Your booth assignment is now posted on your Zapplication account and also on the Festival website - http://www.DowntownDenverArtsFestival.com
IMPORTANT: Please make sure you proofread your page on the website since that is the info that will be used in the program. We go to print in a couple of weeks so do not delay verifying the info. Also, if you have letters with your ZAPP booth number the codes are - E -Electricity and C- Corner (these codes are not on the DDAF website)
I have spent several days trying to honor all of the booth requests and I was able to honor over 90% of the requests.
PR INFO:
I have just hired a well respected PR firm in Denver. I need PR info from you. Any news about you and your work. Projects that you’ve done, gallery shows, corporate installations, etc.
Also, since it is the 15th Anniversary I would like to know if you have done it all 15 years. ALL FIRST TIME ARTISTS – please let me know who you are so we can use that in our promos.
SPONSORSHIP NEWS:
I am very excited to announce that we are partnering with Channel 4 (CBS) which will give us more exposure via TV commercials (we have 65 commercial slots reserved), live TV interviews and their websites. We have also partnered again this year with Entercom Radio as a sponsor. They own most of the largest radio stations in the Denver area: 99.5 The Mountain, 101.1 KOSI, 105.9 Alice and 1430 AM KEZW. We will have a huge promotional and advertising presence on all four stations.
We already have a ¼ page ad running in the Applause Magazine which is handed out at all of the performances at the Denver Performing Arts Complex. Between now and the festival 100,000 magazines will be distributed.
SALES TAX:
You will need to have a current Colorado State and a City and County of Denver Sales tax license. Both entities have Special Event permits so you don’t need to get the full blown license if you don’t need it. Tax rates will be in your packet when you arrive at the festival.
For the State of Colorado go to this link to get your Special Events license: http://tinyurl.com/crcopd6
For the City of Denver go to this link: http://tinyurl.com/bmhqf6m
Questions? Call Colorado – 303-866-3711 City of Denver – 720-913-9400
HOTEL DEALS:
I have obtained two deals at hotels near the show. The Curtis Hotel is right across the street and the Courtyard Marriott is a block away. Being downtown neither have parking included but I’m still working on parking.
The Curtis Hotel is $129 and you must reserve by April 23 (or until the block is taken). The link is: http://tinyurl.com/d29kuzr
The Marriott is $149 and you must reserve by May 1. The link is: http://tinyurl.com/clpx9vl
Again, if you need to review any of the emails that have been sent so far, I post them at this link: http://www.downtowndenverartfestival.com/artistsupdates.html
Please let me know if you have any questions and I am looking forward to a great festival this year.
Sincerely,
Jim DeLutes
Director
303-330-8237
http://www.DowntownDenverArtsFestival.com
PS – RENTALS = Just a quick note that we have individual tents available for rent. The rental fee is $150 and we will set up and take down the tent for you and supply weights for the canopy. I also have two sets of ProPanels available for rent. These would also be set up and taken down for you. Please let me know if you are interested in either of these items. The ProPanels have been rented out every year so if you are interested, make sure to reserve them soon.
APRIL 25
With four weeks to go things are starting to move quickly towards the festival. We are working on the TV commercials, radio spots, other promotional ideas and the programs are being printed this week. I'll cover more about promotions in a future email.
SET UP – I have heard from several of you about the set up schedule. I am still working on it since it takes a bit of planning to make it run smoothly. But do know that the scheduled set up will begin at 6AM but the ‘unofficial’ set up will start at 4AM for those artists who wish to join me at that time. You can beat the rush of vehicles and be able to be unloaded and out of the way by the time the regular set up begins. Let me know if you will be joining me at the crack of dawn.
PROMO PDF: I have attached a PDF file of our poster this year. You are encouraged to use this in email announcements that you are sending to your clients and friends. Also, use it on FB or any other online promotions you may be doing to let people know where you’re exhibiting.
REMINDER: The hotel deal at the Marriott is $149 and you must reserve by May 1. The link is: http://tinyurl.com/clpx9vl
I have heard from some artists that there a good deals online for hotels nearby. The best was on Priceline if you name your own price.
FACEBOOK: If you have not done so already, please 'Like' us on Facebook. We are currently featuring artists every other day. Please invite your FB friends to ‘Like’ us also.
http://www.facebook.com/DowntownDenverArtsFestival
OVERSIZED/ARTIST PARKING: Being in a downtown location makes it tough to find parking for large vehicles but I have secured a parking lot at the Pepsi Center for oversized (and any other artist vehicle) for the weekend. The parking will be free for the weekend and it is about 7 blocks away. I’ll have a map for you in a later email. The paid parking at the site will be at the Denver Performing Arts Complex garage (7 foot clearance) and the Convention Center parking (8’2” clearance). Although the clearance is higher at the Convention center, the ramp going up and down is a very tight spiral so longer vehicles and vehicles with trailers should not attempt it. Keep in mind that meters in Denver are free on Sunday so you can certainly use those on the last day of the show.
PARKING METERS: I have paid to have many of the meters around the event to be bagged to prevent parking so that we have those to use for set up and tear down. I am offering 20 of those meters for rent to artists to be able to park there during show hours for the weekend. The fee is $20 (if your vehicle will take two spots then it’s $40). This will be on a first come, first served basis.
We still have one set of ProPanels available to rent. Also, let me know if you need to rent a canopy so that I can reserve that for you.
I'm still looking for PR info about the artists so please send me anything that you may have. If you don't toot your horn, who will?
Again, to see copies of all emails that have gone out, please go to this link:
http://www.downtowndenverartsfestival.com/artistsupdates.html
Please let me know if you have any questions - 303-330-8237.
Sincerely,
Jim DeLutes
Director
MAY 10
Two weeks to go and I just want to touch base and give you a few important updates. Please read everything so that you do not add to stress of setting up because you didn’t read the instructions!
A reminder that there is a web page that has all of the letters that I have sent out so if you need to refer back to any letter you can go to this link:
http://www.downtowndenverartsfestival.com/artistsupdates.html
This is a hidden page on the site so you must keep this link to access the page in the future.
IMPORTANT INFO ON BOOTHS, SET UP SCHEDULE, ELECTRICITY, ETC.
I know this is a VERY lengthy email but it contains a lot of important info so please read everything (I know, I said that already but as a former art show artist I know how I didn’t read everything!)
CHECK IN:
Please pick up your check in envelope as soon as you park to unload so that you can put the large yellow pass on your windshield. This is mandatory (see Security below)
ELECTRICITY: If you paid for electricity please make sure you have a 3-prong, 100 ft. extension cord with you and a power strip. We’ll have power dropped in by mid day on Friday and will have staff going around to see if you have any questions.
BOOTH APPEARANCE: Although I have talked about this every year, it is worth discussing again. Booth appearance is important for a number of reasons. Your personal success will be influenced by how your booth looks. The public (and the press) judge the show in general not only by the best we have to offer, but also by the lowest denominator. Keep in mind that you will be judged at the show for a possible pre-acceptance into the 2014 Festival. Not only will your art be a deciding factor, but also the presentation of your booth (front and back). We have had problems in the past with how the storage looked behind the booths so I ask that you please be aware of your area.
LOAD IN FRIDAY MAY 24
First, none of the locations have the ability to drive up to the booth. We have worked hard to get 60 meters bagged plus close 2 lanes on both 13th and Champa. You will need to wheel your work in so a dolly is important. All load in locations shouldn’t be more than ½ block away from your booth. We will have volunteers to help with load in plus 4 golf carts, 2 with trailers to get everything to your booth as quickly as possible. I need everyone to unload and move your vehicle as quickly as possible. Your time for unloading is scheduled at 1 1/2 hour intervals. Please be considerate of your fellow artists and adhere to this time frame. If you need to move your vehicle and you’re by yourself grab a volunteer and have them watch your stuff until you return.
SET-UP: We will have the street closed before 4AM on Friday, May 24 so if you want to come early and set up at that time, you will avoid the crowds. If you do come early you will need to move your vehicle by 6AM (unless that is your scheduled time). (This is also really smart to get in early before the streets get jammed) I need you to contact me if you are willing to show up between 4 and 6 AM to do that. (I’m actually on site at 3:30AM if you are as crazy as me, show up then!) If you have an oversized vehicle or trailer please call me to discuss options. Otherwise, the set up schedule will be as follows:
____________________________________________________
SCHEDULES:
BOOTHS 1-10
Starting any time after 4AM. The ideal scenario for you is if your vehicle is under 7 foot clearance you can enter the Denver Performing Arts Complex garage (either on Arapahoe or 13th). You will need to pay for parking there but if you can park on the 3rd level close to the west end you will be right by your booth. Otherwise, you can take the elevators down to the 3rd level. Since this garage is used by a lot of workers in downtown getting in early would be wise. If you do not fit in the garage there are 10 meters bagged on 14th Street between Arapahoe and Champa. You can unload and wheel into the galleria from there. IF YOU USE THE METERS YOU MUST MOVE YOUR VEHICLE AFTER YOU HAVE UNLOADED.
BOOTHS 11-23
You have the same instructions as mentioned above for Booths 1-10 but you may also use the bagged meters on both Arapahoe (4 of them by Speer) and 13th Street (there are 16 meters in the dead end cul-de-sac). You can load in from here anytime before 6AM as long as you move out by 6 for the scheduled load in artists. Otherwise your schedule is: ODD NUMBER BOOTHS – 6AM and out by 7:30AM. EVEN NUMBER BOOTHS 7:30AM and out by 9AM
BOOTHS 24-36
You have the same instructions as mentioned above for Booths 1-10 but you may also use the bagged meters on both Arapahoe (4 of them by Speer) and 13th Street (there are 16 meters in the dead end cul-de-sac). You can load in from here anytime before 6AM as long as you move out by 6AM for the scheduled load in artists. Otherwise your schedule is: ODD NUMBER BOOTHS – 6AM and out by 7:30AM. EVEN NUMBER BOOTHS 7:30AM and out by 9AM
BOOTHS 39 – 65
(If you are able to come before 6AM there is a different location to load in from that is closer. Please contact me about this availability.) You will use the bagged meters on both Arapahoe (4 of them by Speer) and 13th Street (there are 16 meters in the dead end cul-de-sac). You can load in from here anytime before 6AM as long as you move out by 6AM for the scheduled load in artists. Otherwise your schedule is: 9AM and out by 10:30AM
BOOTHS 66 – 96
You will park your vehicles on Champa Street at the curb by the park and also in the closed lane. Please park by the cones in the closed lane so that there is a lane empty between you and the vehicles parked at the curb. This should allow space for people to pull out when done. If these areas are full you can park at the meters along Champa and there is also a lane closed on 13th Street at the corner of Champa where you can park to unload. Your time to come in is 7:30AM and out by 9AM.
BOOTHS 97 – 128
You will park your vehicles on Champa Street at the curb by the park and also in the closed lane. Please park by the cones in the closed lane so that there is a lane empty between you and the vehicles parked at the curb. This should allow space for people to pull out when done. If these areas are full you can park at the meters along Champa and there is also a lane closed on 13th Street at the corner of Champa where you can park to unload. Your time to come in is 9AM and out by 10:30AM.
BOOTHS 129 – 159
You will park your vehicles on Champa Street at the curb by the park and also in the closed lane. Please park by the cones in the closed lane so that there is a lane empty between you and the vehicles parked at the curb. This should allow space for people to pull out when done. If these areas are full you can park at the meters along Champa and there is also a lane closed on 13th Street at the corner of Champa where you can park to unload. Your time to come in is 6AM and out by 7:30AM.
___________________________________________________
**All of this looks good on paper but I know we will have a few glitches. Please be patient as we address these as they arise. As many of you who know me, if parts of this aren’t working we may make adjustments immediately so please be flexible and I’ll do the same.
ALL ARTISTS: Your load in time is the earliest you can get into the site. You can come later but you may have to wait for an opening.
Please put your yellow windshield sign (in your check in packets) on your dashboard so we can locate you if we need contact you for any reason about your vehicle. (See Security issues)
STAKES:
After being told for months that we could not stake into the field, I just kept asking different people up the food chain until someone answered me with the right answer – yes, we can stake the tents. BUT, you do need to use pet spiral leash stakes. Since these are screwed into the ground by hand it is easier to know when you hit something (sprinkler line) and can change locations of the stake. If you’re not sure what they are go to this link: - http://www.petco.com/product/6001/Petco-Spiral-Tie-Out-Stakes.aspx?CoreCat=FamilyCrossSell
SECURITY:
This topic usually only covers how we will guard your booths overnight but with the recent events in Boston there is additional demands put on me by the City and other agencies.
First let me cover the ‘usual’ security. We will have security patrolling the area during the hours that the show is closed. We will also have 3 light towers brought in that will light up the field overnight. There will be 350 feet of 6 foot fencing that will be behind the booths that border Champ and Speer. This will also secure the backs of those booths during the day from people walking by. I would recommend that with any show it’s best if you secure your booth at night by putting cable ties on the zippers, covering your work, etc.
The other security will be handled with little to no impact to the festival goers’ experience. We will have Denver police on staff plus EMT’s and our staff will be more aware as they walk the grounds. I would ask 3 favors from you. First, the minute you check in please put the large yellow pass on your dashboard and leave it there for the duration of the show (no matter where you park). Also, please do not leave boxes, bags or back packs laying out of your booth or your van if you are not present. The last request is if you see something out of place or a box or back pack just sitting without its owner nearby, please contact us (you will be given multiple phone numbers to call the staff in a future email.)
PARKING:
For those who paid for the meters around the festival, you may not park there until after 2 on Friday. We need those open for set up. When you do park there you will need the special meter parking pass that will be in your check in envelope.
For those needing parking you can find locations around the Denver Performing Arts Complex at this link: http://www.artscomplex.com/DirectionsParking/tabid/59/Default.aspx
Info about parking at the Convention Center (which is right across the street) is at this link:
http://denverconvention.com/attend-an-event/parking
WARNING! – If you park in the DPAC parking garage, do NOT leave your vehicle overnight unless you want to pay a hefty fee. I believe the convention center has 24 hour rates available. Remember that meters are free later in the evening until morning ( I believe it’s 10PM – 6AM but read the meters.) Also, on Sunday the meters are free all day (except the ones bagged for the show).
OVER SIZED VEHICLES: I have secured a closer parking lot at the Pepsi Center for over sized vehicles or anyone who doesn’t mind parking 4 blocks away. This lot is free but I ask that you do not take up more spaces than you need since on Friday they have paid patrons in there. Also, if you are thinking of sleeping in your vehicle you need to contact me.
I still have one set of ProPanels for rent. Also, I will be doing booth shots over the weekend for anyone who is interested.
Everything is going very well and coming together for the festival. The posters and rack cards have been distributed throughout Denver, our print ads have begun and the PR program is in full gear for the festival week. I will send a more detailed list of all the ads and promos that will be done. This year will be more than any other year.
Please help get the word out about the festival to your local clientele. This festival is for all of us and the more we promote it, the more successful we all will be. If you need any online promo pieces from me, let me know.
As always, thanks for your support of the festival this year. It should be an exciting event for everyone. Please contact me with any questions or suggestions. 303-330-8237.
Make sure you ‘Like’ the FB page so that we are all helping with the promotion of the show: https://www.facebook.com/DowntownDenverArtsFestival
Sincerely,
Jim DeLutes
Director
MAY 19
Since some of you don’t like my long emails (full of important info) here is an email you can skip if you want to. The only thing covered in this email is some of what we are doing to promote the show. The next email will have important stuff that you need to read….
So that you know what advertising and promotions are being done to help you have a successful show here is some of what we've been doing:
Our 60+ commercials are running on CBS4 plus 140 commercials on our 4 radio stations. There are 10 pieces of art on display at the Café at the Denver Performing Arts Complex plus we have 4 sculptures installed in the lobbies of both the Buell Theatre and Boettcher Concert Hall. We have images on 7 large digital billboards on the 16th Street Mall, Convention Center and Denver Performing Arts Complex. Posters have been distributed and 15,000 rack cards are on display around downtown and we have a team out twice a day for the 2 weeks leading up to the show on the 16th Street Mall handing out the cards. The 130,000 programs are inserted in selected zip codes in both the Denver Post and Westword. I was on Channel 4’s Morning news show today promoting the show. I will be doing an on air interview Friday morning withKOA radio. I was interviewed for an article in Westword that is currently on the stands. We have a 1/4 page advertisement in APPLAUSE Magazine which is handed out to every patron at the theatres for the past 2 months and has a 100,000 distribution. We are listed in the calendars of 5280 Magazine, Denver Post, EnCompass magazine and many other publications. We had 3000 inserts in the programs for the Colorado Symphony two weeks ago plus Opera Colorado has put a large ad in the last 2 Sunday Denver Posts inviting people to the festival. We had articles in 2 online newsletters put out by both the City of Denver and the arts organization called Confluence. We have 2 mass emails going out to every employees of the City and County of Denver inviting them to the festival. We have had 4 ads and 2 articles in The Villager newspaper. This is a paid subscriber paper that serves Cherry Creek, Cherry Hills and other affluent suburbs. We have a 30 foot and 2 ten foot banners currently hanging in the Galleria. In both the Friday’s and today’s edition of the Denver Post we were mentioned on the front page of the Arts & Culture section. We have ads in both the Best of Denver and Now Showing editions put out by Westword. Mass emails are going out through several channels reaching at least 200,000 people who are looking for things to do in Denver. We are on many website calendars (to see how many, Google ‘Downtown Denver Arts Festival’). We have Twitter and text messaging going out also. Plus the promotions through our Facebook page. I have hired a professional videography company to create videos of the festival. They are working with my PR company to distribute what they film on Friday evening to all of the TV networks in Denver to see if we can’t get those played over the weekend.
All told we have well over $130,000 in promotion happening. Please understand that our advertising is very targeted towards upper income neighborhoods and demographics so to help bring a quality crowd to the show.
Please make sure you do your part to drive your customers there also. Please email or post on Facebook or post on your website. If you haven’t yet, please ‘LIKE’ the festival on Facebook and then ‘SHARE’ some of the posts that we are putting up everyday. (https://www.facebook.com/DowntownDenverArtsFestival)
There is a copy of the poster that I sent in a previous email to attach to emails, etc. Let me know if you need anything else.
There is more that we’ve done but I figured this much should hold you. We are still waiting for potential TV coverage as the weekend gets closer. Don’t forget we have 14 performances at the theatres, 5 graduations and 100,000 vehicles drive by that location daily!
Hope this helps you feel that I take very seriously the job of promoting the event so that you can have a successful weekend. If I could pay someone to give us great weather, I would do that too!
Sincerely,
Jim DeLutes
Director
Downtown Denver Arts Festival
303-330-8237
MAY 21
We are now just days away. The following information is important so please read all of it so that you are ready to go when you arrive on Friday.
WEATHER: The current forecast looks great! The 3 days of the show should be between 82 and 87 with no chance of rain. For those out of state artists that haven’t been to Colorado before keep in mind that we run about 15-20% humidity so make sure you have a lot of water to drink through the weekend. Luckily I can tell you to bring sunscreen instead of umbrellas and raincoats!
CHECK IN: The check in table will be at the Info booth at the top of the stairs in the Galleria by Boettcher Hall. It will be open at 6AM on Friday.
VOLUNTEERS: We will have volunteers starting at 6AM to help you unload and move your work to your space. We will have 4 golf carts for that same purpose. Please use this help so that your vehicle can be emptied quickly and you can move out to make room for other artists. DO NOT use the volunteers to help you set up. We need them to be available to help other artists unload and try to make the load in go as smoothly as possible.
We will also have volunteers to watch your booth during the event so you can take breaks but please do not take more than your allotted time since these volunteers are on a tight schedule to make sure all artists have a break.
PARKING: During set up and again at tear down on Sunday, you can use all of the bagged meter locations plus the lanes that are closed on Champa and 13th Street to park to load your work. All vehicles need to be moved immediately after you have unloaded to that other artists can get in and unload also.
Those of you who paid for a meter all weekend can park at them after 2PM on Friday. Your permit will be attached to the outside of your check in envelope. If you have a YELLOW permit you can park at any meters on Champa or 14th Street. If your permit is white you will park at the meters in the cul de sac on 13th at Arapahoe. These meters are NOT specifically assigned so you can take whatever meter is available when you arrive at the show in the morning.
OVERSIZE PARKING: I have secured the ‘Tundra’ lot at the Pepsi Center. You will reach this by driving north on Speer Blvd a few blocks and turn left on Chopper (Chopper is the name on the left, if you turn right it’s Wewatta) The first lot on your left is Tundra. Please take only the space needed for you vehicle since there are paid customers parking there on Friday. If you are parking an RV and plan on staying in the vehicle overnight, please stay contained in the vehicle (no animals, chairs, etc. outside of the vehicle). Please stay quiet since they do not usually allow people to stay there overnight but will look the other way as long as you respect these rules. You will need to stop at the gate on the way in and tell the attendant that you are with the Downtown Denver Arts Festival.
BOOTHS: I have tried to give as much space as I can behind the booths for storage. The booths in the Galleria area will have minimum space since we can’t block the walkways. The booths in the field that are back-to-back with other booths will have 5 feet that you will share with your neighbor behind you.
BOOTH SHOTS: I already have several artists wanting booth shots taken so if you are interested let me know on Friday. We usually do shots before the show on Saturday morning and Sunday morning. Please let me know if you are interested in employing my services.
ART SELLING SUPPORT ITEMS:
ATMS: We are having several temporary ATM machines installed around the festival so your customers don’t have to walk far to get some cash to spend with you.
ART CHECK: One of the issues we had as artists when we did the festival here years ago was potential customers saying they couldn’t buy since they were heading into the theaters for a show and it wouldn’t be over until after the festival was closed. I have made arrangements with the Coat Check folks in all of the theaters to take and hold the art for the clients during the show. Just bag the art, give it to the customer and when they go to the theater they can just check it in at Coat Check, get their ticket and pick it up after the show. This helps remove that excuse from your customers and hopefully help you close the sale easier.
FOOD DEALS: I have acquired a few deals for you on food and coffee, etc. In your packet are two $2.00 Off coupons for Sams Diner (1 block away at 15th and Curtis). They have good food in a diner setting. They open at 7 for breakfast. I also have a 10% discount at both the BackStage Café (at the entrance to Galleria on 14th St) and also the Corner Office restaurant in the Curtis Hotel. Both of these will discount if you have your artist name tag on. You may need to remind them.
PETS: Please do not bring your pets to the show. Thank you.
SECURITY: We will have security officers patrolling the show from 8PM to 7AM both Friday and Saturday nights. We will also have 3 light towers in the field to light it up at night. Please be smart and secure your tent at night. Cable ties on the zippers is always a good idea.
SPONSORS: As always, we have sponsors this year and thanks to them we are able to afford more ads and promotions. That said, I do want to hear from any of you who feel that their booth or crew are interfering with your ability to talk to clients. Please do not deal with them directly but rather call me and it will be handled. Although we need the sponsors to run the event, I have been clear with them that this is an arts event and they must be respectful of your ability to do business. All of my phone numbers will be in the check-in packet so you can easily get a hold of me or my staff.
PHONE NUMBERS: If you need to contact the staff you can call me at either 303-330-8237 or 303-517-1964. My assistant Sarah at 303-408-4269 or for a volunteer issue call Laura at 303-678-3041. These numbers will be in your packet.
There is a lot of excitement surrounding the festival this year and I know many of you are looking forward to this coming weekend. Make sure you get invites out to all of your local clients. Here’s a link to the Denver News where we have the front cover and a story on page 14: http://signatureflip.com/denvernews/lodo/Current.Pub/index.html#1
I have tried to cover everything to make sure the festival runs smoothly but being our first year at this location there will be glitches. All I ask is for you to be patient as we settle into our new home. Thanks.
Sincerely,
Jim DeLutes
Director
303-330-8237
PS - Some of you have already applied to my other show in August, the Affordable Arts Festival and others have had questions about it. The deadline is May 30 (on ZAPP) and any of you who apply will be Jury Exempt (as long as we have booths left)
For more info listen to the audio at this link:
http://www.affordableartsfestival.com/festivalfaq.html
