18th & Vine Arts Festival 2026
Artist Terms & Conditions
These Terms & Conditions ("Agreement") are entered into between the 18th & Vine Arts Festival Foundation ("Festival," "Foundation," "we," "our," or "us") and the participating Artist ("Artist," "Applicant," or "You") upon submission of your application and, if accepted, your participation in the 18th & Vine Arts Festival 2026.
The Festival reserves the right to modify these Terms & Conditions as necessary. Any material updates will be communicated to participating artists.
1. Application & Acceptance
1.1 Application Fee
A non-refundable $30-$50 application fee is required for all artist applications unless otherwise stated.
Applicants ages 13–17 may have their application fee waived. To request a waiver, please contact the Festival by call or text at (816) 760-2278 prior to submitting your application.
1.2 Application Review
Submission of an application does not guarantee acceptance into the Festival.
All applications are reviewed based on factors including:
Artistic quality
Originality
Diversity of work
Available space
Festival programming needs
Overall event balance
1.3 Acceptance
Accepted artists will receive notification via email and/or telephone.
The Festival reserves the right to limit participation due to space limitations, programming needs, safety concerns, or any other reason deemed necessary.
2. Festival Participation
If accepted, artists agree to participate during the official Festival dates.
Festival Dates
Friday, September 25, 2026
Saturday, September 26, 2026
Sunday, September 27, 2026
Official operating hours will be communicated prior to the Festival and may be adjusted as necessary.
Artists are expected to remain open and operating during required Festival hours unless otherwise approved by Festival management.
3. Artist Responsibilities
Artists are responsible for providing all necessary equipment including, but not limited to:
Tent
Tent weights or sandbags
Tables
Chairs
Displays
Lighting (if applicable)
Extension cords
Payment processing equipment
Inventory
Signage
Packaging materials
The Festival does not provide equipment unless specifically agreed upon in writing.
Outdoor exhibitors must securely anchor tents using approved tent weights. Stakes may not be permitted depending on the venue.
4. Setup & Load-In
Artists must arrive during their assigned load-in time.
Specific setup instructions, parking information, and load-in schedules will be emailed before the Festival.
Failure to arrive within your scheduled load-in window may result in forfeiture of your assigned booth space.
5. Booth Operations
Artists agree to:
Maintain a professional booth appearance
Keep booth spaces clean
Dispose of trash properly
Operate safely
Follow all Festival staff instructions
Artists may only display work that was approved through the application process unless prior written approval is obtained.
The Festival reserves the right to require removal of artwork deemed offensive, unsafe, illegal, discriminatory, or inconsistent with the Festival's mission.
6. Artist Conduct
Artists agree to conduct themselves professionally throughout the Festival.
The following may result in immediate removal without refund:
Harassment
Threatening behavior
Fighting
Illegal activity
Excessive intoxication
Failure to follow Festival staff instructions
Damage to Festival property
Conduct that jeopardizes public safety
7. Sales
Artists are solely responsible for:
Pricing
Sales
Customer transactions
Collecting applicable taxes
Reporting income
Credit card processing
Sales tax compliance
The Festival does not collect commissions on artist sales.
8. Insurance & Liability
Artists are solely responsible for protecting:
Artwork
Merchandise
Equipment
Displays
Personal property
The Festival Foundation, its officers, board members, volunteers, sponsors, vendors, contractors, partners, and property owners shall not be liable for:
Theft
Loss
Weather damage
Fire
Water damage
Vandalism
Accidents
Personal injury
Property damage
Artists are encouraged to maintain their own insurance coverage.
9. Photography, Video & Promotional Release
The Festival may photograph, film, livestream, or otherwise record artists, artwork, booths, performances, demonstrations, and interactions during Festival-related activities.
By participating, you grant the Festival a royalty-free, worldwide, perpetual license to use such photographs, videos, audio recordings, and images for:
Marketing
Social media
Website
Television
Print
News media
Sponsorship materials
Promotional campaigns
Future Festival advertising
Whenever practical, artist credit will be provided.
No additional compensation will be owed for such promotional use.
10. Marketing Participation
Accepted artists agree to assist in promoting the Festival by:
Sharing Festival announcements
Posting on social media
Tagging the Festival when appropriate
Encouraging customers and supporters to attend
Official hashtags may include:
#18thAndVineArtsFestival
#18thAndVineArts
Additional hashtags may be announced.
Artists may also be asked to provide:
Headshot
Artist logo
Biography
Website
Social media links
These materials may be used for Festival marketing.
11. Cancellations
Artist Cancellation
Application fees are non-refundable.
If an accepted artist withdraws, the Festival cannot guarantee replacement opportunities or credits.
Festival Cancellation
If the Festival is canceled, postponed, relocated, or modified due to circumstances beyond the Festival's reasonable control—including but not limited to severe weather, public health emergencies, acts of God, government action, utility failures, terrorism, labor disputes, or other force majeure events—the Festival may, at its discretion:
Apply the registration toward a future Festival,
Reschedule participation, or
Offer another reasonable accommodation.
Refunds are not guaranteed.
12. Independent Contractor Status
Artists participate as independent exhibitors.
Nothing in this Agreement creates:
Employment
Partnership
Agency
Joint venture
Artists remain responsible for:
Taxes
Insurance
Licenses
Permits
Business operations
13. Indemnification
Artists agree to indemnify, defend, and hold harmless the 18th & Vine Arts Festival Foundation, its directors, officers, employees, volunteers, sponsors, contractors, and partners from claims, damages, losses, liabilities, or expenses arising from the Artist's participation, negligence, or violation of these Terms & Conditions, except to the extent caused by the Festival's own gross negligence or willful misconduct.
14. Compliance with Laws
Artists agree to comply with all applicable:
Federal laws
State laws
Local ordinances
Fire codes
Health regulations
Licensing requirements
Failure to comply may result in removal from the Festival.
15. Dispute Resolution
Any dispute arising from these Terms & Conditions shall first be addressed through good-faith negotiation.
If a resolution cannot be reached, disputes shall be resolved through binding arbitration in Kansas City, Missouri, unless otherwise required by applicable law.
Missouri law shall govern this Agreement.
16. Entire Agreement
These Terms & Conditions constitute the entire agreement between the Festival and the Artist regarding participation in the 2026 Festival and supersede any prior verbal or written agreements relating to artist participation.
If any provision of this Agreement is determined to be unenforceable, the remaining provisions shall remain in full force and effect.
Artist Acknowledgment
By submitting an application, paying the application fee (if applicable), and participating in the Festival, you acknowledge that you have read, understood, and agree to abide by these Terms & Conditions.
Failure to comply may result in removal from the Festival without refund or future participation eligibility.
Contact Information
18th & Vine Arts Festival Foundation
🌐 www.18thandvineartsfestival.com
📧 Info@18thandvineartsfest.org
📞 (816) 760-2278