Artist emails - 2025

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CONGRATULATIONS! You have been selected to participate in the 26th Annual Denver Arts  Festival. We are pleased with the quality of art that has been accepted into the festival. We had more than normal the amount of applications  this year making it one of the most competitive shows ever. We are quite  pleased with the quality of the art for 2025!

PLEASE READ ALL OF THE INFO BELOW
PAYMENT OPTIONS (PLEASE READ!)
DUE MARCH 18*

Please note that you will need to Accept (on Zapplication) but you have three options for payment. If you pay through Zapplication the booth fee is $575. If you want to save money  ($25 per booth) you can pay for your booth fees with either Checks or Venmo by March 18. Another reason to pay by check or Venmo is that I can offer 100% refund if you need to cancel. I can’t offer 100% return with payments to ZAPP since they take a percentage of the payments.
*(After  that date, if you haven't paid for your booth, it will go to an artist  on our waitlist.) If you are not able to accept the invite, please let us know ASAP.

Payments for electricity and corners are with CHECKS or Venmo ONLY. Please use separate checks for each item and we will only cash the checks for those things that we are able to give you.

Please do not use PayPal since those fees come out of our budget which we would rather use for advertising.
*Booth $575 (ZAPP) - $550 Check/Venmo – Save $25
*Double Booth $1150 (ZAPP) -  $1100 Check/Venmo – Save $50
*Electricity $50 -  Check/Venmo ONLY
*Corner booth $195 -  Check/Venmo ONLY (limited number of corners)

VENMO PAYMENTS TO: @Jim-DeLutes (if they ask for digits of my phone # - 1964)

Send all payments to (Make checks out to DAF):
DAF
PO Box 1743
Berthoud, CO 80513

Booth Layout:
I have attached the booth layout map. Please email me any booth requests you may have.
We  have some early PR opportunities this year so the earlier you accept  and pay the better the chances that we can use you in our Press  Releases.

I will be in touch soon with updates, Hotel deals, Taxes, Insurance, etc.

Again, congratulations on being accepted and thank you for supporting the festival.

Please contact me with any questions – 303-517-1964.

Sincerely,
Jim DeLutes
Director
Denver Arts Festival
Jdphotos7@gmail.com

The deadline to accept and pay for your booth is March 18. If you are  mailing in your payments, please do not wait until the last minute since  the Post Office is about as quick as the pony express! So mail early:

Denver Arts Festival
PO Box 1743
Berthoud, CO 80513

If you are not able to come to the festival this year, please let me  know since there are many good artists on our wait list that would be  happy to get in.

INSURANCE:
You must have insurance for the show. I have secured a policy for that weekend for $49. Here is the link -
https://app.actinsurance.com/events/11189

If you want to check to see if I've received your payment, just check  the status of your ZAPP account and if it says 'Received' that means I  have your payment.

Let me know if you have any quesitions - jdphotos7@gmail.com

Thanks,
Jim DeLutes
Denver Arts Festival

APRIL 7

This email is filled with important info so please do not just skim over it. Thanks!
 

CANOPY RENTAL
If you are needing to rent a canopy, we have a limited number in house that we rent for $200 (Tent, sidewalls and weights) Once those are gone, our rental company has them for $250.
Contact me directly to rent them.jdphotos7@gmail.com
 

INSURANCE AND TAXES
 

These two things are critical to your ability to do the show. As stated in the application, you will need to have liability insurance.
Insurance –  I have negotiated a good deal on the insurance policy. Go to this link to get your insurance policy and other info about insurance - https://denverartsfestival.com/taxes
 

Taxes (State and City)
 

You will need to have both a special events sales tax license from the State and a sales tax license from the City & County of Denver. You will find applications for both at this link - https://denverartsfestival.com/taxes There are phone numbers for both the city and state listed on that page if you have any questions. If you have issues with the State please call Jamie at the Department of Revenue. That info is on the tax page. You can not get a license online. It must be mailed in or done in person. Do not wait until the last minute since it can take 4-6 weeks to get it.
 

IMPORTANT!!
BOTH THE CITY OF DENVER AND THE STATE OF COLORADO HAVE STATUTES THAT I MUST GIVE THEM YOUR NAME, ADDRESS, AND SALES TAX LICENSE NUMBERS. I HAVE TO DO THAT AT THE LATEST, 15 DAYS BEFORE THE SHOW. I WOULD REALLY APPRECIATE YOU SENDING THOSE TO ME BY May 9th.
THEY ARE NOW SENDING OUT $1000 PENALTIES TO ANYONE WHO DOES NOT FILE THEIR TAXES IN THE TIME ALLOTTED.
 

HOTEL 

(These deals will end by May 6th or when all rooms are taken, whichever comes first)
I have a deal for you at both the Staybridge Suites which is half a block from the show. https://denverartsfestival.com/rentals-hotel-deals
 

If you want to search online for hotel deals, the address of the festival’s location is 8304 E. 49th Pl. Denver 80238.
 

BOOTH ASSIGNMENTS

I have finished the booth assignments and you'll find your booth number at the bottom of this email. If you have a 'C' at the end of the booth number, that means you have a Corner, the letter 'E' means electricity.
I was able to honor about 90% of your booth requests. I did run out of corners before I ran out of artists wanting them. 

WEBSITE

All of the artists are now posted on the website. Please check your listing to make sure the info is correct - https://denverartsfestival.com/2025-artists 

 Also, I have created a hidden page on the website that has all of the emails that I have and will send. You will also find the hotel information plus the form for tent rental there. There are two ways to access this page. The first is using the following link: -https://denverartsfestival.com/emails
The other way is to scroll to the bottom of any page on the website and you’ll see the pages for the website. At the end of the list is the letter ‘E’ – click on that to go to the email page.
 

Please let me know if you have any questions – jdphotos7@gmail.com
 

Thanks,
Jim DeLutes
Director - Denver Arts Festival
www.DenverArtsFestival.com

APRIL 17

Just 5 weeks away!
Just a few reminders - Please make sure that you have your sales tax license taken care of. There may be someone from the Revenue Dept. coming down to the show and checking everyone. You can show your application and a check that was written if you haven't received your license in time. Please make sure you send me your state tax license number.
 

The deadline for making reservations at the hotels is May 6th(unless all of the reserved rooms are taken). Please go to this link for all the info you need for taxes, hotels, insurance and all emails that have been sent.
https://denverartsfestival.com/emails

Set-up will be on Friday May 23 starting at 7am. All of the details and the times that you can enter to unload will be in an email that I’ll send closer to the show.

All artists are on the site. Please check your listing to make sure all of it is correct.
 

I've attached a promo piece so you can use it when posting on social media or sending out emails to your clientele, etc.
 

Please let me know if you have any questions.
 

See you soon,
Jim DeLutes
Director - Denver Arts Festival
jdphotos7@gmail.com

______________________________________________

MAY 4

This is a long email but very important.   Please take the time to read it. It’s not as long if you just read the info   that pertains to your booth for setup instructions.
 

 Just a couple of weeks away from setting up on Friday the 23rd and   I want to fine-tune the setup schedule. Please understand that we have 4   sections to the festival and all four streets are different widths. I’ve   tried to figure out the best ways to get everyone in without undue traffic   jams. Please be patient during setup. We have all day to do it. If it’s   jammed up, go sit in one of the restaurants and come back out when it   lightens up. Please remember that we are in a neighborhood so please be   respectful and keep the noise down, especially early in the morning and later   in the evening. Thanks.
 

Everyone (with the exception of booths 103-116) will enter the show from   one street ONLY and that is 49th Place. DO NOT GO AGAINST THE FLOW OF TRAFFIC   OR YOU WILL BE ASKED TO LEAVE AND YOU WILL HAVE TO WAIT UNTIL THERE IS ROOM   TO GET BACK IN.
 

I am attaching a map showing flow and   direction of traffic. I know that most of   you are visual people so I hope this will help. Please print this out and   bring it.
 

Just to confuse you more, there are two Valentia Streets, one on the   west side of the park and one on the east. Please make sure you’re turning   onto the correct one.
 

Booths 1-2 and 185-186 Please pull up to your booths from Northfield   Blvd. Park next to your booths but do not block the exit.

Booths 3 through 102 will enter on 49th from the east (coming from Verbena   St). Booths 3-31 will turn left on Valentia. When   exiting you will go out onto Northfield Blvd.
 

Booths 32-44 will continue straight to access your booths. You   will exit by staying straight on 49th Place to Uinta Street. Do not make   any turns until you get to Uinta
 

Booths 45 – 102 will turn right on Valentia. When exiting you   will turn right on 50th Ave.
 

Booths 103-116 will enter on 50th Avenue from the East (coming   from Verbena St) and continue straight to access your booths. You will exit   by staying straight on 50th Avenue to Uinta Street. Do not make any turns   until you get to Uinta
 

Booths 119 through 184 will enter on 49th from the west  (coming from Uinta St).
 

Booths 119-156 will turn left on Valentia. When exiting   you will turn left onto 50th Ave.
 

Booths 157-184 will turn right on Valentia. When exiting   you will go out onto Northfield Blvd.
 

Booths 117-118 Come in on 50th St. from Uinta and park   along the curb on 50th near your booths. Please call me when you arrive so we   can go over your loading procedures – 303-517-1964.
 

IMPORTANT – PLEASE IGNORE THE ONE-WAY SIGNS ON VALENTIA. THE ROADS ARE   CLOSED SO WE CAN GO IN WHICHEVER DIRECTION WE NEED TO. PLEASE FOLLOW THE   INSTRUCTIONS ABOVE.
 

LOAD IN TIMES: Due to the sizes of some of the streets we will   need to alter some of the load in times. The odd numbers can still come in   at 7AM and out by 9:15AM (if you’re done earlier or can get your vehicle   out earlier, please do so).
 

The Following Even number booths will begin coming in at 9:30 BUT we will   need to stage them into some of the areas due to narrow streets.
 

9:30 - Booths 3-16 and Booths 172 -186 will line up at their   respective sides of Valentia at 49th Place. We will then try to get the   vehicles that are present into the area in numerical order. You will exit   onto Northfield.
 

10:00 - Booths 18-30 and Booth 158-170 will line up at their   respective sides of Valentia at 49th Place. We will then try to get the vehicles   that are present into the area in numerical order. You will exit onto   Northfield.
 

BOOTHS 41-97 AND 110-148
I BELIEVE WE CAN GET ALL EVEN BOOTHS IN STARTING AT 9:30.
 

 Remember, you can dolly in at any time no matter what your booth number is,   and after 12 noon you can come in anytime there is room.
 

Big Rigs or Large Trailers - We will see if we can get you in.   Otherwise, you may have to park on the side streets and load in. If you   aren’t sure, please call before driving into the show – 303-517-1964.
 

YOU CAN ALSO PARK ON SIDE STREETS AND DOLLY IN AT ANY TIME. PLUS, AS LONG   AS YOU CHECK IN BEFORE 6PM YOU CAN SET UP IN THE EVENING UNTIL 10PM (I would   advise being done by 8 since it's pretty dark after that). You could also   set up just your tent and panels, etc. and then come back in the evening to   load your artwork.
 

 Again, we have all day to do this. Being patient and working with each other   will go a long way in keeping it somewhat sane. I know that’s my personal   goal…keeping myself somewhat sane.
 

TEAR DOWN - I don’t like a lot of rules with tear down since I   believe most of you do this enough times through the year to know what to do.   That said, if the weather is dry through the weekend, I want everyone to   tear down as much of your booth and artwork before pulling in. The show   ends early at 5PM so we have 5 hours before we have to be done. Again,   wheeling out may make sense for some of you. Remember, you will enter and   exit the same as during setup.
 

Parking (RV Parking will be in a future email) - There is   street parking all around the festival. If you don’t need to be close, please   park a little farther away to leave parking for customers. There is also a   lot Northeast of the show at the High Tech Elementary School at Verbena St.   & Stoll Place (about 2 blocks from the show). 

 THE FOLLOWING PARKING LOT CAN ONLY BE USED AFTER   6PM ON FRIDAY AND THEN ALL DAY SATURDAY AND SUNDAY: At the corner of Northfield and Wabash is the   Goddard School (about a block east of the show). IF YOU PARK IN THIS   LOT BEFORE 6PM ON FRIDAY, I WILL HAVE YOUR VEHICLE TOWED AWAY. THE GODDARD   SCHOOL IS KIND ENOUGH TO LET US USE THAT SPACE AND LAST YEAR ARTISTS WENT IN   EARLY AND INTERFERED WITH PARENTS PICKING UP THEIR CHILDREN. 

 Although we don’t have an official parking area at   the Northfield Mall you probably can park on the outer lots or over by   Target.
 

DO NOT PARK IN THE LOTS BY THE RESTAURANTS   at Northfield Blvd.
 

Landscaping – When setting up and during the festival please be   very careful if you have landscaping behind your booth. Do not lay panels or   boxes on any plants (or planters).
 

Check-in - The check-in booth (info booth) will be on the   corner of the small park by booth 31. We will set it up temporarily so that   we are not in the way. You can pick up your packet. Please put the parking   pass on your dashboard. Don’t need it for parking but it will let us know   your booth number in case we need to have you move it. Also, you may need to   sign the Central Park Right of Entry form at check-in (unless you have done   the show in the last few years from.)
 

SECURITY – We have a security team overnight on Friday and   Saturday. We have a uniformed Denver Police officer patrolling during the   festival hours. Also, I’m at the Staybridge over Friday and Saturday nights   in case there are any security or weather issues that need immediate   attention.
 

Wind - Since this is Colorado, and for those of you who might be new   to Colorado shows, just know that it can sometimes be ‘breezy’ here. That   said, do make sure you bring extra weights. Since we are on the streets there   is no way to stake your tent. If you’re unsure about whether your booth is   secure, feel free to ask me or one of my staff to double-check it.
 

Volunteers (they wear red T-shirts) – We’ll have enough   to handle everything but instead of getting a scheduled volunteer to watch   your booth while you take a break, you will need to call Laura (303-678-3041)   and put in your request as you need it. We will send the next available   volunteer to you. Please be patient since we might get backed up at times.
 

Insurance - Please make sure to have your insurance forms with   you in case we need to confirm that you have it.
 

Show Map – There will be a map of the show at the info booth and also   on large A-frame signs at each street intersection. They can also find any   artist’s booth number at the info booth.
 

 I know this is a long email but the setup instructions have worked great for   the past 8 years so please follow all instructions.
 

 See you soon,
 Jim DeLutes
 Director
 Denver Arts Festival
jdphotos7@gmail.com
 

 PS - Remember that all emails that have been sent can be seen at this link - https://denverartsfestival.com/emails 

MAY 7

I didn’t want to give you too much info in the last email so here are a few items that you need to know.
 

SALES TAX – 9.15%
 

RV PARKING (ALSO ARTIST PARKING):
 

1) Great news for those who have been asking about staying in their RVs. We have two locations for RV’s: The Goddard School, which is one block East of the show, has allowed us to use their parking lot for the weekend. DO NOT pull into their lot before 6PM on Friday! Please park smart so that we can utilize the space. If there is space left after all of the RVs have been parked, then other artists can use the lot also.

2) RV’s can also park on either side of Runway 35 Park (see attached map) Since both of these are in neighborhoods around the show, be respectful and quiet so that we can use these spaces again in the future. At Runway Park please park on the side of the street next to the park and not in front of the houses. 

3)There is also parking at DSST: Conservatory Green Middle School (see map) but again, do not access this lot until after 6pm on Friday.
 

Right of Entry Agreement (ROE):

If you have done the show anytime in the last 5 years, we have your agreement on file. If not, you will need to fill out and sign it. You can download the form online and fill out all highlighted areas. Bring the completed form to the show and drop it off when you pick up you check in packet.

Link to the form: https://denverartsfestival.com/roe
 

Attn: The cell signal in the show is okay but not great. So, you may have to do credit card transactions offline and upload later.
 

Let me know if you have any questions.
 

Jim DeLutes
Denver Arts Festival
jdphotos7@gmail.com

MAY 18

Some further clarity about the setup schedule. The odd number booths come in at 7AM and out by 9:15AM. Even numbered booths come in at 9:30. If you have a double booth you may come in either time and if you want to wait until noon or so, you can come in no matter what your number is (as long as there is room). Also, you can park outside of the show and dolly in anytime you want.
 

SOCIAL MEDIA - Please make sure you do your part to drive your customers to the festival. Please email or post on Facebook or post on your website. I have attached a promo piece to this email.

Here is our FB page - https://www.facebook.com/DenverArtsFestival/ and for those of you who know how to do live video feeds on FB, etc. – please post some during set up and more during the show.
 

INSURANCE & TAXES – If you have your own insurance or if you bought it through our link, please make sure to bring the page showing your coverage and DDAF, LLC as also insured. A clear picture of it on your phone will also work. Remember that Liability insurance is mandatory. You will not be allowed to set up without it. You can get a policy at this link and it takes 5 minutes: https://app.actinsurance.com/events/11189 

SALES tax info is on this link - https://denverartsfestival.com/taxes
 

RESTAURANTS - We have several restaurants at the South end of the festival and several Food Trucks at the north end of the show.
 

RESTROOMS – There are nice indoor bathrooms on the south end of the show in the building named MCA – The Cube (near Jersey Mike’s Subs) and there are porta johns on the north end on 50th Ave. just east of the show.
 

PROMOTIONS:
So that you know what advertising and promotions are being done to help you have a successful show, here are some of the promotions we have done:
 

Our 60+ TV commercials & promos are running on KDVR & CW2. Three hundred Posters have been distributed and 10,000 rack cards are on display around downtown and the Central Park area. Monday I will be on Great Day Colorado with both Channel 2 and Channel 31 plus that segment will run again on Friday.  Tuesday I will be on Channel 31 and Channel 2 News plus I’ll be on Colorado & Company at Channel 9. We have run many online promotions since March with 5280 Magazine. We had a ½ page ad in THIRST magazine. We had a half page ad in the Front Porch newspaper in May. The Front Porch is distributed to the residents of both Central Park and Lowry hitting 35,000 people. We have a ¼ page ad in Colorado Life magazine. We have a ¼ page advertisement in the Colorado APPLAUSE Magazine which is handed out to every patron at the Performing Arts Theatres for the past 4 months and has a 100,000 distribution. We are listed in the calendars of 5280 Magazine, Denver Post, EnCompass Magazine, The Denver Gazette, 303 Magazine and many other outlets.
Our Host Sponsor, MCA, has also done promotions to the residents of Central Park. We have done 2 large targeted emails (110,000) through the 5280 Magazine. Mass emails are going out through several other channels reaching at least 200,000 people who are looking for things to do in Denver. We are on many website calendars (to see how many, Google ‘Denver Arts Festival’). We have done social media promotions through303 Magazine, 5280 Magazine, KDVR and CW2 TV, plus, the promotions through our Facebook page. We have many online ads and promotions happening this week. Not to mention that our bands have large followings and the bands have been promoting the festival also. Currently, there are large banners on Northfield Blvd. which has over 20,000 vehicles driving by each day plus we have dozens of smaller signs that will be placed once the festival opens.
 

All told we have well over $90,000 in promotions happening. Please understand that our advertising is very targeted towards upper-income neighborhoods and demographics so to help bring a quality crowd to the show.
 

There is more that we’ve done but I figured this much should let you know we are serious about promoting the festival. We are still working on more live TV coverage as the weekend gets closer.
 

I will have at least one more email before the show. I know how much you enjoy reading all of this…
 

See you soon,
Jim DeLutes
Director - Denver Arts Festival
jdphotos7@gmail.com
 

PS – Remember, once again this year I am doing booth shots for artists. If you’re interested in getting a booth shot done, talk to me on Friday to set up a time. I usually do them on Saturday morning. Cost is $150.

MAY 21

Last minute items:
 

First of all, it looks like a mixed bag of weather. Currently it is shifting in a good way with less chance of rain on Saturday than first predicted and Sunday is getting a little better but perhaps some rain in the afternoon. 80’s on Friday, 70’s on Saturday and 60’s on Sunday (mornings will be chilly with temps in the 40’s.) Please make sure your booth is weighed down sufficiently since the wind can quickly pick up if a storm moves in.

Please remember your sunscreen and water. Especially those of you not used to the high altitude and the low humidity. Bring lots of water. You can fill your water bottle in the MCA – CUBE building.
 

No dogs are allowed at your booth (except service dogs).
 

GPS Info – The address to the festival location is: 8304 E. 49th Place Denver 80238

 Let me know on Friday if you are interested in a booth shot this weekend.
 

Keep in mind that if you need to get in touch with me on Friday (and you need a quick reply) please call or text me since I will not be checking emails as much – 303-517-1964.
 

See you soon,
Jim DeLutes
Denver Arts Festival
 

PS – If you’re interested in applying to the Affordable Arts Festival, the deadline is the 31st. You can click here to apply - https://www.zapplication.org/event-info.php?ID=12908