Artist Alley Exhibitor Information

Exhibit Hall Hours

Friday: 1pm-8pm Saturday: 11am-8pm Sunday: 10am-3pm

Artist Alley Coordinator: artistalley@animeusa.org

Terms and Conditions

These are the rules and terms for the Artist Alley at the Anime USA Convention, 2022, and its host hotel. By purchasing tables in the Anime USA 2022 Artist Alley, you (the Artist) agree to abide by these rules and terms. These rules include the rules below and all rules that apply to Anime USA convention members (listed here and on other areas of the site) including the laws of The Commonwealth of Virginia.

Location   

Location is Independence Level – Rooms Independence Center A & B. Anime USA reserves the right to change the location.

Tables and Rates

The Artist Alley will consist of tables that are 6’ long. Artist may configure their table as they like so long as it does not interfere with others or violate fire codes.

One table per artist is available due to spacing restrictions. Half tables are not available. Rates for Artist Alley are $150 and include the cost of one membership per table. Artists who wish to share a table with another artist should register as a group, maximum two artists per table.

 

Registration for an Artist Alley table includes one membership for the convention; if more memberships are needed they are to be purchased for $50 each. Artists without an Artist badge will not be allowed to participate in Artist Alley.

Electricity

Electricity can be purchased, pre-show cost $50, at show cost $70.

Internet

An internet connection may be purchased, pre-show cost $40, at show cost $60.

Reserving a Table – Registration has closed.

Anime USA’s Artist’s Alley applications are juried as well as assigned in a lottery system. Seventy five percent of Artist Alley will be filled via the jury system, and twenty five percent will be chosen based on a lottery system. Anime USA juries artists based upon the quality of work, the quantity of items to be sold, the variety of items to be sold, and to ensure a diversity of products throughout the alley. A juried wait list will be created from the remaining studios.

Submissions will be accepted until an August 16. Any submissions received after the August 16 will not be considered. Anime USA will contact all studios via e-mail to inform them of their decision. Once table availability and reservation are confirmed, mail a signed Artist Alley Contract (see below) with payment for all tables and all Convention Memberships (see below) with payment to the address that will be provided by the Artist Alley Coordinator.

Payments before the convention can be made by check or money order payable to Anime USA or through PayPal (direct or credit card payments subject to additional 3% processing/convenience fees). The Artist Alley Coordinator will provide the payment address. Any bounced checks will be subject to a $25 processing fee. Please allow up to eight weeks for your mailed payment to be processed. 

The Artist Alley Coordinator will hold your reservation for two weeks. If payment is not made within two weeks, the tables will be canceled and made available to others. 

All Artists who reserve tables must send registrations for all those who will be participating from their group with the assigned Artist Alley contract and payment.

If, for any reason, an artist wishes to leave the convention early they automatically relinquish all rights to their table, including re-sale of that table to another artist. Gifting or selling of tables from artist to artist is strictly prohibited.

Canceling a Table

Only the listed point of contact on the Artist Alley Contract can cancel the table. To cancel your table, send an email to the Artist Alley Coordinator at artistalley@animeusa.org. You may also send a cancellation request to the mailing address listed above. Table cancellations received after September 16, 2022 will not be refunded.

Hours of Operation

Exhibit Hall Hours

Friday: 1pm-8pm

Saturday: 11am-8pm

Sunday: 10am-3pm

The doors will open 1/2 hour early for guests, staff, and sponsors.

Artists may begin setup of their tables starting on 8pm Thursday, October 13th, 2022 and will follow the public schedule until cleanup 3pm to 8pm on Sunday, October 16th 2022. Artists must remove all their material from the Artist Alley by 8pm Sunday. Anything left behind will be thrown out or become the property of Anime USA. Anime USA reserves the right to change the hours of operation.

Artist Alley Check-In

Artists must check in with the Artist Alley Coordinator prior to occupying their tables in the Artist Alley to receive their convention information and badges. All tables will be assigned and labeled. Artists may swap tables only with the approval of the Artist Alley Coordinator. Artists who fail to check in by 5PM Friday of the convention will forfeit their tables, unless they have made prior arrangements for a later check-in with the Artist Alley Coordinator. Forfeited tables will not be refunded.

Appropriate Sales and Conduct

Artists may only sell their own work in the Artist Alley. Artists will not sell commercial merchandise at their table, unless it is their own work.

The practice of Hawking, loudly and aggressively calling attention to your table and disrupting those around you, is strictly prohibited.

Artists will check IDs of persons to ensure they are 18 years or older before allowing them to view or purchase adult materials. Artists will ensure that any such works are to be in separate and clearly labeled folders from other work. The acceptability of displays of adult material is at the sole discretion of the Artist Alley Coordinator.

Commissioned artwork of an adult nature must be conducted in a discrete manner. Solicitation of minors for material that is adult in nature is strictly prohibited. Anime USA reserves the right to remove any artist whose behavior is disruptive to staff, other artists, and convention members.

Failure to comply with the above statements and warnings will result in removal from Artist Alley and forfeiture of all payments without refund.

Taxes and Licenses

Artists will be solely responsible for obtaining any tax identification numbers and paying all taxes, license fees, and any charges that will come due to any governmental authority in connection with their activity at Anime USA.

Artist are expected to follow Federal and Commonwealth of Virginia tax laws.

Below tax information is provided as a courtesy.

The following link provides information and the form used for reporting sales at the show:

https://www.tax.virginia.gov/sites/default/files/taxforms/retail-sales-and-use/any/st-50-any.pdf

For any questions or concerns please contact the Commonwealth of Virginia Dept of Taxation:

  • By web: https://www.tax.virginia.gov/
  • By phone: (804) 367-8037
  • By Mail:  Virginia Department of Taxation, PO Box 26627, Richmond, VA. 23261-6627.

Promotional Rights

Artist grants Anime USA the right to list Artist’s name in our advertising and on our website and link to the Artist’s website. Anime USA grants the same reciprocal right to the Artist.

Security

Please be aware that though Artist Alley is located in a lockable room there will be no security monitoring the room after closing hours. Artists are responsible for securing their own works and material when not present at their tables. Anime USA is not responsible for the loss or damage to the material and works of Artists.

Liability

“The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their representative agents, servants, and employees from any such losses, damages, and claims.”

Neither Anime USA or the Hyatt Regency Crystal City, nor any of their representatives will be responsible for any injury, loss or damage that may occur to the Artist or to the Artist’s associates or property from any cause whatsoever. The Artist shall obtain, at his or her own expense, adequate insurance against such injury, loss, or damage, and provide proof of said insurance to Anime USA prior to the convention dates. Anime USA shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of God, or any other cause of any kind whatsoever not within the control of Anime USA. Anyone visiting, viewing or otherwise participating in the dealer exhibit is deemed to be the invitee or licensee of the dealer, rather than the invitee or licensee of Anime USA. Anime USA shall not be liable for any injury whatsoever to the property of the exhibitor or the persons conducting or otherwise participating in the conduct of the exhibit or the invitees or guests of the artist and the Artist hereby indemnifies Anime USA for all such injuries and claims.

The artist understands that neither Anime USA nor the Venue maintains insurance covering the artist’s property and it is the sole responsibility of the Artist to obtain such insurance.

There is no other agreement or warranties between the Artist and Anime USA except as set forth in this document. The rights of Anime USA under this contract shall not be deemed waived unless specifically stated in writing and signed by an authorized officer of Anime USA. Any action which Anime USA or Artist may bring against each other, based upon or in any way relating to this Artist Contract or its performance, shall be brought in Federal or State court located within the Commonwealth of Virginia. Anime USA and Artist hereby waive all questions of personal jurisdiction or venue in order to give effect of this provision.

Anime USA reserves the right to remove any artist whose behavior is disruptive to staff, other artists, and/or convention members. If another member of the artist’s staff remains, the remaining staff may continue to operate their space, otherwise they will be forced to vacate their space and remove their merchandise. Each Artist is responsible for, and it hereby indemnifies Anime USA so that it is not responsible for, any claims or liability arising from the Artist’s actions

Severability: 

Should any provision of this document be rendered or declared invalid by reason of any existing or subsequently enacted legislation or by any decree by a court of competent jurisdiction, such invalidation of such part or portion of this document shall not invalidate the remaining portions, and they shall remain in full force and effect.

Contacts

Any questions can be directed to the Artist Alley Coordinator at artistalley@animeusa.org or the Director of Exhibits at exhibits@animeusa.org.