Policies, Rules and Regulations for the Washtenaw
Non-Profits and Member Participants in the 2013 Ann Arbor Art Fairs
1. Non profit organizations only. You must provide your (or your
national or state organization's) Federal IRS nonprofit (501(c)(4),
or 527) identification number or have annual revenues less than
the non-profit reporting provisions of the IRS. No commercial or
arts and crafts exhibitors. All organizations must operate an office*
in Washtenaw county (each organization is requested to provide an
abridged version of its non-profit mission statement as reflected
in its bylaws, articles of incorporation or other governing documents,
with their application materials).
* To meet the definition for having an office in Washtenaw County,
your group must satisfy four out of the seven listed criteria:
i. Regular published meetings.
ii. Local organization mailing address in county.
iii. Phone bill in organization name.
iv. Local bank account in county.
v. Commercial office space in county.
vi. IRS or State documents with county address.
vii. More than four members or 50% of membership in county
2. Donations for your organization only may be solicited and accepted.
Items (buttons, posters, etc.) may be distributed or sold provided
they directly promote the non-profit organization or its cause,
if they include the organization's name or logo or relate to the
organization's mission statement, and are predominantly noncommercial
in nature and content. The phrase "Ann Arbor Art Fair(s)"
cannot be used on any of the items distributed at a booth.
3. Raffles or drawings are permitted, but they must conform to
any government regulations. Each member will assume responsibility
for obtaining and conforming to these regulations, and for organizing
and conducting its raffle or drawing. Washtenaw Non-Profits assumes
no liability therein. No food or drink (except professionally bottled
spring water and factory wrapped candy) can be sold or given away
at member booths. Loud speakers, amplification systems or music
systems are allowed provided they do not disturb neighboring booths.
Alcohol or other drugs are not allowed.
4. All groups are assigned a standard space of six feet by six
feet, with a maximum height of eight feet. You may use a booth or
table in this space. Displays and literature distribution must not
extend beyond your designated 6' x 6' area. The extensions (the
space between sidewalk and designated both area) must be kept clear
of materials and bodies. This fire marshal requirement will be strictly
enforced, so be sure to notify all staff in the booth. Spaces will
be clearly marked on the pavement so you will know your boundaries.
(Participants may retain two storage boxes on the extension.)
5. All materials used in the construction of, or in the connection
of the physical booth or table must be provided by the participant.
All booths need to be constructed of fire retarding materials as
specified by NFPA 701. If you have further questions about fire
retarding materials, please contact your local fire marshal.
6. Booths and tables must be completely constructed by 9:40 a.m.
on Wednesday, July 17 (the first day of the fair). It is preferred,
however, that booths be constructed on Tuesday evening, from 6pm-12am.
Booths, tables, merchandise and literature may be left on site at
the risk of the participant. The booth/table materials must be completely
removed by 8:00 pm on Saturday, July 20 (the last day of the fair).
7. There will be no parking space provided for the participants
in the non-profit section of the Art Fair. No vehicles will be allowed
on Liberty Street during the regular hours of the Fair. Vehicles
are to be off Liberty Street by 9:30 am prior to the start of the
Fair each morning. Vehicles are not allowed on Liberty Street until
I5 minutes after the close of the Fair each evening. Art Fair hours
are 10:00 am - 9:00 pm Wednesday, Thursday and Friday (July 17-19,
2013) and 10:00 am - 6:00 am on Saturday (July 20, 2013). Please
minimize the number of vehicles on Liberty Street by parking in
nearby lots and using carts or dollies to transport your materials.
When driving in for set up/breakdown, enter Liberty Street from
Fifth Street and exit on Division Street--traffic flows one way
(west to east) during the fair; display your pass in front window
of your set-up/break-down vehicle. Please adhere to these and all
other Washtenaw non-profit traffic rules (to be detailed in the
June mandatory meeting).
8. Each group must designate an accountable person who shall be
responsible for: knowing all rules and regulations; distributing
necessary information to (own group) members; ensuring that all
assigned duties are adequately performed; staffing booths. A $25
fee will be deducted from the $50 participation fee per violation
of rules. (Example: $25 may be assessed for not performing assigned
trash and traffic duty; for not adequately staffing booth, etc.)
After a third violation is recorded you could be banned from the
next years Art Fair. You must record the completion of your duty
with the Washtenaw Non-profits Information booth (i.e., not the
State Street Area Info booth down the street); if your staff does
not understand where this booth is, the penalty is yours.
9. Except under rare circumstances, booths must be attended during
all hours throughout the Art Fair. Booths found unattended will
be assessed a penalty (point 8 above) or disallowed from continued
participation, or both, depending on the duration or frequency of
absenteeism. This provision shall be strictly enforced (and booth
staffing shall be closely monitored). Wait-listed participants will
be called to fill any empty booths
10. Booths may be shared, pending joint application approval, and
space availability. This may include the sharing of space or time.
All applicants must clearly state a request for joint usage (including
days) if applicable. All joint usage must be applied for during
the regular application process.
11. Each organization must provide its own insurance for their
materials (if so desired).
12. All participants are responsible for collecting their own sales
tax. Sales tax will be monitored by State authorities throughout
the Fair. Have your tax-exempt number hand or they will collect
taxes on the spot!
13. The booth/table fee of $90 per space is due with the application
. Each applying organization must also pay a refundable $50 participation
fee. The participation fee will be refunded at the close of the
Art Fair if:
- You attend short, mandatory meeting two weeks before the Art
- You provide volunteers to work trash details, recycling station
duty, or parking barricade duty. Day and time will be assigned
by the Washtenaw Non-profits and notification is at the mandatory
- You clean up your booth space at the close of the Art Fair.
- You staff your booth for all hours throughout the Art Fair.
14. Organizations that do no receive a booth assignment will be
refunded all fees. Remember to submit your participant fee as a
separate check from the application fee. Meeting all these conditions
will entitle you to a full refund of your participant fee.
15. No one may sublet or assign space to any other organization
16. Washtenaw Non-Profits, the City of Ann Arbor, The State Street
Art Fair, The Michigan Guild of Artists and Artisans, Summer Art
Fair, and the Ann Arbor Street Art Fair disclaim any responsibility
or liability for any damages or thefts to or from the physical booths,
contents, and/or the booth participants. Washtenaw Non-profits members
have agreed to hire security for fair nights (Weds., Thurs., Fri.).
17. Violations of any of the Policies, Rules and Regulations will
result in immediate forfeiture of both the application and the participant
fees, As well as the right to participate in the non-profit section
of the Ann Arbor Art Fair in succeeding years.
18. The deadline for withdrawal (with full reimbursement) from
the Washtenaw Non-Profit section of the Fair without penalty is
July 1, 2013.
19. The Washtenaw Non-Profits operates as a contracted confederation
of member organizations. Meeting the terms of the Policies, Rules
and Regulations establishes membership status in the Washtenaw Non-Profits.
Decision making is conducted under simple majority rules (50% plus
1), with a spirit of agreement-seeking so that the voices and views
of each member organization representative are recognized and addressed
in reasonable terms. Traditionally, Washtenaw Non-Profits general
membership elects at its annual winter meeting two spokespersons
and a Steering Committee, from the general body, which is empowered
to make provisional changes to the Policies, Rules, and Regulations.
At the annual meeting, the general membership organizations' representatives
are to review and finalize for each year's Fair(s) amendments to
the Policies, Rules, and Regulations made by the Steering Committee.
The two spokespersons are to be recommended to the Mayor of Ann
Arbor for appointment to the Mayor's Art Fair Committee. All meetings
of the Washtenaw Non-Profits are to follow open-meeting provisions.