Exhibit Registration 2019

INSTRUCTIONS

Exhibit Registrations, all materials, and signage requests must be received no later than midnight Monday January 14, 2019. For registration assistance/questions please call Robert (705) 741-5210 or (705) 313-9175. Please review this entire page before registering an exhibit.

2019 Exhibit Registration Form

Mail-in Exhibit Registration Form (download PDF)


REGISTER AN EXHIBIT BY MAIL (Cheque or Money Order only)

Please ensure you have included the following items with the completed Registration Form

  • Submit entry form, payment and all materials by mail to the SPARK mailing address, or by delivery to the postal box (at Package Plus)
  • Cheque or Money Order payable to: SPARK Photo Festival. Do not send cash through the mail.
  • Digital Images and copy, for both catalogue and website, and signage requests (deadline January 14, 2019), and if known, captions, in a separate file (Caption deadline is March 1, 2019)

REGISTER AN EXHIBIT ON-LINE (Credit Card payment through PayPal)

Click on step 1 to start.


CONFIRMATION OF REGISTRATION & RECEIPT OF MATERIALS
Confirmation of registration and payment receipt will be sent by email. By request only, an invoice marked PAID can be issued upon verification of payment. Any questions regarding payment, confirmation of registration, receipt of materials can be directed to info@sparkphotofestival.org.

IMPORTANT TO NOTE: Notice to cancel a registered exhibit must be received in writing no later than January 31, 2019. Eligibility for a refund will be judged on a case-by-case basis.


FESTIVAL OVERVIEW AND IMPORTANT THINGS TO KNOW ABOUT REGISTERING AN EXHIBIT

The seventh annual SPARK Photo Festival is scheduled for April 1 to April 30, 2019.

Registration is based upon an Open Call for Photographic Exhibit. Participation in the SPARK Photo Festival is conditional upon
1) pre-arranging an exhibit venue
2) registration with the SPARK Photo Festival, including payment in full.

SPARK will limit the number of registered exhibits to 75, based on a first-come-first-served basis.

IMPORTANT DATES

  • Registration  – Deadline: Monday, January 14, 2019
  • Deadline for required exhibitor catalogue and web materials: Monday, January 14, 2019
  • Deadline for signage choices (please discuss with venue representative): Monday, January 14, 2019
  • Deadline for submission of Reception Dates (* after this date Reception Dates can only be published on-line): Friday February 1, 2019
  • Deadline for caption requests: Friday March 1, 2019

GEOGRAPHIC SCOPE OF SPARK
SPARK exhibits can be held anywhere in the City of Peterborough, in communities throughout Peterborough and Northumberland counties, the City of the Kawartha Lakes (Victoria County), as well as the Village of Haliburton where Peterborough’s Fleming College has a satellite campus

EXHIBIT CONTENT
The core component of each exhibit must be the photographic still image. This may be presented through traditional analog print, digital print, monitor, screen projection, mixed media, billboard, postering, photo sculpture, or flags. Looped slide shows or animation of a series of still photographs are acceptable. Video and film are excluded unless secondary to and supportive of the main stills exhibit. Performance art that integrates the still image or photography as a primary theme/component/technique is also welcome.


EXHIBIT CATEGORIES

  • INDIVIDUAL One person exhibit.
  • FEATURED EXHIBITS Exhibits in a private, public, commercial, or not-for-profit gallery. This category is is meant to bring attention to the important role galleries play in promoting the work of photographers. Benefit includes primary placement in catalogue. Can apply to both individual and group exhibits. Featured small group and group exhibits must pay the group price.
  • SMALL GROUP New for 2019! An exhibit with five or fewer participants.
  • GROUP An exhibit with five or more participants.
  • INDIVIDUAL STUDENT AND STUDENT GROUPS Individual students and groups of students who attend a Canadian, publicly
    funded school or post-secondary institution, the later as an undergraduate.
  • COMMUNITY ORGANIZATION Charitable or not-for-profit organizations concerned with improving the social welfare, health and environment of local communities. Includes historical societies, special collections, and public archives. If not sure, ask!
  • BRANDED SPONSORED CORPORATE EXHIBITS Exhibits sponsored by a corporation interested in aligning its brand with the
    work of a photographer or group of photographers.

ABOUT THE FEES AND SUPPORT FOR SPARK
SPARK is a not-for-profit corporation run by volunteers. Registration fees are used to produce the festival catalogue, pocket guide and map, website, exhibit signage, captions, SPARK curated exhibits, and to present lectures, workshops, and other special programming. All registered open call exhibits, regardless of category or cost, are subsidized through the generous support of our sponsors, patrons and competitive public granting bodies, by catalogue ad sales, workshop fees, and through fundraising efforts by SPARK. It is through these efforts to subsidize exhibitor activities that SPARK can keep registration affordable for all participants.


VENUES

Two approaches may be used in obtaining a venue for your exhibit:

  1. Photographers may search out and secure their own exhibit venue (preferred)
  2. A list of potential exhibit locations can be found by downloading and reviewing all 6 previous SPARK catalogues

Traditional venues such as public and private galleries as well as non-traditional spaces are equally encouraged. Non-traditional venues may include community centres, gyms, clinics, studios, cafes, shops, clubs, businesses with public access, the offices of community organizations, shopping centres, store-front windows, sports arenas, outdoor billboards, sides of buildings, parks and other public spaces. SPARK is hoping this will help create exhibit capacity for all artists and not just photographers.

Photographers are responsible for securing all necessary permissions, permits, licenses, engineering reports, etc. when exhibiting outdoors or on the walls of a building. The City of Peterborough requires a permit and approval for all installations attached to any building or in a public park.

Consider venues with the longest operating hours for maximum exposure of your work. Ideally, a minimum of 40 hours a week with at least one day of weekend viewing. If your venue is not open on weekends, it still might be possible to arrange with your venue representative one or more weekend viewing dates. Viewing times will be published along with each artist’s exhibit listing. At most venues, it is not necessary for photographers or their representatives to be present during hours of exhibit unless they choose to do so. This is an arrangement the exhibitor must make with their venue representative in advance.

All registrations must include a signed Venue Agreement Form. It is the responsibility of the photographer to consult with the exhibit venue representative to complete and submit the Venue Agreement Form. SPARK assumes that all exhibitors registering on-line will keep a physical copy of the signed Venue Agreement Form.


EXHIBIT RECEPTION
Exhibit receptions are well attended by the public. SPARK encourages all exhibitors to hold an exhibit reception, photographer talk, workshop, or other event. With an average of 50 exhibits each year, if all exhibit receptions were held April 1, there would be dozens the public could not attend. Exhibit receptions can be held any day during April and will be publicized extensively on social media as well as in the catalogue and pocket guide if the information is available in advance of publication (see deadlines above). SPARK will do its best to help exhibitors choose a date and time that doesn’t conflict with other exhibit receptions. There may be promotional advantages to hosting your reception in association with other exhibits (a cluster of exhibits in a small geographic area for example). If SPARK notices any natural associations, we will bring this to your attention. Please discuss the exhibit reception arrangements with your venue representative in advance to set a date. Request that the venue representative help promote the exhibit and exhibit reception through their social media contacts and marketing activities.

EXHIBITOR RESPONSIBILITIES
Exhibits must be up for the entire month of April. Exhibits can be installed on any date before April 1st, and extend beyond the festival close date of April 30th. Registrants are expected to be forthcoming with venue representatives in discussing subject matter and the manner of installation of their work. Please obtain the venue representative’s consent by signature, on the Venue Agreement Form well in advance of your exhibit.

Photographers, not venue owners or representatives, are responsible for any loss, theft or damage to their work, installation or related equipment for the duration of the exhibit. Contact your insurance broker about a short-term, off-site insurance rider on your home policy. Most venues will have public liability insurance. If a concern, discuss insurance questions with your venue representative in advance.

Photographers are responsible for the cost of mounting, framing, and the installation of their exhibit. SPARK is recognized by public granting bodies providing exhibit assistance grants. Several exhibitors have received exhibit assistance grants.

For first-time exhibitors, or as a refresher for experienced exhibitors, SPARK highly recommends you attend our “Free” Exhibitor Workshop.  (2018/19 Dates TBA in the newsletter)

We highly recommend that all exhibitors subscribe to our e-newsletter (any page of website) or follow us on Facebook. Doing so will keep you up to date on deadlines, workshops, special announcements, and other information of interest to all exhibiting photographers.

Photographers are encouraged to sell their work during the festival. Often photographers will use the exhibit to sell cards, photo books, and/or unframed prints in addition to the exhibit prints. It is not the responsibility of the venue staff to sell your work. If the sale of work is your primary purpose for exhibiting, please talk to your venue representative in advance to clarify how these transactions will be handled. In situations where the venue staff has limited time to answer questions, what works best is a price sheet with image thumbnails including your contact information. Having a business or post card available with your contact info as a take-away is important. Sold pieces may be indicated by a standard red dot.

SPARK recommends placing a ‘Comment Book’ at your venue for visitor signatures and feedback. Please request that venue staff encourage visitors to sign the Comment Book.


PRINT MATERIALS TO BE SUPPLIED BY EXHIBITOR: Due January 14, 2019

  1. Artist Statement and/or Bio for Catalogue & Exhibit Signage prepared by SPARK 250 words maximum in MS Word file (.doc) or in the body of an email. Statement/ Bio exhibit signage size: 8.5×11 mounted on foam core. A portrait of the artist can be included on this signage by request and submission, but will reduce the word count available.
  2. Include One digital image (catalogue). The catalogue image is meant to be representative of your exhibit. 300 dpi resolution minimum. File types: .tif, .eps, or .jpg. Do not sharpen for output or convert to CMYK. Recommended colour space for RGB images is Adobe 1998. Submitted images may be resized proportionally to fit catalogue layout if necessary at the discretion of the SPARK design team. Images will not be cropped or otherwise altered from their original submitted format. Rename the image with “_cat” in the file name to identify it as catalogue material.
  3. Exhibit Captions Exhibitors are encouraged to submit captions for each exhibit work. Caption content is limited. Caption info may include all or some of: title, date taken, location, print media, print size, price if for sale, and ownership if from a private or public collection. Captions are printed on Avery Label U-0087-01_P and mounted to a substrate. The deadline for captions is Friday, March 1, 2019.

WEB MATERIALS TO BE SUPPLIED BY EXHIBITOR: Due January 14, 2019

  1. Artist’s Statement/Theme and Bio 1,000 words maximum in MS Word file (.doc) or in the body text of an email. Contact information, including your email and internet link, will be populated from your registration form. Website venue information will be populated from the Venue Agreement Form.
  2. Up to 4 images from your exhibit will be shown on your exhibit’s stand-alone web page gallery: .jpg file format only, 72 ppi minimum resolution – supplied on CD/DVD or shared on Dropbox. Recommended colour space for web images is sRGB. Images submitted will be optimized for web and may be resized proportionally to fit the website layout if necessary and at the discretion of the SPARK web design team. Images will not be cropped or otherwise altered from their original submitted format. Identify each image by its file name. Rename image with “_web” in the file name to identify it as website material.

Small Group & Student Materials Accommodations: whenever possible and where space permits, SPARK will make design accommodations to publish more than one catalogue photograph for students and small groups. This will reduce the size at which the photo can be reproduced.

Send all materials by email to fireklix@nexicom.net, or share with Dropbox using the email address: fireklix@nexicom.net or with Google Drive using the email address: fireklix@gmail.com


EXHIBIT MATERIALS PROVIDED BY SPARK – PICK UP OF MATERIALS

  1. Interior Exhibit Signage: Printed on foam core – Artist’s Statement/Bio
  2. Exhibit Venue Signage: Choice of Outdoor/Window/Directional
  3. Catalogues
  4. Exhibit Pocket Guides With Maps
  5. Captions
  6. Exhibitor stand alone web page with a 4 image gallery, longer bio and/or statement, locator map for venue, contact info

Exhibitors will be notified by email and on Facebook, of the date and location for the pick-up of all exhibit materials.


THE FINE PRINT
The SPARK Photo Festival is a not-for-profit (NFP) Ontario Corporation operated by a volunteer board and volunteer organizing committee.

Exhibitors own the copyright of all materials submitted.

By registering, the exhibitor agrees that all exhibit materials can be used for SPARK Photo Festival marketing and promotion in any medium without restriction.

No registrant images will be sold or otherwise distributed or copied or loaned or reproduced whether for profit or not, in any medium or otherwise used except for the sole purpose of marketing and promoting the SPARK Photo Festival and its objectives.

The earlier you submit your registration package and associated materials, the longer you and your venue will enjoy the promotional benefits of the SPARK Festival website and other marketing activities leading up to the festival.

SPARK Photo Festival cannot return any of the requested material or storage media submitted. Please do not submit original files. Make back-up copies of all files submitted.

SPARK Photo Festival is not responsible for the loss or damage of any material submitted, either while in transit or upon receipt. SPARK will notify exhibitors immediately if there is an issue with opening the files, loss of files, damage to the disk or the receipt of corrupted files.


BENEFITS FOR THE PHOTOGRAPHER

  1. Extensive promotion of your exhibit through the SPARK Photo Festival catalogue, website, pocket guide & maps, social media, venue signage & mass media advertising/PR initiatives
  2. Publication in the SPARK Photo Festival catalogue
  3. Stand-alone web page on the SPARK website: photographer’s statement/theme, and/or bio, & up to 4 images, contact info, email & website links, locator map for venue
  4. Exhibit signage, captions, & other on-site promotional materials provided
  5. Option to sell work during the exhibition or, if a community organization, use the exhibit as a fundraising initiative
  6. Informed venues, eager to provide a no-cost space for your exhibit (estimated rental value of most spaces – $1000+ per month)
  7. Recognition as an advocate for the photographic arts in general, as a builder of cultural capacity, & as an incubator of economic development in the region & for your community
  8. Build networks & new relationships with business owners, the community of photographers, & the public
  9. Feel part of & connected to, a larger community of like-minded individuals with a similar passion
  10. Build confidence as you develop exhibit presentation skills – become inspired to expand the body & quality of your work
  11. Creation of an exhibit asset (or package) that can be re-used at future exhibits in other venues


APPENDIX: VENUE SIGNAGE
Every exhibit will be provided with one sign to ‘identify’ the venue as a SPARK exhibit. The signage ‘design’ is consistent across all venues so as to be instantly recognizable by visitors. Exhibitors should choose the type of sign that best suits their venue, after discussing with your venue representative. While SPARK has placed a limit on the number of signs available to each exhibitor more signs are available by request. SPARK will do its best to supply your exhibit signage needs if you need more than one sign or have a variety of signage needs.

Signs on sintra, foam core, and core-plast can last several years if used indoors. SPARK requests that exhibitors return all signage remaining in good condition after the festival ends. This not only makes more signs available the following year to those who need them, but also is environmentally responsible. Please note: the signage examples below are not to scale and are to illustrate only how the signs ‘look’.

TASTEFUL DISCREET SIGNAGE – 5×5 inches – use where there is not a lot of space or where larger signage would conflict with existing venue signage. Decals – indoor/outdoor use – have a peel-off paper backing with the decal undercoated with adhesive – works well on glass or other smooth flat surfaces. 5×5 signs on sintra can be used indoors, & outdoors if protected from elements (e.g. under an eave) – the sintra signs can be installed non-destructively using velcro or blue tack, or easily drilled for a more secure mount.

5x5 inch
5×5 inch Decal or Printed on Sintra
Tip: Both the decal and sintra 5×5 signs ‘look’ the same. Either sign, when installed with a diamond orientation appear to be larger. The two illustrations on the left are exactly the same size. The sintra substrate is 3mm thick.

LARGER SIGNAGE – 8.5×11 inches – use when there is more space available and where larger signage won’t conflict with existing venue signage. Foam core and poster paper can only be used indoors. Both substrates can be installed non-destructively with velcro or blue tack. Form core is 5mm thick.
8.5x11 inch
20x16 inch
LARGEST SIGNS – 20×16 inches
Outdoor/Indoor – Printed both sides on coreplast – Commonly known as lawn signs, these signs come with or without an H-bracket that can be sunk into the ground. Suitable for venues offset from the curbside or in high vehicular traffic locations. Also suitable when you want the sign to be seen from two different directions. These signs also are great for display windows, and can be suspended with fishing line. Even after use in extreme outdoor conditions, these signs can often be re-used. Coreplast is 4mm thick. Waterproof.

Please discuss signage with your venue representative and submit your choices along with the exhibit registration form.

New for 2019! SANDWICH BOARDS
SPARK will share the cost with the exhibitor (70/30) of purchasing sandwich boards, and designing and printing the signage artwork (x2 sides 24×36 inches). The security of the sandwich sign is the responsibility of the exhibitor while in use during SPARK. Post-exhibit, the sandwich boards will become the property of SPARK and must be returned. Signage artwork can be returned to the exhibitor. Exhibitors participating in this program will have first right of refusal for use of these boards for any future SPARK exhibit. By special request and pre-arrangement only. To discuss please contact SPARK no latter than the end of February 2019