Volunteers-Frame

Sedona Book and Arts Festival
Frequently Asked Questions

Email: Info@SedonaBookandArtsFestival.com

1. WHAT IS THE DIFFERENCE BETWEEN THE EXHIBITORS AND THE VENDORS?

EXHIBITORS ARE INDOORS, with tables and wall space; 4 ft. or 6 ft. tables & wall space w/ 2 chairs, Displaying and selling Books w/Table and Hanging Wall Art. Exhibitors are any form of Literary, Visual Arts, or Performing Arts goods and services.
VENDORS ARE OUTDOORS, with reserved booth spaces. Vendors supply their own tents, tables and chairs. The vendor spaces are 10’ X 10’ or ‘10 X 20’. Vendors are Arts and Crafts products.

2. WHAT ARE THE EXACT HOURS THE TABLES AND BOOTHS ARE EXPECTED TO BE MANNED?

EXHIBITORS: Sept 9, Friday, doors will be open to load in books and set up tables from 8am to 12 noon. The opening reception will begin at 1pm on Friday and run until 5pm. Doors will be open on Saturday morning at 8am to finish setting up tables. The Festival event schedule for manning tables will be Saturday 9am to 5pm and Sun 9 am to 4 pm. Doors will be secured and locked at 6 pm both Friday and Saturday nights. Doors will open at 8am Saturday and Sunday mornings for Exhibitors and Vendors only. Doors will be open to the public at 9am on both Saturday and Sunday.

OUTDOOR VENDORS: Saturday Sept 10, Set up tents, tables and chairs starting at 8am Saturday Morning. The Event will run until 4 pm Sunday. There will be an overnight security guard onsite for outdoor vendors Saturday night only.

3. ARE THE AUTHORS EXPECTED TO SECURE THEIR AREA DURING THE OFF HOURS?

Doors will be secured and locked from 6pm Friday night to 8am Saturday morning, and again locked at 6pm Saturday until 8am Sunday morning. Security patrol will be on site Saturday night to patrol outdoor vendors and locked indoor Exhibitor rooms.

4. WHAT IS YOUR EXPECTED ATTENDANCE?

We hope to have 200 to 500 festival attendees. We are preparing for traffic control if needed. If there is a sell out of 730 tickets for the Friday night Concert, those concert ticket holders will also get free admission to the Book Festival.

5. WHAT IS THE MARKETING THAT IS BEING DONE TO PROMOTE THIS EVENT?

From AUGUST 3RD UNTIL EVENT: 1. KUDO’S: Paid ads and non-profit Press Releases, and Editorials, with distribution weekly to 40,000: 2. CHAMBER OF COMMERCE newsletter which consists of 140,000 email list, and tourists and local members of our communities, Chamber Calendars. 3. YAVAPAI COLLEGE newsletters, 4. SEDONA PERFORMING ARTS CENTER: Newsletter with 800 members, 5. RED ROCK NEWSPAPERS, Ads to go out to Sedona, Prescott, Flagstaff and Phoenix papers. 5. The SEDONA PERFORMING ARTS CENTER: Concert with/ 730 seats available. Festival is offering the first attendance to the Book Festival with paid Concert ticket for Friday Night, free entry Saturday and Sunday. A paid Concert ticket or $15 entry includes 1 workshop and Free Opening Reception on Friday night. 6. Sedona Biz. Ad For September. Various Social Media blog spots.

6. WHAT TYPE OF VENDORS/EXHIBITORS DO YOU EXPECT?

We expect 30 to 50 inside Exhibitors, Authors and Artists, and approximately 10-20 Outdoor Vendors with arts and crafts. Indoor Exhibitor rooms will hold 15 -20 tables with both 4 ft and 6 ft tables. A variety of Workshops for participants and festival-goers will be available to attend.

7. WILL THERE BE BOOK SALES OTHER THAN THE REGISTERED EXHIBITORS/AUTHORS?

No other book sales will be onsite.

8. I AM CONCERNED THAT 3 DAYS IS A VERY LONG TIME FOR A BOOK EVENT—is this too long?

This is not a normal book festival. It is an educational and entertaining event. Week long book festivals are held in California, New York and larger cities, with both workshops and entertainment. This festival will begin on Friday, Sept 9, with an Opening Reception for exhibitors, vendors and festival-goers to attend from 1pm-5pm. There will be a Keynote speaker’s presentation and refreshments will be served. This opening reception is a free event for those with paid entry fees. Each day has events that will bring the festival-goers back to meander through the book isles while waiting for specific workshops to begin. If you prefer to not attend the Opening reception and wish to load in your books on Saturday morning from 8am to 9 am you may do so; but please be ready for Saturday 9 am opening. Cover your tables when you leave your space and do not ask neighboring sellers to sell your books or art. There are 2 chairs for everyone who shares a space. Please have an associate care for your table if you leave to attend a workshop, or if you are a Workshop Presenter. Do not ask the festival volunteers to care for your table.

9. WHAT ARE THE EXHIBITOR AND VENDOR RESPONSIBILITIES?

Tables and spaces are to be monitored by at least one person at all times.  If the table is left without anyone to monitor it, please do not ask neighbors to sell or watch your table or space. Money must be hidden or carried with you at all times. Event management, volunteers, and staff are not responsible for money, art, or other items sold or displayed by Exhibitors, Vendors, and Workshop facilitators.

 

For More information call:

Christina Murray, Event Coordinator: 928-821-8238

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