Filling Out Control Sheets and Bid Sheets
Hand-written forms will not be accepted.
Pricing should be in WHOLE DOLLARS ONLY.
Copies of all control sheets must be e-mailed in to John and Anne Parise no later than July 15, 2008, so that items can be added into inventory and bar codes generated.
You cannot add any items to your control sheet once this information has been sent to the Art Show Directors. However, items may be removed any time before the artist checks in at the show.
Substitutions are permitted prior to check-in, providing there is no pricing difference between the originally listed item and the substitute item.
Copies of your control sheets will be available at the show for use during check-in and check-out procedures.
Tired of having to manually copy all your Control Sheet information onto the Bid Sheets?
Using Adobe Reader 8.0, you can now copy the information from your Control Sheets to the Bid Sheets by clicking a single button!
1. Download the "Art Gallery Auto Generate Form Set" from the "Forms" tab.
2. Extract the forms from the ZIP file using WinZip or the software that came with your computer.
- All files in the ZIP file should be extracted and saved to the same folder.
- You should not change the names on the files at this time.
3. Complete the "Art Gallery Control Sheets" as per the instructions given below.
4. Save your Control Sheet data.
5. Click the "Generate Bid Sheets" button at the bottom of the form.
- The Art Gallery Bid Sheets should open and the data from the Control Sheet will be added to the appropriate fields.
6. Review the fields on the Bid Sheets for completeness and accuracy.
- Use the field definitions defined below to make sure your Bid Sheets are accurate.
- You will need to populate the "Medium" and "Original" fields on the Bid Sheets for each item, since these were not on the Control Sheets.
7. Save your Bid Sheets.
8. Email the Control Sheets to the Art Show Directors.
If your Control Sheet has multiple pages, you will need to click the button once on each page.
Follow these steps to download and populate an Art Gallery Control Sheet that does not use the "Auto Populate" functionality.
1. Download the "Art Gallery Control Sheet" from the "Forms" tab.
2. Open the form.
3. Complete the form (see field specifics below).
4. Save the form.
5. E-mail your Control Sheet to the Art Show Directors.
Artist # - Your artist number.
- This number will have been provided to you when you were e-mailed about successfully passing jury. If you can't find it, please contact the Art Show Directors.
- This value is required for proper generation of Piece ID numbers.
- This information will be automatically populated to the Bid Sheets, if you use the "Generate Bid Sheets" button.
Page __ of __ - The page number of this form and the total number of pages you will be submitting.
- The first value (the page number) is required for proper generation of Piece ID numbers.
- The second value (the total number of pages) can be populated at a later time, when you know how many pages you will be submitting.
Artist Information: Legal Name - Your legal first and last name.
- If the "Artist Name" field is left blank and you use the "Generate Bid Sheets" button, this information will be automatically populated to the Bid Sheets.
Artist Information: Artist Name - Your artist name.
- This field may be left blank.
- This information will be automatically populated to the Bid Sheets, if you use the "Generate Bid Sheets" button.
Artist Information: Address, City, State, Zip, Country - Your mailing address where hard-copy correspondence should be sent.
- This information will not be released to the public.
Artist Information: Phone - Your phone number, which we can use to contact you.
- This information will not be released to the public.
Artist Information: E-mail - Your e-mail address, which we can use to contact you.
- This information will not be released to the public.
Artist Information: URL/Web - Your website, if you have one. (Optional)
- This information will not be released to the public.
Agent Information: Name - The legal first and last name of your agent, if applicable.
- Leave blank if you are not using an agent at this show.
Artist Information: Address, City, State, Zip, Country - Your agent's mailing address where hard-copy correspondence should be sent.
- Leave blank if you are not using an agent at this show.
Agent Information: Phone - Your agent's phone number.
- Leave blank if you are not using an agent at this show.
Agent Information: E-mail - Your agent's e-mail address.
- Leave blank if you are not using an agent at this show.
Artist Information: URL/Web - Your agent's website, if they have one. (Optional)
- Leave blank if you are not using an agent at this show.
Are you a student? - Check this box if you are entered as a student in the Art Show.
- This information will be populated to the Bid Sheets, if you use the automatic Bid Sheet population functionality.
Make Check Payable To: - The name that will be put on the check after the show.
- This may be your legal name, your agent's name or the business name to which you will deposit the check.
- This information will not be released to the public.
Mail-in
To be completed by those artists who are approved to mail-in their art.
Approved By - The name of the Art Show Director that approved your mail-in status
Approval Date - The date on the e-mail approving your mail-in status.
Return Shipping Via - The mailing company that you would like Dragon*Con to use when returning any unsold artwork.
- Your choices are: UPS and USPS
- Please note: we cannot ship to a P.O. Box with UPS.
Return Postage Enclosed - The amount of the check you are including with your artwork to cover return postage.
Insure Items For - The amount that Dragon*Con should insure your items for when returning your artwork.
The other fields in this box will be filled out by the Dragon*Con office.
For each Gallery piece you are entering into the show:
Title of Piece - The title of the piece.
- Populating this field will cause the "Piece ID" field to automatically generate.
- This information will be automatically populated to the Bid Sheets, if you use the "Generate Bid Sheets" button.
Quick Sale - Enter the price you wish the customer to pay if they want to buy it without having to bid on it.
- This is equivalent to eBay's "Buy It Now" functionality.
- We will charge a 10% sales commission on all pieces sold in the Art Gallery. Allow for this when calculating your Quick Sale price.
- If you wish your piece to be available only by bidding, you may specify that the piece not be available for Quick Sale by writing "n/a" in the "Quick Sale" field.
- This information will be automatically populated to the Bid Sheets, if you use the "Generate Bid Sheets" button.
- Use whole dollar amounts only.
Minimum Bid - Enter the minimum amount you are willing to accept for the sale of this piece.
- The first customer to start bidding on this piece must meet or exceed this amount.
- We will charge a 10% sales commission on all pieces sold in the Art Gallery. Allow for this when calculating your Minimum Bid price.
- If you do not wish to sell your piece at this Art Show and have brought it only to display to the public, put "NFS" in this blank.
- This information will be automatically populated to the Bid Sheets, if you use the "Generate Bid Sheets" button.
- Use whole dollar amounts only.
After Auction - Enter the amount for which you are willing to sell the piece if, at the end of the silent bidding, the piece has not yet received any bids.
- If there are no bids on the piece after the silent auction ends at 6 pm on Sunday, buyers may purchase the piece at the after-auction price.
- We will charge a 10% sales commission on all pieces sold in the Art Gallery. Allow for this when calculating your After Auction price.
- If the after-auction price is too low, it will reduce the chances of the piece going to auction.
- This information will be automatically populated to the Bid Sheets, if you use the "Generate Bid Sheets" button.
- Use whole dollar amounts only.
Art Gallery Bid Sheets can be printed on either 8.5"x11" paper (4 bid sheets to a page) or 4"x6" index cards.
One bid sheet must be completed for each item entered into the Art Gallery department of the Art Show.
Values on the Bid Sheets should match the values specified on the Control Sheet.
1. Download the "Art Gallery Bid Sheets" from the "Forms" tab.
2. Open the form.
3. Complete the form (see field specifics below).
4. Save the form.
5. Print your Bid Sheets.
Piece ID - The Piece ID of the item, as found in the "Piece ID" field on your Art Gallery Control Sheet
- This value should be copied directly from the Control Sheet.
Title - The title of the piece.
- If the piece is a limited edition print, you should indicate the print number and print run.
- 
NEWIf you have changed the title of the piece since submitting your Control Sheets (e.g. if you the piece was not completed when you submitted your Control Sheets or if you have substituted an identically priced item for the one you originally listed), write the original name of the piece as it appeared on the Control Sheet on the back of the bid sheet. We will need to match this value during check-in and check-out.
Artist - Your name.
- This is the name by which you are known to the art world. It does not need to be your legal name.
Original - Specify if this piece is an original.
Student - Indicate whether or not you have entered the Art Show as a student.
Medium - Specify the medium of the piece.
- If the piece is a print, indicate the original medium as well as the print method used to create the print. (e.g. "Original: oils; Copy made with Epson scanner and Canon Photoprinter")
Quick Sale - The Quick Sale amount, as specified on your Control Sheet.
Minimum Bid - The Minimum Bid amount, as specified on your Control Sheet.
After Auction - The After Auction amount, as specified on your Control Sheet.