“Art-In”, Booth Set-up, & Other Important Instructions
WILSONVILLE FESTIVAL OF THE ARTS @ CHARBONNEAU
FESTIVAL SCHEDULE
Friday, October 10, 5:00 p.m. – 7:00 p.m.
Artisan Booth Show open in the Clubhouse.
Friday, October 10, 6:00 p.m. – 9:00 p.m.
Gala Opening Night Celebration in the Activity Center. Tickets required for admission.
Exhibitors each receive two free admission tickets to the reception. Additional tickets are available online and will be available at the door for $10. The event includes catered hors d’oeuvres and a glass of wine and Silent Auction.
Saturday, October 11
10:00 a.m. – 4:00 p.m. Festival Open in Activity Center and Clubhouse. Free Admission.
Sunday, October 12
10:00 a.m. – 4:00 p.m. Festival open in Activity Center and Clubhouse. Free Admission.
ARTISAN BOOTH SHOW INSTRUCTIONS
Setup: Thursday, October 9 from 1:00 p.m. to 4:00 p.m. and Friday, October 10, from 9:00 a.m. to 4:00 p.m. Please be ready for the show opening by 4:30 Friday.
Check in and unload at the Charbonneau Clubhouse, 32000 SW Charbonneau Drive, Wilsonville, Oregon 97070. Follow the signs for Artisan Booth Show Check-in from the first (north) village parking lot and unload in your designated door, per instructions you will receive separately from Cathi McLain. A Clubhouse layout with booth assignments will be provided at that time.
A reminder that our booths are 8 x 8, not 10’ x 10’, so plan your display accordingly. Double booths are 14’ wide x 8’ deep. One six-foot table and two chairs will be provided if requested. No canopies needed but display panels and structures may be used.
Artists displaying in both the Fine Art Gallery and Artisan Booth Show should adhere to the drop-off schedule listed below, for Thursday, October 9 in the Activity Center, unless arrangements are made to drop off on Friday morning by 10:30.
Silent Auction Donors
Thank you for offering an item for our major fundraiser. Details for drop-off will be provided in a separate email.
Other Information
During show hours, please arrange to always have someone at your booth. We can assist you for brief breaks, when necessary. Name tags are provided for registered vendors.
Security will be on hand during periods after the show closes, when residents are allowed to enter the buildings with key fobs.
For Booth Show set-up questions or additional information, contact: Sara Bennett, (971) 219-2874; sarabennett@comcast.net.
FINE ART GALLERY INSTRUCTIONS
Art-in and Pick-up Schedule
Deliver your art on Thursday, October 9 to the Charbonneau Country Club Activity Center, 32050 SW Charbonneau Dr, Wilsonville, OR 97070. Follow the signs for Artist Drop-off in the upper (south) parking lot. Please deliver your pieces according to your last name, as follows: A-L, drop off from 9:30 a.m. – 12:00 p.m. and M-Z from 1:00 p.m. – 3:30 p.m. If unable to make these time slots, please notify Cathi McLain at cathi@mclainco.com, (503) 702-0216. We will make every effort to accommodate your needs.
After the festival, you may pick up your art between but not before 4:30 and 6:00 p.m. on Sunday, October 12, 2025.
Hanging Requirements
You are allowed up to five (5) items for hanging in the gallery. Each piece of hanging art must be framed (except gallery mounted canvases and photos on glass or metal) and ready to hang with appropriate wire. No “toothed” hangers will be accepted. If the art is not ready to hang securely, we cannot accept the item. Hanging will be at the discretion of the set-up committee. Fiber art, sculpture, and other media will be displayed as appropriate. Please advise if you can supply your own pedestals. Examples of proper hanging methods can be found HERE.
Inventory Your Fine Art Gallery Submissions
An inventory sheet must be completed on our website, no later than September 20. Please click here to access the form and enter the information and submit. This will also allow you to update your entries in case some have sold, or you’ve created new since you submitted your applications on Zapp and Café. This online form allows us to download the inventory list for the sales record, and to create the wall tags for the gallery displays.
Tagging Items for Sale in the Festival Store (not required for your gallery entries)
If you have also registered to offer matted art and/or cards in our Festival Store, you will be responsible for tagging each item with your initials and price. We remove the tag as the item is sold and place it on a notebook page with your name and gallery inventory sheet. After the show we use these tags to tally your sales. We offer an Excel (also can be opened with Numbers) tagging system that is set up to create an inventory sheet and also populate the tags. This file can be downloaded by clicking this link. Before you arrive to deliver your art, you MUST also complete the inventory sheet and attach the tags to the back of each piece. The only rule is to not delete any lines or change any of the formatting. When you print, you may want to select just the page you need. If you print all, there may be several empty pages, depending on the size of your inventory. Note there are two (2) tabs at the bottom of the spreadsheet. Type into the “Inventory” sheet and it will automatically populate the “Tags” sheet. Please bring 2 copies of the inventory sheet.
Back-up Art
In anticipation of sales, you may bring two back-up pieces to replace sold items. They must also be tagged and included in the inventory list.
Packaged Art Sales
If you purchased the option to also sell Packaged/Matted Art and/or Packaged Cards, you may bring one bin, and one card display stand. Each item should be inventoried and tagged as described above.
Silent Auction Donors
Thank you for offering an item for our major fundraiser. Details for drop-off will be provided in a separate email.
Art Sales
Buyers will make purchases with the Charbonneau Arts Association cashier. A “sold” sign will be hung in place of the sold item, and you will have an opportunity to replace it with a new piece if available. A commission of 20% will be taken on art and packaged products sales. Proceeds will be mailed to you once payment is received by the Charbonneau Arts Association.
GALA OPENING NIGHT CELEBRATION Friday, October 10, 6:00 – 9:00 p.m.
We encourage you to join us for our opening night public reception, featuring food, wine, live music, and silent auction. This event is publicized throughout the area. Each artist receives two free admission tickets to the reception. Additional tickets will be available online for $10 and at the door for $10.
For delivery questions or additional information contact: Cathi McLain, (503) 702-0216, cathi@mclainco.com
All proceeds from the festival benefit the Wilsonville and Canby high school arts departments. The Charbonneau Art Association is a non-profit 501(c)(3) organization. Contributions are tax deductible to the extent allowed by law. Donor information is not shared or sold to any outside organization. Federal ID# 47-4653404.