“Art-In” & Other Important Instructions:
Artists & Artisan Vendors

Festival Schedule

Friday, September 22, 6:00 p.m. – 9:00 p.m.

Gala Opening Night Celebration in the Activity Center. Tickets required for admission. We encourage you to attend this event. Artists and Vendors each receive one free admission ticket to the reception. If exhibiting in both, you will receive two tickets. Additional tickets are available online and will be available at the door. The event includes catered hors d’oeuvres and a glass of champagne and Silent Auction. Extra tickets purchased in advance are $15; $20 at the door.

Saturday, September 23

10:00 a.m. – 12:00 p.m. Sacajawea Bronze Unveiling Celebration Outside.

10:00 a.m. – 4:00 p.m. Artisan Vendor Show Opens in Clubhouse. Fine Art and Student Galleries Open in Activity Center.

12:00 p.m. – 2:00 p.m. Jazz@Charbonneau, Sarah Saul Combo in the Pavilion (free).

3:00 p.m. – 5:00 p.m. Jazz@Charbonneau, Tom Grant & Friends in the Pavilion (free).

7:00 p.m. – 9:00 p.m. Jazz @Charbonneau, Mel Brown C3 Organ Group in the Pavilion (ticket required).

Sunday, September 24

10:00 a.m. – 4:00 p.m. Festival open in Activity Center and Clubhouse

Artisan Vendor Instructions

Check-in and unload on Friday, September 23rd at the Charbonneau Clubhouse, 32000 SW Charbonneau Village Drive, Wilsonville, starting at 9:00 a.m. and no later than 4:00 p.m. Set-up must be complete by 9:30 a.m. on Saturday. Follow the signs for Artisan Vendor Check-in from the first (north) village parking lot and unload at the front door of the Clubhouse. A Clubhouse layout with booth assignments will be provided to all vendors via separate email.

Artists displaying in both the Fine Art Gallery and Artisan Vendor Show should also adhere to the Fine Art drop-off schedule listed below, for Thursday, September 21^st in the new Activity Center. We apologize for the need for two trips, but in order to have all the art hung in the gallery in time for Friday evening, all art-in must take place on Thursday.

During show hours, please arrange to always have someone at your table. We can can assist you for brief breaks, when necessary. Name tags are provided for registered vendors.

Security will be on hand Saturday evening during the music concert and throughout the weekend.

For Artisan Vendor set-up questions or additional information, contact: John McLain, (503) 799-2527, john@mclainco.com.

Fine Art Gallery Instructions

Hanging Requirements

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 use good D-rings, metal-frame D-rings, all securely installed to the frame. Examples of Acceptable Hanging: Click here.

Tagging and Inventory System

Before you arrive to deliver your art, you MUST also complete the inventory sheet and attach the tags to the back of each piece. This is an Excel document that allows you to list the items on the first sheet and automatically populates the tags on the second sheet. 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” tab and it will automatically populate the “Tags” tab. Please bring 2 copies of the inventory sheet and send a copy to Leslie Leeper at ldleeper@gmail.com no later than September 12.

Update Your Entries. If you plan to display new work completed since you submitted your Zapplications entry, you’ll need to update your list, so we have the correct information for the wall labels in the Fine Art Gallery. You should use the Inventory Sheet and send to Leslie Leeper at ldleeper@gmail.com.

If you don’t have access to Excel or Numbers, there is an online form for you to complete. We will convert to Excel and send the PDF so you can print the tags and affix to your art. If you don’t have access to a printer, please let us know and we’ll print it for you. You can find this form at https://charbonneauarts.org/alternative-tagging/

Be sure to bring two copies of your inventory sheet when you check in.

Download your Inventory Form, click here. You can find more detailed instructions here if needed.

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.

Packaged Art Sales

If you purchased the option to also sell Packaged Bin Art and/or Packaged Cards, you may bring one bin and one card display stand. Each item should be inventoried and tagged using the “Inventory & Tagging System” described above.

Art-In & Art-Out Schedule

Deliver your art on Thursday, September 21 to the new Activity Center, 32000 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 from 9:00 a.m. – 12:00 p.m.
M – Z from 1:00 – 4:00 p.m.

If unable to make these time slots, please notify Leslie Leeper, ldleeper@gmail.com or (503) 720-9706. Be sure to bring your completed inventory sheets and have your tags taped to the back of your artwork. Please see above about that.

After the festival, you may pick up your art between, but not before 4:30 and 6:00 p.m. on Sunday, September 24^th, 2023.

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 30% will be taken on art and packaged products sales. Proceeds will be mailed to the artist once payment is received by the Charbonneau Arts Association.

Silent Auction Donors

Our sincere thank you to all the artists and artisans who promised a donation to our Silent Auction. We understand that many of you will not have an opportunity to drop off your item ahead of “art in” and so we ask if you can please help us with the information we will need to prepare the signage and bid sheets. Where possible, we will also indicate on your auction signage, where you are exhibiting, whether in fine art gallery or vendor booth. Although we will send out a separate email to remind you, the sooner we have this information, the more prepared we will be. Please click here to get us that information now. If you have any questions, please email or call Elaine Swyt, 503-329-7334 or eswyt@mediaphysics.com

“GALA Opening Night Celebration” Friday, September 22 @ 6:00 – 9:00 p.m.

We encourage you to join us for our festive opening night public reception, featuring art, live music, and silent auction. This event is publicized throughout the area. Each artist receives one free admission ticket to the reception, which includes catered hors d’oeuvres and a glass of champagne. Additional tickets will be available online for $15 and at the door for $20.

For delivery questions or additional information contact: John McLain, 503.799.2527, john@mclainco.com

All proceeds from the festival benefit the Wilsonville and Canby high school arts departments. The Charbonneau Arts 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