEMPORARY THURSDAY LOAD IN ONLY- PASS with Artist Alley flags.
  • 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 3PM EST
  • Artists will have until 4:30PM to load out all artists must be out of the Alley by 4:30PM at the latest.
  • Artists who have paid to use the Loading Dock during Load In can use the Loading Dock to load out at this time. Please pack up your space before retrieving your vehicle to load out.
 

 

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 which 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 copyrighted materials and/or trademarked logos(official art), regardless of whether or not the work is original.
  • 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 pearler 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.

Fan Art

Rules regarding fan art at Artist Alley tables differ by table type. Please see each individual table page for information on how fan art will be treated. 

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.

 

 

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 flag will be allowed behind tables within the Artist Alley. People behind tables within the Artist Alley without an Artist Alley flag are subject to removal from the convention without a 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.

Photograpy

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@otakon.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 it may result in the artist being removed from the Artist Alley.

 

 

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 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 the 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.

BLACK LIST

The current Department Heads and executive members of Otakorp, Inc. are unaware of any form of blacklist for the Artist Alley. If one has existed at any time previous to 2018 it is no longer valid. If for any reason an artist does something which requires any form of ban, either of a fixed duration or permanent, it will be after a thorough investigation and a decision agreed upon by the Otakorp, Inc. executive members and Otakorp, Inc.'s legal counsel. Any decision will be given to the artist in writing and kept on file.

 

 

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 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 the Artist Alley staff, conversations between yourself and the Artist Alley staff may be recorded.

 

 

Click Here to Start a Registration

Thank you for your interest in this year's Artist Alley. It is the participation of individuals such as yourself that helps make Otakon the great show that it is. In order to help maintain the standard of excellence that Otakon holds itself to, please be aware of the following rules that apply to tables, works of art and artists in the Artist Alley.

Please read through the following rules that apply to all table/booth types in the Artist Alley.  Afterwards please read throught the specific rules for each table/booth type. Once you have read through all the rules,  you will be able to start the registration process.