Performing artists who want to perform and who do not wish to have a booth at Art Beat should use this application. Otherwise please fill out the application titled "Performing Artist (with Booth)."
Each performing artist will be given the option to purchase a 10’x10’ booth space for $25 (50% off the 2024 booth fee.) NOTE - Booths must be set up by 10 a.m., staffed all day, and must remain up until 7 p.m. If a performer is just wishing to sell merchandise during their set and does not want to have a booth for the duration of the event, merch tables will be available by each stage for that purpose.
PARTICIPATION RULES
- Eligibility: Nonprofits located in the following counties are eligible for participation: St. Joseph, Elkhart, Kosciusko, LaPorte, Marshall and Starke counties in Indiana and Berrien, Cass, and St. Joseph counties in Michigan.
- Application must be submitted before the deadline: May 6, 2024.
- Performers need to adhere to the stage schedule and should arrive early enough to be set up and ready at their scheduled start time. They must also finish at their scheduled end time. Stage managers will be on hand to provide timing cues.
- Performers should be aware that this is a community event and that the content of their work should be suitable for all ages. If you feel your performance needs more creative freedom, please email Kylie at kcarter@downtownsouthbend.com to discuss the matter; it might be possible to place you in an indoor venue and include a “recommended for mature audiences” note in the program.
- Performing artist applicants must include up-to-date information in their application, including an email address that is checked on a regular basis and a mobile number for text updates. DTSB and Art Beat will not share contact information with other parties.
- Performing artists with booths must agree to all load-in/load-out policies as outlined below (See “Rules & Procedures for Set-up/Tear-down”)
- Performing artists with booths are responsible for their own 10x10 tent, tables, chairs and tent weights (tent weights are mandatory for public safety.)
- Performing artists with booths are responsible for bringing any additional help they may need for the event for set-up/tear-down, and manning their booth.
- Performing artists must agree to the terms and conditions included in the Release of Liability Waiver
FEES
All fees are non-refundable. A small credit card processing charge will be added to each fee.
Application fees are waived for performing artists.
Each performing artist will be given the option to purchase a 10’x10’ booth space for $25 (50% off the 2024 booth fee.) NOTE - Booths must be set up by 10 a.m., staffed all day, and must remain up until 7 p.m. If a performer is just wishing to sell merchandise during their set and does not want to have a booth for the duration of the event, merch tables will be available by each stage for that purpose.
Additional fees will be required if you choose any of the following:
- Early Bird Booth Selection: $30
- Extra booth space: $25 per extra space
- Electricity: $30
COMMUNICATIONS:
Informational e-newsletters will be sent out to Art Beat applicants on a regular basis. Applicants are requested to include an email address that is checked frequently in their application so as not to miss important announcements and instructions. Applicants should also check their spam/junk folders to make sure that important Art Beat emails are not hidden.
Additionally, the Facebook group "The Artists of Michiana...Unleashed!" is a helpful resource for local artists and event updates. Event info and a list of accepted artists will also be available at ArtBeatSouthBend.org.
For in-person assistance, DTSB will be hosting an Artist Mixer and Info event August 2 at the DTSB First Fridays in downtown South Bend. More details on this event will be sent out to accepted artists in June. Art Beat Committee Members and DTSB Staff will provide assistance, tips, and answer any questions that participants might have, plus will provide examples of booth set-up, tent weight options, and more. It will also be an opportunity for accepted artists to socialize and network.
Art Beat participants are encouraged to share and post in the official Art Beat 2024 Facebook Event page. PLEASE DO NOT CREATE YOUR OWN ART BEAT FACEBOOK EVENT PAGE as it confuses visitors as to which is the real one, causing them to miss out on important event updates and announcements.
Any questions, comments, issues, or suggestions regarding Art Beat can be directed to the following email address: ArtBeatDTSB@gmail.com.
NOTIFICATIONS:
Applicants who choose the Early Bird Booth Selection will be informed of their acceptance status on or before June 6. All other applicants will be notified by June 13. Stage schedule drafts will be released by July 10 and finalized by July 20.
RAIN POLICY:
In case of severe weather, the event will be delayed 24 hours until Sunday, August 11, 11 a.m. - 7 p.m. Event organizers will make this call by 5 noon on Friday, August 9 and notify all participating artists by email as well as post information on the Art Beat website, and DTSB's social media.
NO-SHOW POLICY:
Art Beat organizers must receive notice of your inability to attend the event at least 4 weeks prior to the event so the space can be reassigned to another artist. Please note that application processing fees cannot be refunded. Extenuating circumstances will be reviewed by the Art Beat Committee.
All participants with booths must arrive prior to 9:30 a.m. on the event date. Participants failing to arrive by 9:30 a.m. will be declared a No Show and their booth space will be forfeited. Event staff will allow artists from end booths to fill in their place to eliminate gaps in the festival. Participants classified as No Shows will jeopardize their future participation in Art Beat.
COMPENSATION
Art Beat is a free community event with the mission of celebrating the artistic talents within our local area. The goal of the event is not to make a profit - sponsorships and vendor fees just barely cover event costs, and no additional funds are available to compensate performing artists. Art Beat does however provide local performing artists the opportunity to reach a large audience, as Art Beat has an annual attendance of over 20,000 people, and thousands more people will view the performance schedules on our social media and website.
BOOTH ASSIGNMENTS
New for 2024 – DTSB is using a new application platform called Eventeny which will enable accepted artists and nonprofits to choose their own booth spaces!
- The booth spaces will open up for selection in early June. We will be allowing a special Early Bird Booth Selection a week prior to general selection for $30. Early Bird Selection applications will also get to know the status of their acceptance one week prior to other applicants - by June 6.
- Other applicants will be notified as to the status of their acceptance by June 13 and will have between then and July 1 to choose their booth.
- After July 1, if artists have not chosen and paid for their booth, waitlisted artists will be able to select from available booths.
- If electricity is required by the artists, locations with electricity will be available for an additional fee of $30.
RULES & PROCEDURES FOR SET-UP/TEAR-DOWN
Participants who fail to abide by the following rules & procedures will jeopardize their future participation in Art Beat.
- Booths will be available for selection in early July. Participants are required to know their booth number prior to arrival. Booth numbers will be marked before the event, and participants are encouraged to locate their booth space in advance in order to create a smoother set-up experience for the entire event. In the past, several participants have arrived to the event not knowing their booth number or location, creating added strain on event staff and volunteers.
- To aid in the flow of traffic during set-up and tear-down, one-way traffic patterns will be established that participants will be required to follow. Information on which streets will be one-way in which direction will be posted on the Art Beat website and will also be distributed in e-newsletters to participants.
- Set-up Information
- Set-up times will be staggered between 7 a.m. and 9 a.m. based on booth numbers.
- Even number booths may come at 8 a.m. to set up
- Odd number booths may come at 9 a.m. to set up
- At 7 a.m. there will be a special "Early Bird Set-up" for anyone who needs more than 3 hours to get their booth just right.
- Arrival deadline is 9:30 a.m. Any participant not arriving by 9:30 a.m. forfeits their booth space, and event staff will allow artists from end booths to fill in their place to eliminate gaps in the festival.
- Participants will NOT be allowed to leave their vehicle in the street during set-up.
- Required Set-up Procedure
- Find your booth location.
- Park your vehicle in (or as close as possible to) your booth spot.
- Unload everything onto the sidewalk at your booth location.
- Park your vehicle in one of the nearby parking garages or street parking spaces, which are both free on weekends (NOTE – this is where having a booth helper is extremely important – to move and park your vehicle or to watch your items while you park; and also to help you set up your booth.)
- Set up your booth within the boundaries marked on the curb/pavement at the location assigned to you.
- All vehicles need to be removed from the streets of the event space prior to 9:30 a.m.
- Set-up needs to be completed by 10:30 a.m. We do get many early shoppers so being set up by 10 a.m. is recommended.
- Tear-down Information
- Early tear-down is not permitted, in order to ensure a consistent experience for visitors. Participants may not begin tear-down until 7 p.m. unless otherwise indicated by event staff (such as in the event of a weather emergency.)
- Participants will NOT be allowed to leave their vehicle in the street during tear-down.
- Required Tear-down Procedure
- Tear-down will be executed in the reverse order of set-up:
- Participants need to have their booth items packed away and their tent disassembled, with all items on the sidewalk by their booth BEFORE retrieving their vehicle.
- No vehicles will be permitted in the event space prior to 7:30 p.m. to ensure the safety of our guests.
- Once a participant's items are out of the booth space and packed on the sidewalk, vehicles can then be retrieved, and should follow the established one-way traffic rules.
- Participants need to park in (or as close as possible to) their booth space, and then load their items.
- Depart using the same one-way traffic rules.
ITEMS PROVIDED
Here is a list of what will be provided at each stage:
Main Stages (East and West):
- 20'x16'x3' stage w/ Shade Canopy
- Main PA speakers & subwoofer
- 1 Audio mixer
- 2 stage monitor speakers
- shared drum set
- 5 mics on stands
- 4 direct input boxes
- Ipod/mp3 input
- 1 technician
additional mic inputs could be accommodated with prior notice.
Dance Stage:
- 24'x20x'3' Mobile Hydraulic stage w/ roof
- 2 15" powered speakers
- 2 stage monitor speakers
- 1 Audio mixer
- 1 wireless handheld mic
- Ipod/mp3 input
- CD player
- 1 technician
Variety Stage:
-1 24'x16'x3' mobile hydraulic stage w/roof
- 2 15" main speakers
- 1 Audio mixer
- 2 stage monitor speaker
- 4 wired mics on stands
- 2 direct input boxes
- Ipod/mp3 input
- CD player
- 1 technician
Acoustic Stage:
- 1 16’x8’x18” stage with canopy
- 8 channel mixing board
- 2 wired mics
- 2 straight mic stands
- 1 boom mic stand
- powered JBL 15: speakers w/stands
- 6 XLR mic cables
- 6 ¼ in. cables
-1 technician
Here are some other important pieces of info:
- Drum Set: A shared drum set will be available at the Main Stages and Variety Stage for ease in transition.
- Changing Tents: A 10x10 tent with sides will be available at the Dance Stage and Variety Stage for the dancers and fashion show models to change.
- Backing Music: A note about backing music for dancers and other performers who will be bringing their own music – stages will have a CD player and/or Ipod, but the sound technicians will require a representative of the performer/group assist with running the music (ie – skipping to certain songs on a CD or Ipod.)
