Artist Alley – Frequently Asked Questions

1. Can I just sell things out of my room?
2. Where is my table located?
3. Will there be a signup or lottery for Artists Alley?
4. What time does artist’s alley open and close?
5. Will artists be allowed to have a bag or luggage in the Alley?
6. I want to share my table with someone. Is that okay?
7. How many people can share a table?
8. When do I check in for my Artist Table?
9. Can I sit next to [Artist Name]?
10. How do I check-in my table? Who do I ask for?
11. When will I receive my badge?
12. Do I need to take my stuff when I shut down for the day?
13. What about electricity? What is the policy on using tape for signs?
14. Will chairs be provided with my artist table?
15. When will be the earliest we can start selling at the convention?
16. What are we allowed to sell at the convention?
17. Will San Japan be providing any storage area?
18. Will San Japan be providing any dollies or carts?
19. What if I can’t make it to San Japan after purchasing a table?
20. What if an artist doesn’t make it to San Japan, can I purchase a table at the convention?
21. May I play music at my Artist Alley table?
22. Am I required to have an Artist Alley badge in order to sell at my table? Can my friend who doesn’t have an AA badge sell at my table?
23. Am I required to get a sales/business tax license? If so, why?
24. I already purchased a table, how do I acquire more Artist Alley badges after purchasing the table?
25. If tables are already sold out then how do I acquire an artist table for 2012?

 
Artist Alley FAQ Answers

1. Can I just sell things out of my room? No. This is a violation of hotel policy, San Japan Policy, and the State of Texas laws. Sales must be limited to the Dealers Room / Artist Alley area. You must have purchased a table from San Japan. Back to top

 

2. Where is my table located? Tables will be assigned this year. We will not take requests to sit next to a certain artist. Back to top

 

3. Will there be a signup or lottery for Artists Alley? We currently sell our tables of fill on a first-come, first-served basis. Once we are sold out then that’s it. We will no longer be keeping a waiting list for open tables in Artist Alley. If any artists drop out then we will resell them on July 5th, 2012 (however this is unlikely as no artists dropped out for our 2010 or 2011 convention). Back to top

 

4. What time does artist’s alley open and close? Artist Alley is open from 8am to 11:55pm at the HBG Convention Center. The convention event(s) starts at 9am-10am on each day. You may begin selling at Friday 8am when the convention starts and shutdown at any time during the convention. Artist Alley shuts down permanently at 5pm Sunday. Back to top

 

5. Will artists be allowed to have a bag or luggage in the Alley? Artists will be permitted to have one bag or other small luggage item in the alley provided that it does not obstruct walkways (both in front of and behind the tables) or emergency exits. Artists will be solely responsible for your own property. Back to top

 

6. I want to share my table with someone. Is that okay? Once you purchase a table, you may subdivide it however you like. However, we will only be able to link to one website per table from the Artist Alley page. Back to top

 

7. How many people can share a table?The maximum number of people that can be behind any single table at one time is three (3). Any more would likely violate fire and building safety codes. Back to top

 

8. When do I check in for my Artist Table? You may check in Thursday evening at 8pm, August 9th, 2012 or at 9AM morning of the convention on August 10th, 2012. Check-in will be at the HBG Convention Center. There will be signs posted where Artist Alley is located. NO TABLE CAMPING ALLOWED THIS YEAR. Back to top

 

9. Can I sit next to [Artist Name]? We will not be taking requests to sit next to a certain artist. We will not allow you to “save” a table either. Back to top
10. How do I check-in my table? Who do I ask for? There will be a sign at the Artist Alley section of the convention which be the be an Artist Alley check-in table. Jackie N. will be heading the artist alley section this year. Back to top

 

11. When will I receive my badge? Badges will be distributed when you check-in at your table. Earliest check-in time is Thursday, August 9th at 8:30PM. NO TABLE CAMPING AS ALL TABLES WILL BE ASSIGNED, lineup will start at 7:30pm. Back to top

 

12. Do I need to take my stuff when I shut down for the day? San Japan will not be providing security of personal items left at tables. It is recommended you take any items of value from your table when you shut down for the day. It is on the artist to make preparations before the convention to store your supplies each night. Back to top

 

13. What about electricity? What is the policy on using tape for signs? At this moment there is no charge for electricity from the Convention Center but this policy may change. On tape & sign usage, you may not tape up any signs above your table. You must bring a stand or an easel to display your sign. We will be forced to have you take the sign down if you violate this policy. You may use tape on your table to display your sign. Back to top

 

14. Will chairs be provided with my artist table? 2 Chairs will be placed at each table. If you need additional chairs, you can ask for them when you’ve checked in at the convention. Back to top

 

15. When will be the earliest we can start selling at the convention? You may begin selling on Friday morning, August 10th, at 8am of the convention. You will only be allowed to setup your table on Thursday of the convention. Back to top

 

16. What are we allowed to sell at the convention? Artists will only be allowed to sell artwork, crafts and items created or modified by the artists at the table. We will not allow non-arts or non-crafts ‘services’ to be sold at San Japan. Retail items nor food will not be allowed for sale at Artist tables. A warning will be issued if such items are made available for sale and if multiple warnings are issued then the artist will be asked to leave San Japan. Back to top

 

17. Will San Japan be providing any storage area? San Japan will not be providing a storage area for artists. Artists will need to arrange an area to safely store their items when they shut down their table for the day (ie Hotel Room, Vehicle). Back to top

 

18. Will San Japan be providing any dollies or carts? San Japan will not be providing any dollies or carts to carry items to the artists table. You may inquire with the hotel if you are allowed to use a cart. Dollies & Hand Carts can be purchased from Lowes & Home Depot for around $40-$70 (Gardening section) or at Sam’s Club/Costco for around $40-$100. Back to top

 

19. What if I can’t make it to San Japan after purchasing a table? You may request a full refund up to July 5th, 2012. A partial refund will be given up to July 25th, 2012. No refund will be given after August 1st but you may transfer the table to another artist at any point up until the start of the convention. Back to top

 

20. What if an artist doesn’t make it to San Japan, can I purchase a table at the convention? If an artist is a no-show after Saturday, August 11th 2012 at 11am and tables are available then you may purchase a table at the convention for $50 at the artist alley check-in table. An Artist Alley badge is not included with the purchase and a badge is required to sell at your table. Back to top

 

21. May I play music at my table? You may play music at a moderate reasonable level but only for the intention to not be bored, not to attract customers to the table. If we receive a complaint that the music was too loud San Japan reserves the right to turn it off and it will be permanent for the rest of the convention. Back to top

 

22. Am I required to have an Artist Alley badge in order to sell at my table? Can my friend who doesn’t have an AA badge sell at my table? You are not required to have an Artist Alley badge in order to sell at your table. The person behind the table must have purchased a badge from the convention. It can be a pre-reg badge, 3-day or even a 1-day badge. The only main requirement is that the table is purchased from the convention. If we catch someone ‘stealing’ a table, if they do not immediately reimburse the convention, then they will be badge-pulled with no refund and kicked out of the convention. If we spot someone selling items outside of the Artist Alley area that is not authorized to sell stuff then they will asked to shut down or risk expulsion from the convention. Back to top

 

23. Am I required to get a sales/business tax license permit? If so, why? Yes, you are required to have a sales tax ID permit.  This is a requirement by the state of Texas as you are a business selling items even if you are just an individual. We also want to ensure we are fully compliant as San Japan can get in major trouble if the Comptroller’s Office decides to stop by which has happened to other conventions in the state. No sales tax license = No table. Period.If you are unable to show proof that you have a Texas sales tax license permit at the convention, you will be immediately shut down with no refund.

    You can acquire one from the state of Texas which is completely free but you will still have to pay taxes back to the state of Texas based on your total sales. We are not trying to be mean as this is the law when selling to people as you are a business in the eyes of the law. You can apply for one on the Texas Comptroller’s Website. 

    Please don’t come back to us in FREAKING OUT about this rule, we’re just enforcing a rule that’s always been in every one of our Artist Alley contracts. You will not be required to show your Texas Sales ID when you purchase a table but you are required to have your paperwork done by the time San Japan begins. If you do not have your Texas Sales ID then you may show your account information from myCPA to show that you’re a recognized company. You may use a DBA Sales Tax ID. Back to top

 

24. I already purchased a table, how do I acquire more Artist Alley badges after purchasing the table? Send an e-mail to artistalley@san-japan.org to inquire on additional badges. You can send payment to paypal@san-japan. Payment is $35 per additional badge. Once payment has been sent, send an e-mail to artistalley@san-japan.org so your records can be updated.Back to top

 

25. If tables are already sold out then how do I acquire an artist table for 2013? We will be using the same online process we introduced this year in selling the tables online. We felt this process was much more fair in allowing all and any artists to purchase a table. We also have an art contest where we’re giving away 2 free Artist tables.

    Even when we move to the Convention Center next year, we will still only be releasing at minimum 50 tables and a maximum of 55 tables (possibly more). Tables will be $100 for a 6′ table + 1 Artist Badge.

    Tables will become available for our 2012 convention on March 23rd 2012 at 9PM. Links will be provided on the San Japan website at the time of sign-up. Please follow us on Facebook or on Twitter for updates. We do not maintain an e-mail list for artist alley updates. We anticipate for the tables to sell out within minutes once again.Back to top

 
Before contacting us on tables or asking questions, please read this page fully including the notice at the top of the page. To reiterate, we will not be keeping a waiting list for San Japan: Mach 5 nor will we be releasing any new tables to anyone (even if you offer a unique service). Please only use this form if you have any other questions about Artist Alley.

Questions about Artist Alley can be asked here.

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