Gathering of the Guilds Registration Info

April 28-30 2023, Oregon Convention Center, Portland

Read the rules below, you must be logged-in if you wish to register and buy a booth.
If you’ve read the rules and just now logged-in again you can jump down to the actual application steps

l) You must be a current member of the Guild to apply. If you are not a current member Join and pay before applying to the show. You need to be a member AND log-in to get this webpage to display the links to the artist registration form and booth purchase.

After March 15th, if booths are still available, there will be an additional $50 late registration fee added to the cost of your booth.

2) All the work in your booth should be your own design and primarily produced by you. Work you design but on which you do not do the further hands-on production is not acceptable.

3) All displayed merchandise must be glass art or glass art accessories. Accessories can be sold, but not displayed alone in the artist’s booth. Examples of accessories are stands, light kits, frames, and hangers.

4) Artists may display brochures for the places they teach, but preferably not in the most conspicuous part of their booth. Artists may hang signs within their space to advertise the artist and their work. The signs cannot advertise another entity such as a gallery which sells their work or a location where they teach. Remember, the goal of this show is to feature you, the artist, and your work!

5) No booth may display an image that contains a copyrighted image or copyrighted material unless the artist has documented permission available at the show.

6) We do not exclude artwork merely because some may find it controversial: see the PDF for the full statement on censorship. However, you are responsible for displaying your work in a way that it will not physically harm visitors: see Booth Materials and safety below.

7) The artist must be present in their booth essentially all the time unless they are part of a shared booth* or the group booth. In these cases the time can be broken into shifts where the artist is present in proportion to their share of the space. Booth sitters may be available to give you short breaks or you may call upon family and friends. No commercial representatives or agents are allowed. All exhibiting artists and assistants must wear name badges while on Oregon Convention Center property. You can get these at the PNWGG information table.

*Only 10×10 and 5×10 booths can be shared and only with 1 additional person (petition for exception with the form at the bottom of this page). Consider buying a space in the Group Booth if you want to be part of a multi-artist area and share work shifts.

BOOTH FEES

The cost of producing the show is rising dramatically. We are trying to keep booth fees as low as possible and still cover our costs.

All booths include electricity (500 watts) and off-white pipe and drape. The back drapes will be 8′ high and the side walls will be 3′ high. ONLY the group booth will have tables and lights. All other vendors will need to supply their own tables, chairs, lights etc..(last year renting an 8’ table through the furniture supply company was $50 but at this time we have not seen a price list so the price may be a bit more than last year).

** The Group Booth requires a minimum of 10 participating artists. These spaces are shared tables – each artist gets one half of a 6’ table. Your display can go vertically but can not be attached to the back wall. The Guild provides lights, tables, wrapping materials, and a few chairs. Artists share the time covering the booth and taking care of sales so you don’t have to be there the whole time. All sales are taken on a common terminal through Square. You will be mailed a check after the show with the Square processing fee and your commission fee deducted. If you are interested in this, we recommend getting your application for the group booth in as early as possible.

GALLERY AREA

The Gathering of the Guilds has a Gallery area for each artist with a booth to display 1 additional special piece on a first-come-first served basis. Purchasers will be directed to your booth to buy the piece. Sales from this area are made by the artist at their booth under the same commission as everything else in their booth. Check the relevant box on the artist registration form (step 3 of application process below) and fill out the additional Gallery form. Then deliver your piece and signed release form (page 3 of PDF) to the GotG Gallery area no later than 6pm Wednesday April 26th. If you do not have a booth please see Individual Artists’ Spotlight area information below.

SPOTLIGHT AREA

Artwork display for non-booth members: If you cannot make the commitment to be at the show for a group or regular booth you can still have artwork displayed (some of you know this as “pedestal” display from the OGG years). PNWGG members who want to participate by bringing up to three pieces for visitors to purchase at the show can see the Spotlight PDF for more info.

Before April 17th fill out the on-line Spotlight application and pay the fee of $100 dollars
(log in and click Spotlight fee $100 to pay.
You must fill out the on-line Spotlight application at the same time so we have a place to record your fee payment).
You can ignore the “How to apply section at the bottom of this page”.

Print and bring the Spotlight PDF with your artwork by 6pm Thursday April 27 to the PNWGG Information table (there is a volunteer willing to transport your work from a drop off point in Seattle to and from the show). You will be charged a 25% commission on any sales (no discount for volunteering). All sales are taken on the PNWGG terminal through Square. You will be mailed a check after the show with the Square processing fee and your commission fee deducted.

If you piece(s) doesn’t sell you will need to pick it up between 4pm and 5pm on Sunday April 30th or make special arrangements with Lesley Kelly.

COMMISSION

There is a commission charged on gross sales at the end of the show. This applies to all financial transactions at the show. Volunteer hours at the show can reduce your commission in most cases (yes, this volunteering can be done by your spouse or friend: they need to note that their hours are to be applied to your booth when they fill out the volunteer form).

Vendors not doing volunteer work and anyone in the Spotlight area: 25%
Vendors working 1-4 hours: 20%
Vendors working 5-11 hours: 18%
Vendors working 12 or more hours: 12%
Show Coordinators: 8%

Fill out the volunteer form. The volunteer coordinator will contact you shortly. If you don’t hear from someone or have further questions, the form at the bottom of the page will route your question to the correct person. It is each vendor’s responsibility to arrange their volunteer hours with the volunteer coordinator before April 10, 2022 or they will be subject to the full 25% commission.

Many, many thanks to the members who have already volunteered to the coordinator positions: Carlyne Lynch for volunteering to be the Show Publicity and Social Media Coordinator and to help Greta Schneider who will be the Volunteer Coordinator for the show, and to Lyn Kennison and Rose McBride for volunteering to be the GOTG Overall Coordinators for the Gallery and the Set Up and Breakdown of the Gallery and to Terry Thomas who is coordinating the Charity table.

BOOTH MATERIALS and SAFETY

The Fire Marshal requires that booths contain only non-flammable or appropriately fireproofed materials. They are very strict about this. See the PDF for DIY fireproofing. Each vendor is responsible for customer safety in their booth. Booths must be stable and not overhang the aisles. Duct tape is not to be used to tape anything to any part of the Oregon convention center. Sign out the roll of Gaffer Tape from the load-in table to tape down your electric cords etc.

Outdoor canopy frames are not considered compatible with the look of the event but if your display requires one, please petition for an exception using the form at the bottom of this page or when you apply for your booth.

BOOTH ASSIGNMENT

Acceptance to the show and the assignment of booths are, for the most part, on a first paid basis. We will do our best to accommodate everyone’s request for booth preference but are limited by our space constraints. Artists will be placed based upon the order in which their completed application and payment are received.

LOAD IN & LOAD OUT

Location: Oregon Convention Center Exhibit Hall A 777 NE Martin Luther King Jr. Blvd. Portland OR
Artists will be assigned a time Wednesday April 26th or Thursday April 27th. Specify your preference on the application form. No one is to load-out before 4pm Sunday April 30th and you need to be finished by 8pm See the PDF for more detailed info on OCC access and load-in/out.

PARKING

Parking is generally available in the OCC parking lot or in any number of parking lots around the OCC. The number of lots will be reduced in 2023 due to construction at OCC. There are also metered spots on the streets in the area. Go to www.oregoncc.org  for OCC directions and maps if needed. 

REFUND POLICY

Cancellations must be received in writing no later than March 15^th to qualify for a full refund. From March 15th to March 30^th, applicants may cancel in writing and receive a 50% refund. After March 30^th, no refunds will be given.

If the show is cancelled for any reason beyond the control of PNWGG, the Committee shall determine and refund to the artist their appropriate share of the aggregate booth fee remaining after deducting for reasonable expenses incurred by PNWGG.

---

HOW TO APPLY

1) Read the rules above and the details of OCC regulations and load-in/out in the PDF
You will be asked to agree to these rules as part of filling out the form.

2) Login to be sure your membership is current or Join and pay for membership

You must be a current member at the time of application as well as at the time of the event to show your glass work in this event. You can see your renewal date in For Members>My Account>subscriptions tab after you log-in. If your membership has already expired, you will be prompted to renew. If it will lapse soon, renew now to save forgetting and losing your preferred space.

If you are not yet a member push “join” from the top menu. The $45 annual membership fee gets you many other benefits too. We recommend paying by credit card so you don’t need to wait a couple of weeks while we process your check before you can apply to the show and pay for your booth.

3) Fill in the Artist Registration form (you must log-in to see the form link)

You must be logged-in to see the form link:

*Members, log in to view this info.*

4) Pay your booth fee (you must log-in to see the links to booths)

After March 15th, if booths are still available, there will be a $50 late registration fee added to the price.

You may only purchase 1 booth of any type without petitioning for an exception (use the form at the bottom of this page or in a note on your registration). Booths may not be re-sold or transferred. See refund policy above.

If you are sharing a 10×10 or 5×10 please coordinate with your partner so one, and only one, of you pays for it.

You must login to see the booth choices and buy a booth

*Members, log in to view this info.* *Members, log in to view this info.*

5) Put some images of your work in the Members’ Gallery if you have not already done so. (Instructions) This isn’t actually required but we strongly encourage this extra publicity.

Artists who purchase their booth before January 30th should send no more than 4 images as soon as you sign up to Lesley Kelly at lesley.kelly@pnwglassguild.org for the show media campaign. This may get your images into the GOTG Organization’s massive advertising campaign.

6) Volunteer (it will decrease the % commission you owe) by filling out the volunteer form. It is your responsibility to confirm your volunteer slot with the volunteer coordinator by April 10th. You must also get your cash out sheet initialed by the Volunteer coordinator at the close of the show to claim a decreased commission %.

7) You will get an email about a week before the show with your booth assignment, load-in assignment etc. (look in your spam folder if you don’t see it by April 18th) Please read it. Print and sign the relevant release forms. Bring them with you when you come to pick up your badge during load-in.
We look forward to seeing you!

---

If you have questions, please use this form to contact the GOTG Team: