MCAD Alumni and Student Art Sale Participation Rules

November 21–23, 2019


MCAD’s annual Art Sale is for YOU. You are responsible for understanding the information below. Please read these rules very carefully to ensure a smooth and successful process!

Table of Contents

  1. Registering for the Art Sale
  2. Submit Artwork Information
  3. Copyright
  5. Selling and Price Adjustments During the Sale
  6. Restocking
  7. Art Preparation
    1. Shrinkwrapping
    2. Multiples
  8. Artwork Drop-Off
  9. Post-Sale Artwork Pick Up
  10. Payment
  11. Other important International Student Notes
  12. Other important Alumni Notes
  13. Other Important Student Notes
  14. Liability and waiver 
  1. Registering for the Art Sale and Inventory Forms (Alumni and Students)
    1. Fill out the intent to participate form by September 30, 2019.  It can be found on Art Sale communications by email will only be sent to registered students and alumni. All students and any alumni who graduated between December 2014–May 2019 are eligible to participate.
    2. After you fill out the Intent to Participate form you will receive a confirmation email with your log-in and password information. If you do not receive an email, please check your email spam folder and if it’s not there please email
    3. On the inventory form enter the personal information requested. *Please Note*:  the Legal Name entered in your Art Sale inventory account MUST match your required W-9 form. All labels will list your preferred Label Name and will be pre-printed for you. Checks will be sent to the address used on your W-9 form.
    4. All comic artists participating in the Artists’ Alley MUST register and fill out the Intent to Participate form as well.

 2. Submit Artwork Information

  1. Enter all artwork to the inventory that you plan on selling at the sale. 25 piece maximum. Price max for students per piece is $1,000. Price max for alumni is $1,500. Please review 2012-2018 Art Sale Pricing Data for pricing guidance. Do NOT mark READY TO PRINT until all your artwork information is 100% complete.
  2. Include pictures: images of artwork will be promoted on the MCAD website and Art Sale Facebook page. *Tip: upload information first, save, and then upload image. Files should be less than 10 MB
  3. Until you mark inventory as Ready to Print, you may log back in at any time and edit your inventory as needed.

3. Copyright issues

Please be aware that MCAD has a strict policy around copyright infringement. Make sure that all pieces submitted for sale to the MCAD Art Sale do not infringe on another artist's work. Violators of our copyright infringement policies risk being removed from the MCAD Art Sale and any future Art Sales. If you have any questions about this policy or compliance, please refer to the policy guidelines here: or email

4. READY TO PRINT (Alumni and Students)

  1. At least 12 hours prior to Drop Off (times/dates listed below), log on to your Inventory and click "MARK AS READY TO PRINT.” Absolutely no changes can be made to your inventory after you click this.
  2. Print and sign a W-9 to bring with you to Drop Off. You may NOT drop off your work unless you turn in a signed W-9. When completing your W-9, be sure that your name matches the Legal Name used in the inventory. Delays in payments are often due to incorrect information listed on W-9 forms.
  3. Your labels will be pre-printed for you. Affix the labels to your artwork as instructed by staff.
  4. If you have completed the steps above prior to Drop Off, intake of your artwork will take 15 to 20 minutes. If you have not completed these steps before Drop Off please plan on the intake of your artwork taking 60 minutes or more. You may NOT drop off your work unless you turn in a signed W-9.

5. Selling and Price Adjustments During the Sale (Alumni and Students)

  1. Please review the Historic Sales and Pricing Data for pricing guidance
  2. Price adjustments are allowed at any time during the sale.
  3. REMINDER: the MCAD Art Sale is an 80/20 split. Of any sale, you receive 80% of the sale price, and MCAD retains 20% to cover Art Sale operating expenses. The Art Sale is not a formal fundraiser for the college, the sale is for you.
  4. No sales are allowed without an official Art Sale barcode (e.g. NO cash transactions or square readers!).
  5. To change prices, secure one of the special markdown pens from Art Sale staff at the registers.
  6. Find your piece and write the new price clearly on your label while avoiding making any marks on the barcode. Illegible prices may mean that your piece is not sold or is sold for the wrong price.
  7. Return pen to the register when finished making corrections for other artists to use.
  8. The new price will be manually entered at the register.

6. Restocking (Alumni and Students)

  1. You are allowed to restock work in the sale once you sell work. You may not have more than 25 pieces in the sale at any time.
  2. You can check if your work is sold by logging onto your inventory account and seeing updates of what has sold. The inventory system will automatically update every 30 minutes.
  3. Plan ahead! Restock labels are ONLY printed after the sale each night: Thursday, Nov. 21, 9 p.m.–10 p.m. and Friday, Nov. 22, 9 p.m.–10 p.m.
  4. Manually write (legibly!) the information required on the label. Fill out label completely—do not skip any parts. Do not make any marks on the barcode.
  5. Affix label to artwork per instructions from your initial Drop Off.
  6. You are responsible for restocking on your own work. If you have questions you may ask Art Sale staff.
  7. Alumni - if you do not live in-state, a proxy (friend, family member, classmate) may restock work for you. The alumni office will not have the ability to do this for you during the sale.

7. Art Preparation

  1. Shrinkwrapping (Alumni and Students)
    • Academic Services recommends framing or mounting any oversized work instead of shrinkwrapping. Size limit for shrinkwrapping is 4' x 8'. Students should ask Academic Services if they have questions. Alumni should ask the Alumni Office.
    • Alumni: You may request to have any amount of your initial 25 pieces at Drop Off shrinkwrapped. Identify these to intake staff.
    • Students: Any work you want shrinkwrapped must be completed BEFORE the student drop off date.
    • Students and alumni: if you have restock items that need to be shrinkwrapped then you must do so on your own during Art Sale hours at the shrinkwrap station. Staff to train you and supplies will be available at the shrink wrap station next to the 3D studios.
  2. Multiples (Alumni and Students)
    • If you are submitting multiples, it is strongly recommended that you do not submit more than 5 each of the same piece.
    • Remember: enter information for multiples once, and set quantity. Multiple quantities do count toward your 25 piece limit.
    • Any separate pieces that are to be sold together must be physically connected in some way (e.g. a temporary tie on the back) and should be listed in the inventory as one piece, and have one price label generated.
    • If pricing a diptych or triptych which are NOT attached, each piece must be listed and priced individually (e.g. for a $600 triptych, each section should have Title 1 of 3, Title 2 of 3, and Title 3 of 3, and each piece would be priced at $200). It is then up to the buyer to purchase all three separately. With this option, there is no guarantee that all pieces would be sold together, that is the risk the buyer (and artist) take.

8. Artwork Drop Off

Print and sign a W-9 to bring with you to Drop Off. You may NOT drop off your work unless you turn in a signed W-9. When completing your W-9, be sure that your name matches the legal name used in the inventory. A proxy (friend, family member, classmate) can drop off your artwork for you—that person must also bring your signed W-9 form.

No wet paintings. Charcoal drawings must be shrinkwrapped or covered to protect from smearing and to prevent charcoal from rubbing on other artists’ pieces (sealing your piece is recommended). Pieces that may require hooks and wires to hang should come prepared. All pieces must be ready to hang. Follow staff instructions for affixing price labels to your pieces. Please plan accordingly, have your art pieces ready for sale.

If you followed the instructions and marked your items Ready for Print at least 12 hours in advance, labels will be ready for you in advance during drop off.

Alumni Drop Off Dates/Times in Gallery 148 at MCAD (no exceptions):

  • Thursday, November 7 (4:00 p.m.–8:00 p.m.)
  • Friday, November 8 (4:00 p.m.–8:00 p.m.)
  • Saturday, November 9 (12:00 p.m.–5:00 p.m.)
  • Sunday, November 10 (12:00 p.m.–5:00 p.m.)
  • Monday, November 11 (8:00 a.m.–10:00 a.m.) and (4:00 p.m.–8:00 p.m.)

Student Drop Off Dates/Times in Main Gallery (no exceptions):

  • Sunday, November 17 (9:00 a.m.–3:00 p.m.)

9. Post Sale Artwork Pick Up:

Alumni Pick Up Dates/Times in Gallery 148 (no exceptions):

  • Sunday, November 24 (12:00 p.m.–5:00 p.m.)
  • Monday, November 25 (4:00 p.m.–8:00 p.m.)
  • Tuesday, November 26 (4:00 p.m.–8:00 p.m.)

Student Pick Up Dates/Times in College Center (no exceptions):

  • Saturday, November 23 (6:00 p.m.–9:00 p.m.) *highly encouraged
  • Sunday, November 24 (all day)

 All work will be sorted alphabetically by last name for you. A proxy (friend, family member, classmate) can pick up your artwork for you. MCAD is not able to store any art: any art that remains unclaimed after the designated Pick Up times may be donated or placed on the Free Shelf. We appreciate your understanding.

10. Payment

Artist payment checks are issued after the semester end, December 15. Payment checks are mailed to the address used on your W-9 form. However, your LEGAL name in the inventory must match your W-9 form in order for you to be paid.

*If you do not submit the correct information at the appropriate time, your check will be delayed. MCAD is closed between December 24 and January 1 and cannot process rush requests.

If you have more than $600 in sales, a separate 1099 form for tax filings will be mailed to you in the new year.

11. Other important International Student Notes

  1. International students are not permitted to earn money from the Art Sale based on US laws. Now in its fifth year, a scholarship created from the proceeds from international student art sales is available to eligible international students who sold work at the Art Sale.
  2. All the other participation rules and regulations are the same for international students.
  3. Please contact Britt Nelson ( or the alumni office ( if you have any questions.

12. Other important Alumni Notes

  1. All participating alumni receive one complimentary ticket for the Friday night of Art Sale, November 22, 2019, 6:00–9:00 p.m.
  2. Alumni Perk: Advance Friday night tickets are now available, two for the price of one ($25), to all MCAD alumni. Enter coupon code ALUMNI during your online purchase.
  3. GIVE THE GIFT OF ART: in the past 5 years, over $12,000 has been raised for student scholarships through the donation of art sales. When you donate the proceeds from one or more of your art sales, students directly benefit through a donor funded scholarship. Please consider supporting student scholarships by giving the gift of your art!
  4. Out of town participants – the same rules and regulations apply.  If you have questions about delivering artwork, please contact or direct your proxy to the alumni office at

13. Other Important Student Notes:

  1. Art Sale Q&A Sessions, 2 sessions over the lunch hour: Dates TBD
  2. Participating Students receive 1 free ticket for the Friday night of Art Sale, November 22, 2019, 6:00–9:00 p.m. Use this opportunity to stand by and sell your work!
  3. Are you a student and have more questions? Contact Brett Smith (

14. Liability and waiver

As a voluntary participant of the MCAD Art Sale, you understand and assume the risk of including your artwork in this event. With over 7,000 pieces of artwork for sale, MCAD works to protect all artwork from damage and theft. However, the MCAD Art Sale spans three days and has nearly 4,000 visitors from the community exploring our facilities and handling the artwork. The Art Sale is not a gallery setting; installation crews work to accommodate artist requests, however artwork will be installed or moved to fit available spaces. During the course of the sale, artwork may at some time be handled by untrained Art Sale attendees. While rare, artist work in the past has been lost, damaged, and stolen. MCAD is not responsible for damaged, lost, or stolen work.

MCAD reserves the right to refuse artwork that poses risk of damage or injury to Art Sale staff, attendees, or other artist's’ work. The MCAD Art Sale also cannot sell food products.