Set Up Info & Tips for Artists

We’re glad to have you in the festival!  We’ve put together the following set up information and tips to help make your day an enjoyable one!

Where is the festival located?

Art in the Park is outdoors in Ashworth Holmes Park on Avenue E North & 31st Street West, one of the oldest parks in Saskatoon.  If you want an address for your GPS, 915 Avenue D North will get you there.  Also see the sidebar for a link to Google Maps.

How many people are expected?

More than 2000 -3000 people are expected to attend the festival. 

What if it rains?

The festival will go on rain or shine.  We suggest bringing a light plastic cover (clear garbage bag) or blanket to cover your artwork just in case there is an unexpected shower.  If it’s raining in the morning, we will still set up and hope for the best — in the past, most rainy mornings have cleared by noon.

How much does it cost to register?

New this year, we’re requesting a voluntary contribution to help us keep the festival going. Your support will go towards the operating costs of the festival, including site amenities, permits, portapotties, hand-wash stations, sound, stage, promotions, and first aid. This contribution is not mandatory, but we ask that you please show your support of the festival by giving what you can to help. If however you are unable to contribute, we will still welcome you! No one turned away for lack of funds. 

THANKS VERY MUCH to all the artists who have contributed.  Your contributions have helped so much!!! If you still want to contribute, YES PLEASE!!!  You may drop off a monetary contribution or cheque (made to Caswell Community Association) at Festival HQ!!

How do I sign up to participate? 

If you have not already done so, please register here. If you are already registered, please continue reading.

We ask that each artist register separately (each complete a registration), regardless if you will be sharing a spot with someone else.

Do I need to print the ticket?

No, you can either bring a paper copy, or bring the ticket on your phone.

I have people coming to help me unload items and help me at my booth.  Do they need tickets too? 

You only need a ticket for yourself.  1 ticket per artist. It is not necessary to get additional tickets for others who may be at your spot keeping you company or helping to load/unload items.

What do I do with the ticket I got when I registered?

Bring your registration ticket with you to the festival please.   When you arrive please check in with your ticket at Festival HeadQuarters.  We’re using the tickets to help us with our stats collection for grant applications and reporting purposes this year.

When you check in, you will receive a pass to display at your spot for the day.  Put it somewhere visible so that we can see it please.

What if I forgot my ticket or can’t find it?

We’ll have a list of registered artists and will check you off that way.  HOWEVER, we encourage you to look for your ticket and find it because searching for your name on the list will take time and make the registration process much, much longer than it needs to be.

What time does set up begin? 

Artist set up begins at 9 AM.  Please do not enter the park with your stuff, including tables/tents, before 9 AM.  Artists arriving before set up at 9 AM must wait.  Artists with artwork and items in the park before 9 AM will be asked to leave.  Artists without artwork in the park before 9 AM will be asked to help!!

Why can’t I set up before 9 AM and why can’t I enter the park before 9 AM?

There are so many reasons…  1. It is a residential neighbourhood and some people like to sleep in on the weekend.  The earlier that people arrive and the more people that get there, the noisier it gets.  In the 16 years we’ve had the festival, there have been no complaints of which we are aware. We want to keep it that way.  2. Festival volunteers are in the park preparing the site beforehand.  We need time before artists arrive to get the stage, portapotties, & concession items into the park, and to look after other things that need to happen before artists arrive.  3. We are volunteers and we like to sleep too.  The earlier we allow artists to set up, the earlier we need to arrive beforehand.  4. The mom answer:  “Because we said so.”

But what if I don’t get the spot I wanted?

Then you will get another spot.  Please be respectful of festival volunteers and other artists.  We encourage you to get to know your fellow artist neighbours for sharing creative inspiration, friendships, collaborations, and learning opportunities. Artists are to be set up by noon and remain set up until the festival is over at 5 pm.

Why do we have to stay set up until 5pm?

We’ve advertised the festival until 5 PM and planned the festival until 5 PM, so we ask that you remain until 5 PM. Sometimes when one person starts packing up, others follow suit as well.  It can sometimes have a snowball effect and then everyone packs up and the next thing you know the festival’s over at 4:30 PM because everyone’s gone!  Therefore, we ask that you kindly remain set up until it’s over at 5 PM.

HOWEVER, if it’s raining and you risk damaging your artwork to remain, we understand if you need to leave.  We want you and your artwork to be safe.  In this case, please pack up as best you can to remain dry and protect your items.  We wish you all the best!

What if I have to leave early?

Please contact the Festival Coordinator Raeanne at 306-220-9159 or email info@caswellhill.ca to discuss your circumstances.  We are not unreasonable and are willing to make exceptions for exceptional circumstances.

Where do we park? 

Parking is on the streets around the festival.  Please observe all loading zones and no parking signs, temporary or otherwise.  We suggest that you park a few blocks away so that festival attendees (your potential customers) who are driving to the festival have somewhere to park when they arrive.

How do I unload my artwork?

Option 1:  You can use the temporary designated  15 minute loading zone (7am – 12 pm) to unload your artwork.   There will be commissionaires overseeing the area.  Please unload as quickly as possible and vacate the loading zone so that the next artist can use it.  If you are parked in the loading zone for longer than 15 minutes, you risk getting a ticket. 

Option 2:  Park somewhere else first and bring your artwork from there.

Do not block driveways or crosswalks, or you risk getting a ticket.

Can I drive my vehicle into the park?

NO, you may NOT drive your vehicle into the park to load or unload your artwork. Artists who bring vehicles into the park will be asked to leave the festival.

Are there dollies or wagons available for us to use?

No, artists must bring their own.  We are not responsible for damaged, lost, or stolen items or transport of items to and from your vehicle.  Artists are responsible for their own artwork AND cash box. 

Where can I set up?

Artists are to begin setting up along the walkways first.  Once the walkways are filled, set up will move out into the grassy areas.  Some areas will have rows, other areas will be free form.  There are squiggly lines in a few places that artists can set up along to form artist “crescents” in the grass.  Avoid line locates (straight lines)–please set up 1 meter away from these.  Avoid dotted areas.

Are spots assigned?

Spots are not assigned: choose your spot along the unmarked paths.  Note that walkways between the stage, concession & kids area will be marked (dotted with grass paint) and are to remain open for traffic flow & sight lines.  If you do happen to set up in an area that is to remain open, we’ll let you know and will ask you to move.

How much space do artists get?

We are not restricting artists’ display space this year.

Is there enough room in the park for everyone?

The park is very large and there is more than enough room for everyone.

Who can I ask if I have a question?

Volunteers will be on site to assist with questions.  Please respectful and appreciative.  These people have donated their time and their effort to help you and to help with the festival.  Please be patient.  There are far more artists than volunteers.

Do you supply tables for artists?

No. We do not supply tables or anything else.  Please bring everything you need to set up.  Most artists bring tables and chairs.  Other options people have brought to display their artwork include shelving, easels, boxes, milk crates, or blankets. We also suggest you bring artist business cards.

Is there power available?

No.

Can I bring a canopy for my spot?

Yes, you may. Canopies must be 12’ x 12’ or smaller: no large event tents.  When setting up any canopies, please observe the line locations marked with grass paint and flags.  Do not put tents and tent pegs in the ground where a line location is indicated.  VERY IMPORTANT:  Use small 6” tent pegs ONLY.

Are there any restrictions on what I can sell?

This is an arts festival.  Artists may sell their artwork.  All artwork must be handcrafted and suitable for family audiences.  Mass manufactured items may not be sold (other than prints made from your own original artwork).  Food items may not be sold (other than by our contracted food vendors).

Can I sell food at my booth?

No, food items may not be sold.

How much will I sell?

There is no guarantee that you will sell any thing.  Some artists sell a lot and others sell less.  Variables include: what you’re selling, the price you’re asking, and people’s mood and size of their pocketbooks that day.  We recommend that you bring business cards for your table. 

Is there coffee in the morning?

Yes, PickNic’s Catering will be open for cold food and drinks at 10:30am.

What site amenities are available?

Portapotties and a hand wash station are located behind the paddling pool.  The concession will be open for coffee and cold food at 10:30 AM, and hot food from 12 – 5 PM.  Cash only.  There is no ATM on site.

Where are the bathrooms?

Portapotties and a hand wash station are located behind the paddling pool.

Where is lost and found, first aid, and more?

Information, programmes, lost & found, first aid, Caswell Hill info, and more will be at Festival HeadQuarters, located between the playground, sunken garden, and stage.

I will donate an item for the free draws and volunteer appreciation.  Where do I drop it off?

You may drop this off at Festival HeadQuarters when you register in the morning, or any time during the afternoon.

Can I smoke in the park?

No.  There is no drinking, no smoking, and no vaping in the park according to the City of Saskatoon Bylaws 8286. Artists found breaking these and any other laws will be asked to leave.

Are pets welcome?

There are no formal restrictions by the Festival Committee or Community Association at this time, however animals that are felt to be threatening or a nuisance will be asked to leave. Pets must be on leash according to the City of Saskatoon Animal Control Bylaw #7860 and must follow all other bylaws: https://www.saskatoon.ca/…/def…/files/documents/7860.pdf

 

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