Prospectus
73rd Annual Waterford Fair
The 73rd Annual Waterford Fair, a juried crafts’ exhibition with demonstrations and retail sales, will be held in the National Historic Landmark village of Waterford, Virginia, from October 6, 7, and 8, 2017. The jury will accept 160 craft artisans.
This three-day celebration of heritage arts and crafts has been operating for 73 years.
160 heritage crafters from throughout North America are invited to demonstrate and sell their craft at the Fair each year. The 20,000 visitors who attend annually enjoy strolling through the streets of our historic village, touring homes and buying heritage crafts. Our artisans appreciate the warmth of the Waterford welcome and the support they receive from our well-educated and loyal clientele. If you are not familiar with the Fair, please take a few minutes to view this video produced by Visit Loudoun: Waterford Homes Tour & Crafts Exhibit.
Event organizers cater to all artistic preferences and budgets. The result is a tasteful selection of high-quality, handmade fine craft that include 11 medium categories: basketry, clay, fiber/textile, furniture, glass, jewelry, leather, metal, mixed media/other, paper and wood.
Proceeds from the Waterford Fair support the preservation and education efforts of the Waterford Foundation whose mission is to preserve and protect the Landmark District, and through education, to increase the public’s knowledge of life and work in an early American rural community. The Waterford Foundation is a 501(c) (3).
APPLICATION INFORMATION, DEADLINES AND FEES
APPLICATION FEES
The Fair is using Juried Art Services (juriedartservices.com) for electronic applications this year. A non-refundable processing fee for applying electronically by February 28, 2017, is $30.00, payable online at the time you fill out the application. Late applications will be accepted through March 10, 2017. The processing fee for a late application is $60 ($30+$30).
Checks, Money Orders, Visa, MasterCard or PayPal accepted for application fees. Applications must be submitted electronically by 11:55PM EST, Tuesday, February 28.
CALENDAR
Application opens: December 16, 2017
Application closes: February 28, 2017
Late Application date: March 10, 2017 (add’l fee)
Jury Selection: March 2017
Notification of Jury status: March 31, 2017
Booth Fees due: 50% by May 31, 2017 with balance by July 28, 2017; must be paid in full to reserve booth
Cancellation Date: August 4, 2017, 5:00pm last day to cancel with refund
Mandatory Set up Day: Thursday, October 5, 2017 10 AM to 5 PM
Preview Party (artists attend free): Thursday, October 5, 2017 6PM to 8:30PM
Waterford Fair: October 6, 7, and 8, 2017
SHOW DATES AND HOURS
Friday, October 7, 2016 Saturday, October 8, 2016 Sunday, October 9, 2016
LOCATION
10 am to 5pm EST; booths open and ready for business 10 am to 5 pm EST; booths open and ready for business 10 am to 5 pm EST; booths open and ready for business
Historic Village of Waterford, Virginia 20197
SUBMISSION INSTRUCTIONS
Each entrant must submit seven (7) digital images for consideration by the jury, include one (1) booth image and one (1) studio/workshop image. Sometimes it is helpful to include a close-up of one work, showing in DETAIL the craftsmanship involved. Images must be of current work and representative of work artisan plans to exhibit at the show.
Submit digital images, an entry form, and $30 application fee for EACH MEDIUM in which you wish to apply. Waterford Fair reserves the right to reproduce accepted applicants’ digital images for promotional purposes.
JURY PROCESS
The Waterford Fair is juried annually by a panel of jurors comprised by individuals from the Mid- Atlantic region who are connected with handmade craft or traditional processes, either with their profession or as a community partner.
All applicants will be notified via email by Juried Art Services on Friday, March 31, 2017. On Juried Art Services website, the application will have the following color coded notifications:
The Wait List is comprised only of artists who have gone through the current year’s jury process.
SALES AND SALES TAX
All sales are handled by the exhibitor. Waterford Foundation collects no commission on Craft Demonstrator sales. Virginia Sales tax must be collected by each exhibitor. The necessary forms for exhibitors who do not have a Virginia sales tax license number will be included in your welcome packet along with information regarding how the 6% sales tax should be deposited with the Virginia Department of Revenue.
Each application is scored independently by each juror, and each artist will be given a score from 1 – 7 based on quality, originality, craftsmanship, and overall booth display. The scores are tallied and reviewed and artists will be invited by consensus of the jurors.
Waterford reserves the right to review the juror’s decisions at our discretion and accept or reject a new or returning artist. All scores will be confidential and artists will not be given their individual scores or feedback on their portfolios.
yellow exclamation point indicates waitlisted artists
red “x” indicates rejected artists.
PAYMENTS
Application, booth and other fees may be sent via check or money order to the Waterford Fair office if you do not wish to pay through PayPal when making an electronic application. Make payable to Waterford Foundation and mail to: Waterford Fair, PO Box 142, Waterford, VA 20197. Be sure to include an online application identification number so that we may credit your account appropriately if you applied online.
BAD CHECKS: If a check is returned by our bank, you will automatically forfeit your space in the 2016 Waterford Fair and be assessed a $35.00 fee.
ARTIST AMENITIES
• Vehicle unloading/loading at booth space, weather permitting
• Free artist parking
• Complimentary invitation to the Preview Party on October 5, 2017
• Full-scale marketing campaign including print, online, radio and television media outlets • Individual artist’s listings on fair website and social media platforms
• Complimentary media files (JPEG/PDF) for use in artist’s marketing efforts
• Breakfast service; pre-order/pay with delivery to booth
LOCAL ACCOMODATIONS
Some of our local families generously welcome artisan crafters into their homes during the Fair. The Foundation is glad to be able to offer this opportunity for artists who wish to apply. Accommodations with local families are limited and will be provided on a first-come-first-served basis. The Foundation is negotiating special rates with area hotels. Booking information will be provided in 2017. Limited camping (primitive) space in the village is also available.
FACILITIES AND SET-UP
Exhibitors are responsible for their entire displays. See calendar for set-up times. NOTE: THERE IS NO SET-UP ALLOWED DURING SHOW HOURS. A majority of the show takes place outside, as such each exhibitor should make arrangements for wind or rain. (Tables are available for rental from the Foundation, but must be rented in advance.)
EXHIBIT SPACE
Exhibition space is primarily outdoors with limited indoor space. The average space allotment is 12′ x 12′, but this varies since most of the show is outdoors where natural and man-made obstructions can limit or increase its size. The show is held in a residential neighborhood; booth spaces are located mostly on concrete or grassy, tree-laden areas; there are few spaces on perfectly flat ground. Exhibitors must abide by and displays must be in accordance with local fire regulations.
Setup takes place the day before the Fair starts. Loading and unloading is permitted in close proximity to booth locations, but vehicles cannot return to or remain in the exhibit area during the show. RV and truck & trailers cannot be parked on streets for overnight use. RV and camper parking options will be provided upon request. Exhibitors may request early setup but not all areas can accommodate this request due to staffing and area preparation. If you know that you will be arriving early, please request early setup well in advance. We will do our best to accommodate you. Set up is to be complete by 5pm on Thursday. Late arrivals (after 5pm) must notify the Fair Director by 5pm.There is no set up allowed on Friday morning.
TENTS
Exhibitors are responsible for providing their own tents and displays, which should be sufficiently sturdy to withstand weather and crowds. Tents should not be bigger than 10′ x 10′, nor should display height exceed 9′ to clear overhead tree branches. Tent weights are required on each tent leg. Outdoor exhibitors will be given a small area for demonstration outside their tent. An extension from the tent is allowed over the demo area during poor weather, but separate tents are NOT allowed.
Outdoor Booth Structure: Due to high wind concerns light-weight accordion style pop-up tents are STRONGLY discouraged. Tents must be weighted properly to ensure safety for you the exhibitor, the artists next to you, and our guests. The Foundation will not provide tent weights. Rentals: Exhibitors that contract with tent rental agencies must provide the rental agency specific directions to the exhibitor’s area. Additionally, the Fair office must be notified with the tent rental company’s arrival date and time.
ELECTRICITY
Electrical requirements must be described in full in the application. Exhibit buildings are old and electricity is limited. The use of power tools is usually prohibited; if you do use them, please keep them to an absolute minimum and describe them clearly on your application. Extension cords must be provided by craftsperson: at least a 40-foot length of heavy-duty three-pronged cord is required. Generators are NOT permitted; however, battery-powered lighting is acceptable.
SECURITY
Loudoun County Virginia police provide security during the show’s hours of operation. Waterford is a residential area, so reasonable precautions should be taken to ensure the safety of you and your property. All work is exhibited at the artists’ own risk.
Certificate of Liability
Exhibitor is responsible for obtaining general liability insurance, as the shows’ insurance does NOT extend coverage for exhibit damage or bodily injury. Certificate of Liability should list Certificate Holder as: The Waterford Fair, Waterford Foundation, PO Box 142, Waterford, VA 20197. A copy of certificate is to be submitted to the Foundation by July 28, 2017.
RULES & INFORMATION
ELIGIBILITY
The Waterford Fair is open to exhibitors who produce fine goods crafted using traditional materials, tools and techniques. All work must be original in concept and design and executed by the artist. All displayed work must be for sale, with prices clearly marked. We look for a varied group of craftspeople who will teach fairgoers about the methods and tools used as well as the provide for purchase the finished items. The Waterford Fair invites the fairgoer to enjoy the process as much as the product. Craftspeople must demonstrate their knowledge and skill at approximately least 50% of the time during the three-day event. Selection is based on the craftsmanship, the skill required and the craftsperson’s knowledge of the craft and its historical role in daily life.
EXHIBIT POLICY
Exhibitors should demonstrate in their exhibit space approximately 50% of each day. Each craftsperson must have sufficient help to take care of selling and other needs.
Exhibitor tents must be white/neutral in color.
Visitors appreciate the historic charm of the village and of the crafts’ area. We encourage wearing costumes appropriate to an 18th or 19th century exhibit. Full costumes are not required. Collarless white shirts and dark trousers for men and blouses and long skirts for women are acceptable.
Tents may be secured with hand- or foot-driven stakes which do not exceed 9 inches and legs must be weighed down. Note: Your submission of this application confirms that you agree to comply with the staking policy and assume sole responsibility for any property damage within your booth, to your neighbors or to fair goers.
The Waterford Fair reserves the right to refuse any application.
No prerecorded or amplified live music of any kind is permissible in an exhibitor’s booth space. Out of respect for exhibiting neighbors, disruptive sounds, smells or other distractions are not allowable.
We place great emphasis on the education of young visitors, so please, wherever possible, include participation by children in your demonstration. Because they are children of the 21st century it is important that they understand a lifestyle so different from theirs and yet so much a part of their own history.
No food products may be sold by exhibitors.
Booth structure and displays must not exceed limits of assigned space.
Signage is to be in keeping with the Fair. No large banners are allowed.
The Artist MUST be present and have their booth open for business during all hours of the 3-day event.
Exhibitors may not share booth space unless they have submitted a joint application and have been accepted as such, nor may they sublet or apportion space to anyone else.
All work MUST be original and of exhibitor’s own crafting; NO BUY/RESELL; Commercial or imported items, items made from kits or green-ware, or mass-produced items are NOT accepted. Any person exhibiting arts/crafts that have any resemblance to such items are subject to immediate dismissal from the show.
CATEGORIES
Works eligible for exhibition include basketry, clay, fiber/textile, furniture, glass, jewelry, leather, metal, mixed media/other, paper and wood. Note: Artists wishing to exhibit jewelry and another medium MUST submit an additional application for their jewelry and may not exhibit jewelry unless this application is accepted.
DEFINITION OF MEDIA CATERGORIES
Basketry: Functional and sculptural works where the material used is woven or plaited.
Clay: Functional and sculptural work where the primary material is clay.
Fiber/Textiles: Wall hangings, quilts, rugs, wearable items, etc. where the primary material is fiber.
Furniture: Work where the primary intention is furniture, including clocks and lamps. All media are included.
Glass: Functional and sculptural work where the primary material is glass that has been hand formed, hand worked, hand-blown or hand cast.
Jewelry: Work made from precious or semi-precious materials as well as other materials such as glass, ceramic, paper, fiber, wood, leather and polymer clay.
Leather: Functional and sculptural work where the primary material used is leather.
Metal: Functional and sculptural work where the primary material is metal, and includes all non- sculptural, non-jewelry works crafted from metals.
Mixed Media/Other: Work where the primary intention of the work is the union of two or more media. Soft sculptures, musical instruments, candles, brooms, kaleidoscopes are included in this category.
Paper: Functional and sculptural work created primarily from paper.
Wood: Functional and sculptural work where the primary material is wood. Original works must be hand-tooled, machine-worked, turned or carved.
Work must be produced by the exhibiting artist, whose manipulation of the chosen medium exhibits an excellence in concept and technique, as well as the mark of individuality. Work exhibited must be consistent with the quality shown in digital images submitted and only media accepted by the jurors will be permitted in booths. Waterford Fair reserves the right to require that any inappropriate or ineligible work be removed.
BOOTH INFORMATION BOOTH PRICING
Old School Inside space: $850 (100 sq ft)
Old School Inside space & half: $1275 (150 sq ft)
Old School Inside double space: $1700 (200 sq ft)
All Other Inside space: $750 (100 sq ft)
All Other Inside space & half: $1075 (150 sq ft)
All Other Inside double space: $1500 (200 sq ft)
Outside space: $500 (10x10 tent)
Outside space & half: $750 (10x15 tent)
Outside double space: $1000 (10x20 tent)
Electricity: $25 (applies to all inside locations, optional for outside)
Table @6 Feet: $15 (Rental fee includes complimentary set-up and removal)
Inside space is approximately 10 x 10 or 100 sq ft; outside space is for a 10 x 10 tent. We will allow space for a demonstration area. Tents which are 10 x 15, or 10 x 20 will be assessed as noted on the Application Information Sheet. Tent sizes must be indicated in order for your application to be considered. Outside space will be offered if all interior spaces have been allocated. The Waterford Foundation does not provide tents.
Please indicate your booth request on your application. Booth fees are due: 50% by May 31, 2017 with balance by July 28, 2017; must be paid in full to reserve booth. Booth Fee payments may be paid with a credit card/PayPal or by sending a Check or Money order to our office. All booth fees must be paid online or postmarked by July 28, 2017 no exceptions.
Your booth fee constitutes an agreement to show. Booth space will NOT be reserved without payment of fees in full.
CANCELLATION POLICY: Cancellations must be submitted in writing. Booth fees will be refunded, less $100, prior to 5:00 pm on August 4, 2017. No refunds after 8/5/17. The booth fee is for exhibit space rental by the applicant ONLY and is not transferable to another exhibitor. If the registrant cannot participate, control of the space reverts back to the show and refunds are made per stated policy. No refunds if inclement weather is experienced during the event.
INQUIRIES
All correspondence and inquires should be addressed to: Waterford Fair
PO Box 142
Waterford, VA 20197
540-882-3018, ext. 4
FairAdmin@waterfordfoundation.org