Quail Hollow Events is thrilled that our Woodstock-New Paltz Art & Crafts Fairs were again voted in the top 20 shows nationwide in Sunshine Artist 2022 200 Best Issue & ranked on the 2010-2020 Best Of List. The second annual Handcrafted Octoberfest at Rhinebeck also made the list for the second year in a row!
Exhibitors, read on to access all necessary information for applying (application process, booth fees, advertising, standards and eligibility, etc.). You may also download the 2023 brochure below:
Gallery of Visitors
Quail Hollow Events Festivals
For information on advertising, spaces and displays, security, complimentary on-site camping, etc., please download the 2023 schedule/brochure (DOWNLOADABLE BROCHURE), or read on.
All three shows are open to applicants in all art and crafts media. Work must be original in both design and execution. The following categories are not acceptable and applications in these areas will not be considered: objects made from commercially sold kits or plants, dried or plastic flower arrangements, imports of any kind, objects produced from commercially manufactured molds and embellished objects.
All work displayed must be for sale with the artist or craftsperson in attendance. The fairs are designed for exhibitors selling their own work and the presence of agents or vendors in lieu of the artist is not acceptable.
■ SPACES AND DISPLAYS
All spaces are arranged to give exhibitors equal access to the visiting public. Applicants may request a maximum of two spaces, and a space-and-a-half is available for all shows. If accepted, each exhibitor must have his or her own full-size booth and there will be no sharing of spaces (unless specific arrangements have been made).
All display materials must be provided by exhibitors. Exhibitors should create a stand-alone store experience for visitors, and booths should be separated via tent walls, pipe/drape, wall panels, etc. Tables should be covered on all sides, and storage boxes must be out of sight. A full backdrop is recommended. Pipe and drape rentals are available (limited quantities).
■ APPLY ONLINE
* Fill out application form and upload images HERE.
A $20 APPLICATION PROCESSING FEE IS REQUIRED WITH EACH APPLICATION
The $20 fee can be paid online via paypal (link available on application form) or a check can be sent to Quail Hollow Events, PO Box 825, Woodstock, NY 12498. There is one application fee for ALL three shows (no need to pay the fee multiple times if applying to more than one event). Late applications may be welcomed in certain media categories, with an increased application fee.
If you have already applied, or plan on doing so, you can pay the application fee by clicking on the “Pay” button below:
Applicants must submit four current color images of your work and one color image of your booth or display. The booth image should be a full frame, head-on shot without anyone present in the booth. If a booth shot is not available, please include a detailed description of your display. If applying in multiple media categories, please submit a separate set of five images for each category; only work in the accepted medium may be eligible for display. In certain cases, mixed media artists may sell and exhibit work in multiple categories, but representations of all work to be sold must be included in original application images. *If you intend to exhibit jewelry in your display, you must submit images of this work.
■ MAKERS OF SPECIALTY FOODS & HEALTHCARE PRODUCTS
This exhibit is limited to producers of foods, beverages and healthcare products for “take home” use. Tasting, sampling, and demonstrations are, of course, encouraged, but the sale of finished food items for immediate consumption is prohibited. EXAMPLE: A producer of salsa and chips may sell jars or cans of salsa for take home use, but may not sell plates of salsa and chips for “on the grounds” eating.
A certificate of insurance, current for show dates, must also be sent with your application. Please scan this and upload it as an image on your application.
■ EXHIBITOR IMAGES
If accepted, Quail Hollow Events may use your imagery on our website, social media, and online or print advertising. Please contact us if this is an issue.
Electricity is available in the tents and buildings at all our shows (it is not available for outside booths except in limited spaces at the Rhinebeck show and along the Libertyville Road fence at the New Paltz shows) and is limited to 300 watts per booth space. If you need electricity for your booth, make sure you check it on your application form. There may be a $25.00 service charge in addition to the regular charge to get an electric hookup during set-up or fair hours.
Publicity for each of our shows will include digital marketing, social media, radio, high-traffic billboards and print media — all advertising is primarily concentrated within four weeks of the events. *It is essential that your website and email address be included on your application. We now have many links with tourism and exhibitor sites and hope to include you as part of our online campaign.
■ FEES
Exhibitors participating in ALL THREE events will get a $100 discount IF payment for the Spring show arrives by 3/1/23, and payment for the Fall and Octoberfest shows are received by 5/1/23 (the Octoberfest check may be post-dated for 6/1/23). The discount will be applied to the two fall events.
Quail Hollow Events has raised booth fees modestly for the New Paltz shows. Our rates have remained unchanged for over a decade, and while we resisted this eventual and inevitable increase during the pandemic, inflation now necessitates this slight change (6%). This will allow us to maintain and broaden our extensive advertising efforts in the wake of increased venue and rental fees. See fee charts to the right.
Furniture artists will include all categories of furniture making [not limited to wood]. Architectural crafts may include custom door makers, window and stained glass artists, lamp-makers, creators of custom kitchens and “built-ins,” custom masonry workers, makers of hand-crafted fixtures for the home [tiles, ceramic sinks, etc.] and all other aspects of both residential and commercial architectural crafts. General contractors, specializing in custom design and construction are also invited to apply.
Applicants must meet the same eligibility standards as other juried exhibitors and should check the appropriate box on the application form.
■ LANDSCAPE ARTS (Spring Show Only)
A separate area of the Fairgrounds will be dedicated to craftspeople in LANDSCAPE ARTS. Media may include outdoor sculptures, garden furniture, large-scale mobiles, trellises, custom masonry builders, landscape architects, bent-wood vine constructions and other work related to handcrafted landscape arts. Exhibitors interested in this feature may submit photos and other promotional materials. Select LANDSCAPE ARTS on application form.
Note: The Landscape Arts Area is featured in the WSNP shows only.
■ DEMONSTRATIONS
Quail Hollow Events will provide a separate area and, in most cases, an oversized space for demonstrating exhibitors. Artists wishing to demonstrate should select the appropriate box on their application. If you require special arrangements for your demonstration, please contact our office. Demonstration spaces are oversized to accommodate both your display and demonstration. If you are granted an oversized demonstration space, please be prepared to demonstrate throughout the event, when time allows, in between customers.
Security will be on site for all hours between set-up and breakdown. Exhibitors may remain set up at night, though the organizers assume no responsibility for theft, damage or loss of an exhibitor’s wares or display materials.
In 2023, we will continue a flexible booth sitter program. Exhibitors can pre-arrange scheduled booth sitters (for a daily lunch break, for example) or call for immediate booth sitting via cell phone. A booth sitter phone number will be provided at registration.
■ SALES TAX
New York State tax laws mandate that all exhibitors (both in-state and out of state) have a current New York State sale/use tax certificate prior to the setting up at the show. This certificate must be displayed on the front of your booth. A sales tax number can be obtained online at www.tax.ny.gov/bus/st/register.htm. Allow 20 days prior to show to get your certificate. You may also register by mail by calling (518) 485-2889. Allow 3 weeks to receive your forms and another 3 weeks to get your certificate.
Sales of eligible clothing and footwear costing less than $110 in Ulster County are subject to a local tax of 4%. The sales tax rate for all other merchandise is 8%. Sales of eligible clothing and footwear costing less than $110 in Dutchess County are fully exempt from all state and local sales and use tax. The sales tax rate for all other merchandise is 8.125%.
Accepted exhibitors will be sent a list of hotels, motels, inns, restaurants and camping facilities in the area. Artists and craftspeople will be allowed to camp in campers or tents on the grounds for the New Paltz shows. Dry camping in campers is available at the Rhinebeck show (no utilities are available at Rhinebeck, though several RV and camping retreats are nearby).
■ CAMPING
A separate area of the Ulster County Fairgrounds is available for exhibitor camping. Artists and craftspeople will be allowed to camp in campers, cars or tents on the grounds at the New Paltz shows. Showers and utilities are available. Only dry RV camping is available at the Rhinebeck show. An RV park with utilities is nearby.
■ WIFI
There is WiFi at the Ulster County Fairgrounds, but the Dutchess County Fairgrounds are less reliable. Please be prepared to utilize cellular data when necessary.
The deadline for all shows is February 1, 2023. All notifications of acceptance, waiting list and rejection will be emailed after February 15th, 2023.
SHOW:PAYMENT DUE:
WNP SPRING SHOW: March 1, 2023
WNP FALL SHOW: May 1, 2023
OCTOBERFEST: June 1, 2023
■ BOOTH FEES: WOODSTOCK-NEW PALTZ ART & CRAFTS FAIRS
FINE ART & CRAFT EXHIBITORS
|
Woodstock-New Paltz: |
Booth Size |
Fee |
|
GROUP TENT SPACE |
10’X10’ |
$557 |
|
1.5 GROUP TENT SPACE |
15’X10’ |
$835 |
|
GROUP TENT SPACE, CORNER |
10’X10’ |
$610 |
|
DFAC GROUP TENT |
15’X10’ |
$557 |
|
LANDSCAPE ARTS AREA |
15’X10’ |
$520 |
|
OUTDOOR SPACE |
12’X14’ |
$520 |
|
1.5 OUTDOOR SPACE |
18’X14’ |
$780 |
|
ELECTRICITY |
$65 |
■ BOOTH FEES: WOODSTOCK-NEW PALTZ ART & CRAFTS FAIRS
HANDCRAFTED SPECIALTIES EXHIBITORS
|
Woodstock-New Paltz: |
Booth Size |
Fee |
|
INDOOR BOOTH SPACE |
12’X10’ |
$376 |
|
INDOOR BOOTH SPACE, CORNER |
12’X10’ |
$429 |
|
DOUBLE BOOTH SPACE, INDOOR |
24’X10’ |
$750 |
|
DISTILLERY/WINERY ROW |
10’X10’ |
$376 |
|
ELECTRICITY |
$55 |
■ BOOTH FEES: HANDCRAFTED OCTOBERFEST
FINE ART & CRAFT EXHIBITORS
|
Handcrafted Octoberfest: |
Booth Size |
Fee |
|
INDOOR SPACE |
10’X10’ |
$525 |
|
1.5 INDOOR SPACE |
15’X10’ |
$788 |
|
INDOOR SPACE, CORNER |
10’X10’ |
$575 |
|
DEMO AREA |
15’X10’ |
$525 |
|
OUTDOOR SPACE |
12’X14’ |
$490 |
|
1.5 OUTDOOR SPACE |
18’X14’ |
$735 |
■ BOOTH FEES: HANDCRAFTED OCTOBERFEST
HANDCRAFTED SPECIALTIES EXHIBITORS
|
Handcrafted Octoberfest: |
Booth Size |
Fee |
|
INDOOR BOOTH SPACE |
10’X10’ |
$400 |
|
INDOOR BOOTH SPACE, CORNER |
10’X10’ |
$450 |
|
DOUBLE BOOTH SPACE, INDOOR |
20’X10’ |
$800 |
|
DISTILLERY/WINERY, INDOOR |
10’X10’ |
$400 |
|
ELECTRICITY |
$50 |
■ CANCELLATION POLICIES
Cancellation Refund Schedule: We understand that unforeseen circumstances can arise, and that show schedules may change as a result. A full refund of space fees will be given when cancellation is received within 14 days of payment. The application fee is not refundable. Please see below for other refunds:
|
Cancellation/Refund Request Received |
% Refund |
|
4+ months prior to show |
80% |
|
90-119 days prior to show |
70% |
|
60-89 days prior to show |
50% |
|
30-59 days prior to show |
30-40% |
|
0-29 days prior to show |
0% |
■ COVID-19
If we are forced to cancel due to the ongoing pandemic (or another public health crisis), we will issue either credits and/or refunds for booth fees (date of cancelation will dictate if refunds are possible; if they are not, credits will be issued). Exhibitors who cancel mere days before any event, even if due to the pandemic, will still be subject to the cancellation policies barring extenuating circumstances.
■ PAYMENT PENALTIES
There will be a $25.00 penalty charge for all checks returned to Quail Hollow Events, regardless of the cause of its return.