Requirements
- What do I need to do to be a participant at ZotCon’s Artist Alley?
- First, fill out the Artist Alley sign up form at https://forms.gle/ztuajwL1CDiHHPFGA. If you are accepted, we will email you the necessary forms and ask for a tabling fee to complete your registration.
- These forms include:
- Vendor Agreement
- Temporary Vendor Permit (Note: This requires you to have a CA Seller’s Permit)
- Zotcon Contract
- We will email this to you!
- Tabling fee:
- 1 full table- $30
- 1 half table- $15
- We will also need you to have proof of Commercial General Liability Insurance that meets the following requirements:
- -$1 MM Each Occurrence
-$2 MM Aggregate
-$2 MM Products Completed Operations
-$1MM Personal & Advertising Injury
-$100k Fire Damage (any one fire)
-$5k Medical Expense (any one person) - The Certificate of Insurance (COI) must be valid for the date of the event.
- The Regents of the University of California must be included as additional insured.
- (Under ‘Description of Operations’, the wording must be included, “The Regents of the University of California are included as additional insured”. Please also list the Date and Title of the event. Certificate Holder: The Regents of the University of California).
- The Regents of the University of California must be included as a certificate holder
- Certificate Holder Information:
The Regents of the University of California
Attn: Student Center & Event Services
UCI Student Center & Event Services
A311 Student Center
Irvine, CA 92697-2050
949.824.5252
reserver@uci.edu
- Certificate Holder Information:
- -$1 MM Each Occurrence
- When do I need to turn in the necessary forms and provide a Certificate of Insurance (COI)?
- April 19, 2020, 11:59 pm.
- Where can I get Commercial General Liability Insurance?
- Place of insurance purchase is up to the discretion of the artist or vendor
- If you don’t have commercial general liability insurance and don’t know where to obtain it, you can check out Mercer insurance company:
- https://uci.campusconnexionsuc.com/other-constituents/tenant-user/event-vendor-liability.html
- You are supposed to submit this form (https://ebview.com/pdfgenerator/ViewPdf/mercercampus/UC_Tulip_Application.pdf) by email to plsdsteam.service@mercer.com.
- How much does Commercial General Liability Insurance cost?
- If you’re buying from Mercer, it’ll be an estimated cost of $85. This number may change based on your circumstances.
- For any other insurance companies, it depends on the person and where you’re buying it from. Ask for a quote.
- What if I already have Commercial General Liability Insurance?
- All you need to do is add The Regents of the University of California as additional insured and email us the COI at zotconartistalley1@gmail.com or zotconartistalley2@gmail.com
- Do exhibitors need to fill out the forms and have insurance?
- Exhibitors will only be required to fill out the ZotCon contract and pay their tabling fee. This is because exhibitors will not be selling anything and thus do not need to fill out the vendor forms and have insurance.
- I am fundraising for my UCI campus organization. Do I need to fill out the forms and have insurance?
- UCI students who will be participating in ZotCon’s Artist Alley only need to sign a ZotCon contract and pay a tabling fee. All profits must go toward the participant’s club organization. If you are profitting for personal reasons, you will be regarded as an Artist or Vendor and will have to fill out the Vendor forms and have insurance as well. Zotcon at UCI: Anime Convention Club will not be checking on where your profits are going but a school representative may or may not do so.
- Why do you require insurance this year? It was not required last year.
- Please understand that because we are an all-student campus organization based in UCI, we must follow all UCI rules and restrictions. This includes rules and restrictions when it comes to vendors. These rules can be found here: https://www.studentcenter.uci.edu/book-an-event/#vendors
- I am an artist, but the forms say ‘Vendor’. Do I still need to fill out the forms and have insurance?
- Yes! UCI considers anybody that is selling anything to be a vendor. All artists and vendors must fill out the necessary forms and have commercial general liability insurance that meets the necessary requirements.
- The only exception is for exhibitors who will not be selling and UCI artists that will be tabling for the purpose of fundraising for their UCI campus organization. All profit must go towards their UCI club. Please let us know if this applies to you.
- Where can I get a CA Seller’s Permit?
- How old do I have to be to be a participant at ZotCon’s Artist Alley?
- You have to be at least 18 years old. If you are a minor and would like your work to be sold at ZotCon, an adult that is over 18 years old will have to undergo the artist alley process, and you may accompany said adult as a helper. The name of said adult must be the same one that signs the necessary forms, provides insurance, pays the tabling fee, and must be present during the event.
Fees & Refunds
- Where should I send payment for my tabling fees?
- Please send all payments to: To be decided.
- Please include your name, tabling name, and amount of tables as a comment.
- If I am unable to be an artist anymore due to any reason, may my tabling fee be refunded?
- Artists are able to cancel their participation in ZotCon 2020 Artist Alley with full refund when made prior to ZotCon artist requirements deadline (April 19, 2020 by 11:59 pm). Any cancellation made past the requirement deadline will not be issued a refund.
- Note: We will not be able to refund insurance fees as we are not an insurance company ourselves. Any insurance refunds will have to be discussed with your respective insurance company.
Regulations
- Are there any regulations as to what I can sell as an artist/vendor?
- Merchandise sold by the artist must be original work and design of the artist or have been given explicit permissions to sell licensed products. Art theft will not be tolerated.
- The following may not be offered/sold: food, beverages, makeup products, soap, skin care products, face painting services, or hazardous items.
- Any cosplay props resembling weapons must first be approved by ZotCon for sale prior to the event (photos of the items in question must be sent to ZotCon with the artist forms before the deadline).
- Unlawful material, balloons, and any form of gambling are not permitted under any circumstances.
- Material that promotes prejudice, discrimination, and/or other offensive material is not permitted under any circumstances.
- In regards to adult material, all material that is inappropriate for minors must be covered and/or stored away. Customers must be of legal age (18) to view or purchase said material, and it is the responsibility of the artist to verify legal age (18) prior to allowing viewing/purchasing of said material.
- ZotCon may prohibit the sale of any item at any time.
Waitlist
- What should I do if I’m on the waitlist?
- If any current Artist Alley participants drop out, we will contact you via email.
- Look at the Artist Alley FAQ page and be aware of what is expected of you.
- When will the waiting list open and close?
- The waiting list will be open as soon as the Artist Alley sign up form is closed in mid-February.
- It will close around mid-March.
- Should I apply for Commercial General Liability insurance if I am still on the waitlist?
- We do not recommend it because in the event that there is no more room in our Artist Alley, we will not be able to refund any insurance fees ourselves. Any insurance refunds must be discussed with your respective insurance company. Please wait until you are accepted before applying for commercial general liability insurance if you do not have such insurance already.
Date and Location
- Where will the Artist Alley be located?
- It will be located in the UCI Student Center in Pacific Ballroom CD.
- When will the event be?
- The event will be on Sunday, May 17, 2020 from 10:30 am to 6:00 pm
- The venue will be open starting at 8:00 am. Consider coming early to have plenty of time for check-in and setup.
- The venue will close at 8:00 pm. Please finish cleaning up by this time.
Misc.
- Which kind of applications are typically accepted?
- We typically go on a first-come, first-serve basis. However, we will give priority to UCI students and those who can fill out the necessary forms and provide suitable insurance on time.
- How large are the tables? How many chairs are included?
- A full table is 6′ x 2′ and comes with skirting.
- 2 chairs per full table; half table option will be provided 1 chair
- May I have multiple tables?
- Yes so long as you pay for all tabling fees.
- Do I need to pay for a ZotCon ticket as well?
- No; simply check in with the staff on the day of the event to receive a wristband. The wristband will allow you to enjoy all facilities of the con.
- Admission is free for one helper. All additional helpers must purchase a ZotCon ticket. Tickets are free for UCI students and alumni and $5 for general admission.
- How many people are expected to be at ZotCon 2020?
- Based on last year’s attendance, we are expecting at least 1500 people!
- May I share a table with someone that I know?
- Yes; please indicate their name on the sign up form.
- Note: Both artists are required to fill out separate artist alley registration forms in a timely manner. It is still a first come first serve basis; this does not guarantee who you will be sharing a table with, but preference will be taken into account.
- Is the event of a political nature in any way?
- No.
- Will security be present for this event?
- Yes, campus security will be on site.
- Will there be alcohol at this event?
- No, there will not be alcohol at the venue.
- Will there be any amusement rides, inflatables, or tents at the event?
- No.
- Will there be food at this event?
- Besides the food that will be served in Maid Cafe, there will not be food at this event.
- We encourage you to eat at the UCI food courts or walk to University Town Center (UTC).
- Will artists, vendors, and exhibitors be given refreshments?
- Yes; we will provide snacks and bottles of water for free. These will be located behind the Zotcon table, or you may ask a staff member to bring you these refreshments.
Contact
Please contact our Artist alley team at the respective emails: Amanda Eijansantos at zotconartistalley1@gmail.com or Alfredo Pascua at zotconartistalley2@gmail.com