RRCS 12 will feature the same attractions loyal fans have come to know and love from the past 11 shows; unique, next-generation, handmade items from over 100 crafters and artists known both locally and nationally, bands and djs, Sock Monkey (our mascot) appearances, great food from local vendors, beer and soda from local breweries, giveaways and raffles of local goodies, the Red Carpet Black Friday VIP event; plus more!
There will be a special event for early-bird shoppers who want red-carpet VIP treatment including goodie bags, giveaways, and more, on Friday, November 27th from 10am until 5pm. Entrance is $10. Attendees will receive special perks and enjoy a more personalized shopping experience!
FRI. Nov 27 10am-4pm $10 VIP Party hours TBD
SAT. Nov. 28 10am-6pm $4
SUN. Nov. 29 10am-4pm $4
How does RRCS work and what makes it different?
The show is set up like a department store; meaning crafters will NOT have their own booths. Instead, organizers will use fixtures and furniture to create various departments, such as housewares, jewelry, kids, paper goods, etc., and then display all craft show merchandise within the appropriate space. The purpose of this is to create a unified aesthetic that showcases each handcrafted item while allowing shoppers to easily navigate the thousands of different kinds of items offered. Furthermore, this also enables a single checkout station with SIX credit-card-friendly cash registers to enable swift transactions and minimize waiting in line! This renders cash, cash boxes, multiple sales exchanges with numerous vendors, etc., unnecessary.
As for merchandising, we welcome all ideas! However, show organizers work hard to create an overall aesthetic for the show and therefore will ultimately be responsible for the creative display. If you have a product that has unique display needs, let us know. PLEASE NOTE: we are no longer using the majority of vendor displays during the show. Please contact RRCS staff before drop off day for confirmation of display needs. Note that we reserve the right to display merchandise as we see fit and not to display items that were not properly represented by your application.
This is a juried show. Acceptance is determined by factors including (but not limited to) originality, item quality, marketabliity and price. To apply for the show, we require a $35.00 processing/jury fee. This fee is not refundable, but all applying vendors will be added to the guest list for entry to RRCS 12 throughout the weekend regardless of application status. We think of it as a small way of saying thank you for the chance to review your work.
Once you are accepted, we will work very hard to ensure that the show is outstanding in sales and entertainment. At the show's conclusion, we will take 20% of all sales as a merchandising/marketing fee.
To see if this show is right for you, check out the Frequently Asked Questions below.
What do I need to do to participate in RRCS 12?
All artists must:
(detailed descriptions below)
Pay a $35 application fee to cover jury and processing.
Agree that 20% of final sales are retained by RRCS, Inc. to cover marketing and operating expenses.
Provide an electronic inventory list and tag all items with appropriate inventory numbers and prices per RRCS guidelines.
Drop off inventory on the designated drop-off day and during the designated hours (typically the Monday prior to the show, unless otherwise indicated) and pick up your merchandise at the designated pick up time at the close of the show (5-7pm Sunday night, unless otherwise indicated).
Show Calendar:
June 1, 2015 - call for artists opens
September 15, 2015 - application deadline
September 20, 2015 jury notifications
September 30, 2015 contracts postmarked
November 15, 2015 inventory lists emailed
November 23, 2015 inventory drop-off day (hours TBD)
November 27-November 29, 2015; RRCS 11
November 29 (post-show); inventory pick up (hours TBD)
December 2015 vendor checks mailed (date TBD, but usually within 2 weeks)
The Application
RRCS is a marketplace for handmade goods. We will only accept hand-crafted items- no large factory runs and no vintage resale. Please check out our past shows on the RRCS website to see the kind of things we accept.
All applications for RRCS must be submitted through Entrythingy.com. Please don't email us any additional application information.
Please do not add our email address(es) to your mailing list.
Follow the format guidelines on the app carefully. Following instructions correctly is a must for participating in RRCS.
If you are having trouble with entrythingy, please check here first, before contacting any RRCS organizer:
http://www.entrythingy.com/artistsA note to jewelry vendors: Jewelry is our most competitive category. We love jewelry and are committed to accepting a variety of styles in all price ranges. In order to accommodate this, jewelry vendors may have more strict guidelines when it comes to quantity accepted, display and tagging. More details will be given to accepted vendors and a contact person who can coordinate with each vendor regarding specifics of displays, etc. will be available.
The Contract
Once you are accepted, a signed contract must be returned (postmarked) by September 30, 2015. If you decide not to participate in the show or your contract does not arrive on time, your application fee will not be refunded.
The Tagging and Inventory System:
Rock N Roll Craft Show is unique because of its department-store set up. However, this necessitates a very highly organized tagging and inventory system to enable the single checkout to work. Read carefully!
First, veteran vendors will maintain their same vendor numbers from previous shows. New vendors will receive their vendor ID numbers upon acceptance.
Second, on or before November 15th, participants must submit an electronic inventory of every item they are putting in the show. Inventory lists MUST conform to RRCS guidelines or items for sale will not be recognized upon check out – this means that a shopper who wants your hand-made ware will not be able to purchase it and will be sent away empty-handed! Submitting your inventory list can be done by emailing an excel-compatible spreadsheet to
[email protected]. Crafters without access to Excel may download an open source version here:
http://www.openoffice.org/Inventory:
All of the inventory numbers along with item names and quantities of merchandise must appear on your submitted inventory. We have placed this section here for reference, but you will receive the inventory spreadsheet and complete directions via email.
Each price point and item description must have a unique three-digit inventory number. Your inventory list can be as detailed as you want to make it, but try to keep it as simple as possible to ensure the most accuracy.
First things first: you will be given a 3-digit vendor number (999, for example). Then each item you submit must have its own 4-digit item number (5555, for example). Therefore, each item must be tagged with a 7-digit number (999-5555, for example). There are NO exceptions to this – if the numbers are not xxx-xxxx, the registers will not be able to find the item.
Now, you tag EACH ITEM you submit with the appropriate 7-digit number.
Items can each have their own individual number OR like-items with the same price can have the same number.
Why would you want each item to have its own number? If you need to know exactly WHICH scarf sold (e.g. the blue ruffle scarf; vintage goat-hair yarn with pink buttons), then you will want individual numbers so you can easily refer to your sales list to see which ones sold! This is good for big, special, or expensive items. Downside – this takes a LOT more work to produce individual tags AND put individual entries into the excel spreadsheet. This is NOT for vendors who make numerous items that are similar but ONLY for those who make fewer, very unique items.
But if you are selling 500 bookmarks, and you don't really care to keep track of whether the blue one or the red one sold on your inventory print-out (you’ll get the unsold items returned to you, of course), then you might tag ALL bookmarks as 555-1000. This will save time and prevent errors. We recommend tagging everything in the simplest way in order to avoid confusion and to speed up the inventory check-in process.
And, YES we know that the 100 cracker-jack necklaces with vintage buttons are all unique, being handmade!, but if your items are all essentially the same idea, please pick a single item number for all 100 of them – so they all get the tag XXX-UUUU. This is helpful so that on your inventory, you will not list each on its own line BUT INSTEAD will have a single entry reflecting 100 necklaces for $40 apiece with the number XXX-UUUU. NOTE – this requires that each of these items IS THE SAME PRICE. Different prices? You need different numbers. See above.
We reiterate - Please, if you have 500 of anything, do not tag them individually. You will know what sold and what did not after the show’s end, because you get all unsold items returned to you. You have to number differently-priced items differently, but if you have a lot of the same price and type of item, give it your favorite 4-digit number after your vendor number and call it a day!
Either process works for us, but you need to be sure that your tags match your submitted inventory EXACTLY, or it cannot be put into the show. And once again, the less inventory numbers you have, the easier it is on everyone, the more likely that things will match up, and the faster things go at check in.
Please note that you are able to submit as many items as you like, within reason. Use your common sense to estimate how many items you may be able to sell. For example, 200 unique sets of buttons priced at $1 each are more likely to sell than 200 similar necklaces at $25 each. If you submit a disproportional amount of products in any given category, we reserve the right to back-stock some of your items until the first lots sell down in order to keep displays balanced and shop-able. Most shoppers will not want to spend time looking through 200 similar necklaces, for example, but will eagerly choose one out of 20. Note that jewelry-vendors will be required to provide a back-stock storage system (labeled tupperwares, etc) to facilitate restocking and to reduce risk of loss/theft/breakage.
Tagging:
All of your merchandise needs to be tagged clearly and securely. The design of the tag is totally up to you. The tag needs to be big enough to so that it can easily be removed or cut in half, and the tag stub must include your vendor number, item inventory number, and the item price. If your items are tagged improperly, or if the tag does not include the necessary info, or if the tag falls off, or if your tag is not removable (i.e. a sticker that doesn’t come off), your merchandise will not be put in the show, and your participation fee will not be refunded. PLEASE NOTE: We will no longer be returning tag stubs at the end of the show, but will retain them in case there are any issues.
*Again, jewelry vendors may have special requirements for tagging to facilitate displaying and to prevent tangling. Specifically, jewelry vendors should not use any type of thread or embroidery floss to hang large, paper tags, as this has proven to be unworkable.
Examples of good ideas for tags and tags that don't work can be found in our instructional video:
http://www.youtube.com/watch?v=6heGmtDeBaQ Good tags are key to an organized show!
Inventory Drop Off Day:
You will be required to drop off your merchandise and displays at The Luminary the Sunday or Monday prior to the show (date and time TBD). Your merchandise and tags will be checked against your electronic inventory to make sure everything is correct in the register system. We will have multiple receiving stations set up to expedite this process. If you bring a lot of merchandise, please come organized and allot yourself the proper time to check everything in.
Note: any merchandise that does not appear on previously-submitted inventory will not be accepted in the show – this means that we will not sell it at RRCS and you must take it back with you. So, once again, make sure your inventory list conforms to the RRCS guidelines and remember to have your inventory simplified, organized, and securely tagged to avoid any problems at check in. At check in you will receive instructions for working your shift, invitations to the VIP party and your RRCS t-shirt.
*Again, jewelry vendors may have special requirements for tagging to facilitate displaying and to prevent tangling. Specifically, jewelry vendors should not use any type of thread or embroidery floss to hang large, paper tags, as this has proven to be unworkable.
Inventory Pick-up Day:
Crafters (or their representatives) must pick up their leftover inventory and displays from The Luminary between 5 and 7pm after the show closes on Sunday, November 29. NO EXCEPTIONS ; the pick-up schedule may be refined/slightly amended prior to the show. If you or a representative cannot pick up your merchandise at this time, prior arrangements must be made. We recommend taking your time during pickup to ensure the retrieval of all items. PLEASE note that this process may take an hour or more, and please come prepared to spend 30 minutes walking around the space and waiting for organizers to sort through items. DO NOT come before your designated time, as this is the way items get left behind and lines for check out form. We do not guarantee the return of items after pick up closes – so it is essential that you wait until organizers have organized all unsold merch and are prepared for you to take your share. Unclaimed items and items not picked up due to arriving early to check-out may be donated to charities and vendors will not be reimbursed for their value!
Payout:
Each vendor will be mailed the Quickbooks report for each item sold, and a check for 80% of their total sales (Rock N Roll Craft Show, Inc. retains 20% of sales to fund event expenses). We do our best to complete payout within two weeks. Please inform us of any address changes and cash your checks in a timely manner. We are no longer returning tag stubs, but will retain them for record keeping.
Questions?
Email
[email protected].
FAQs!!
What is a department-store style craft show?
Instead of vendors having their own tables/tents, all like items are merchandised together in departments; for example: housewares, jewelry, apparel, and children's, just like a department store. Every item in the show is tagged with each vendor's inventory numbers and everything goes through a centralized checkout where we take cash and credit cards. Check out the pictures to see how it looks.
www.flickr.com/photos/rocknrollcraftshowWhere do my fees go?
Your participation fees cover your share of marketing and producing the event, which includes:
large color print ads in places like the RFT
TV and radio spots on places like KDHX and Great Day St. Louis
Hundreds of flyers and posters
A beautiful, up to date, and functional website
Retaining a space, utilities, permits, fixtures, cash registers, shopping bags, etc.
Credit card processing fees
It all gets spent. The more money we bring in, the more ads we take out, the more features we can add to the show, and the more shows we can do in the future.
How much do I stand to gain?
This is pretty much up to you. You will set your own prices. Think about how much you might pay for your particular item in a store or at another event. If you like suggestions, contact us at
[email protected] and we can try to give you the range of prices that similar items in the past have been. In the past, only 1-2% of participants did not make their entry fees back (we are talking less than 10 people in 10 events). We believe that taking a percentage of sales, rather than a flat cut of the profit, is the fairest way to distribute fees among a highly diverse group of vendors.
Is this show right for me as a vendor?
We want our show to be accessible to all kinds of vendors. It is great for crafters just starting out because of the low financial commitment. You only pay for what you sell! If you do not sell any items, we do not take any percentage (although this very rarely happens!). Higher volume and professional crafters like our show because of the low time commitment. If you like to be present throughout the event, and many people do because it’s fun to meet people and be a part of the event, then it is possible to volunteer to work the show. Please remember that our show is different from the traditional, booth-style show.
Are you no longer requiring vendors to work during the show?
We have changed our show structure to provide a better customer service experience for our shoppers. There will be opportunities to work during the show but we are not requiring the two hour shift as we have in the past. Please let us know if you are interested in working at the show and if you have any relevant retail experience.
I don't have regular access to a computer, or I don't have digital images of my stuff. Is it possible to enter the show any other way?
We're sorry, but the way the show is organized demands regular access to a computer and regular email usage. All vendor communication happens electronically. If you do not have access to computers or email, then we are sorry, but this show is not for you.
I live out of town; can I still participate?
Yes. The show is open to anyone who makes good stuff. However, you must be there to drop off your inventory one week before the show and return to pick it up at the conclusion of the event (or have a representative do so for you).
Can a collective enter under one name/fee?
No. We allowed collectives to enter in the past, but it was an organizational nightmare and we found that RRCS was easily taken advantage of (i.e. several independent crafters applied together to avoid multiple application fees). We happily allow collaborations (meaning you are a craft team who creates the items together), but we can no longer allow collectives to apply under one name. Please email us if you are unsure and we can chat about it.
How will I get paid?
After the close of the final day of the show, you will pick up your remaining inventory. Within two weeks a check for 80% of your sales will be mailed to the address on your contract.
I just found out about your show and it's past the call for artists' deadline. Will you please consider accepting me?
Sorry, but we cannot accept late applications. Please sign up for our next call for artists on our website! The next show is just around the corner – we do them at least once a year!
How much stuff do I need to bring?
Because the show is department-store style, you can put in as many (excessive items will be back-stocked) or as few items as you like. The best formula we can come up with is based on these multiples of three. Our top sellers usually do not sell much more than $3000 worth of inventory. We usually have around 3000 attendees at the show, so if you think about bringing 300 items, that means that you would expect 10% of shoppers to buy one of your items. We would recommend bringing roughly half of that, but of course it is up to you. We can always back-stock your items if there are too many to put out. Remember that you only pay for what you actually sold. So just consider your fees and enter enough to make it worthwhile for you. Standard amounts might be 200 sets of magnets, 100 candles, 25 t-shirts, 10 glass bowls, 30 packs of cards, 6 hats, etc. If you are concerned about how much is too much or too little, please feel free to email
[email protected].
Why is the show juried?
All applicants are subjected to a jury review-process to ensure that each year's event will feature a balanced and diverse offering of quality handmade items which will appeal to our shoppers. The mission of RRCS is to showcase fresh and unique handmade items; to ensure RRCS stays current and relevant, all applicants are considered anew and against all other applicants each year, so veteran crafters are encouraged to submit photos of new work and keep innovating! RRCS does not have a limit or set number of crafters accepted within any given department; accepted crafters will be selected from the group of applicants as a whole with the primary selection criteria being quality and uniqueness, but also with some consideration of balance across departments and diversity of media. All applications are reviewed together; the jury review process occurs shortly after the application deadline on any given year. On average, historically, more than 50% of applicants are selected and approximately 100 artists participate in RRCS each year.
What is a medium; and why do I have to pick a medium?
We believe that choosing a category/department/medium at this stage will benefit our organizational process throughout the entire show. Categories or mediums; are such things as housewares, jewelry, baby, etc. Please just choose which department you think your stuff would fit in best and keep in mind that you will be accepted into the show based on your images and your artist's statement. Therefore, if you pick housewares; as your overall category/department/medium, but you also are including note cards, that will be OK as long as we have received an image of your notecards or they are identified in your artist statement. We will not accept merchandise not included in your application, so try to make your photos and your statement representative of ALL of your work.
When will I find out If I am accepted?
Our deadline for entries is September 15th, and we usually jury the show in the same week. After that we will get back to everyone as soon as possible. Start checking your inbox around the 20th.
STILL CONFUSED?? Email us at
[email protected]