Information for Artists

Thank you for your interest in participating in this year’s Show and Sale. Please read all of this information carefully (even returning artists!), and if you have any questions, please contact our Artist Contact: Roberta Moody (artistcontact@olivehydeartguild.org).

Information for returning artists

As you will be submitting items in the same category as last year, you do not need to participate in the screening of new artists. The process for returning artists will be the same as last year (see below). If you are bringing items which are similar to last year, but possibly a different size or format, please check with Roberta to be sure you do not need to go through the screening. Sometimes an item you think is similar may not be appropriate for our event.

Information for all artists

Artists accepted into the show will be supplied with inventory sheets in mid-October, along with a suggested number of pieces to provide. This number will be the maximum you may submit, and is determined based on your sales last year (if you participated last year), as well as the total number of items and artists in your category. You may choose to submit fewer items, but please do not exceed our specified maximum. When you receive the inventory sheet, you will be provided with detailed instructions and deadlines for submitting your final information. In summary, you give us an itemized list of what you will bring to the show, along with prices. We’ll provide coded price tags for you to apply to items before you submit them (either peel-off labels, or tags on string which can be tied onto items).

Artists will be asked to deliver their work to the Olive Hyde Gallery during the week prior to the show, on Check-in Day, which is Tuesday November 28, 2017. You will be assigned a specific time, as we will have people receiving your work, confirming it against inventory lists, etc. Artists will pick up unsold work on Check-out Day, which is Tuesday, December 5, 2017, again at a specified time. See FAQs below, for more details.

As always, we try hard to maintain this show’s reputation of offering only high-quality, ORIGINAL work. At this time, we are not allowing anything mass-produced — with the exception of greeting cards, where the artist did the original work (painting, photo, etc.). Photographers need to be aware that only original photos, no duplicates are accepted. Similarly, we can’t accept items such as coffee mugs or coasters which are printed copies of original work. The guild is accepting giclees this year on a trial basis with specific instructions enclosed when acceptance letters and inventory sheets are sent. If you have questions about this, please contact our Artist Contact.

Information for new artists

The screening to evaluate work of new artists will be held on Saturday, September 9, 2017. It will take place in the Mission Room of the Olive Hyde Art Center, which is located at 123 Washington Blvd., on the corner of Mission Blvd. and Washington Blvd., across from the old Mission San Jose.

Artists are screened in groups, along with others in their same category (jewelry, fiber, woodwork, etc.).

Group 1

  • 9:30 – 9:45 – artists arrive and set up work
  • 9:45 – 10:30 – screening by judges
  • 10:30 – 10:45 – artists return to pick up work

Artists: TBD

Group 2

  • 10:45 – 11:00 – artists arrive and set up work
  • 11:00 – 11:45 – screening by judges
  • 11:45 – 12:00 – artists return to pick up work

Artists: TBD

We try to arrange the schedule to accommodate artists who are screening in multiple categories — and also to balance the workload on the judges so that both sessions have the same number of artists.  It’s important that all artists in any category are screened at the same time (so judges can evaluate all similar work at the same time).

Judging of the new work will be by a jury composed of Guild members who are artists or have past experience working at the show. Criteria used in the selection are quality, originality and salability (will it sell in our market for the price asked?). Please bring a few samples of each type of work you plan to sell.

  • We do not handle items priced under $3.00.
  • We only handle items that are priced evenly ($10.00, not $10.25).
  • Have the front of each piece identified with the price you would charge. Remember that 30% of the sale price goes to the Guild — make sure you have taken that into consideration when pricing your items.
  • The samples you bring do not necessarily need to be the exact item(s) you plan to sell, but should be representative.

Screening day details

Artists are not permitted to stay in the judging area during the screening. You may sit outside in the courtyard, or there is a coffee shop just next door, with great coffee and snacks (Mission Coffee). After setting up your work display, you may leave, and plan to return at the stated time above to pick up your work.

Each artist will have about half of a 6-foot table. If you bring your work in boxes or bags, there will be space to store the packing materials below the table. We will have name tags for each artist’s area.

Remember that items must be marked with prices. If you can’t actually mark the item, just bring a small tag or card with the price, that can be placed on the table near the item.

Fancy display racks or equipment are not needed, unless you feel that’s the only way your work can sit on a table. If accepted to the show, and you want to provide display racks, that will be fine.

When you arrive, someone will check you in, then show you where your assigned table is. When you return, someone will check you out.

Frequently Asked Questions

I can’t make it on Screening Day. What should I do?

  • You may have a friend bring your work for screening, or you may arrange to deliver items in advance to the Artist Contact. If someone else will be bringing your work, please let us know.

I don’t live in the Bay Area and can’t travel to the screening.

  • You may mail items to us for screening at that time. Please contact the Artist Contact so we can arrange delivery and return of items. Also, if you have family or friends who live locally that can bring in your work, you can send it to them.

I don’t see my name in the list above. Have I been rejected already?

  • Please check with the Artist Contact — it’s probably an oversight! All artists who apply for the show are asked to participate in the screening day.

I would like to switch to the other screening session on Screening Day. Can I do that?

  • No, because we need to screen all items in a category at the same time. If you would like to bring your items earlier that day and pick them up later, contact the Artist Contact and we’ll work it out.

Can you screen my work by looking at photos or on my website?

  • Unfortunately, this is not usually a workable solution, as photos or websites may not show the work in sufficient detail for us to review quality, workmanship, etc. If you feel this is the only solution for you, please contact the Artist Contact, who will review your website and/or photos first, and determine if the judges can get enough information that way. We consider this a last-resort solution, and will consider it only on a case-by-case basis.

When will I be notified of screening results?

  • Artists will be notified within one week after the screening, whether or not their work has been accepted.

I will not be able to personally deliver my work to the Olive Hyde Gallery on Check-in Day (the week before the show). What can I do?

  • If you have been accepted to participate, but will not be able to personally delivery your work (perhaps you live out of town, or will be unavailable on that day), you may have someone else deliver it at your scheduled time, or you may arrange to ship it to us ahead of time.

I will not be able to personally pick up my work after the show. Will you send it to me?

  • If we will need to ship work back to you because you live outside of the Bay Area, arrangements must be made prior to the show.
  • If you live locally but are unable to pick up work at your scheduled time, we can arrange to hold your work for later pick-up, or you can arrange for someone else to pick it up for you.

Are artists required to attend the show, or work during the show?

  • No, the Guild members handle all of the logistics of the show, and artists don’t need to do anything beyond deliver their work for sale. We still hope you will join us at some point during the weekend, especially the Friday night Gala!

What are the arrangements for getting payment for my items after the show?

  • When artists come to pick up their unsold work, they will be given a check for their share of the sales generated from their items, as well as a detailed accounting of which items were sold.

If you have any questions, or require a time change or special arrangements, please contact the Artist Contact.