Artist Resource Guide

20th Annual Woodlands Waterway Arts Festival

Show Dates & Hours:
Friday, April 11: 1PM - 5PM
Saturday, April 12: 10AM - 6PM
Sunday, April 13: 10AM - 5PM

Registration: TWAC office - SEE BELOW
Festival Site is at 2099 Lake Robbins Dr. (Town Green Park) and along The Woodlands Waterway in The Woodlands, Texas

Artists must be present with their work for the entire three days of The Woodlands Waterway Arts Festival. Representatives may not attend in place of the artist. The Woodlands Waterway Arts Festival requires photo identification at check-in to ensure compliance.

80% of the work displayed in your tent must be original. Any giclees or prints should clearly state that they are reproductions.

Media Press Kit & YOUR Private Page

Our common goal is to bring people to the show. We ask that you please utilize the press kit linked below to invite your collectors and audience!!
MINI MEDIA KIT link below. This link will be updated periodically with new information to share.

Please take a moment to share YOUR information with our audience on your very own private page on the website. We have uploaded your Zapp images to your private page, but you can add a bio, description, or any text you would like. It is blank until you fill it in. You can see the page now by clicking your name in the artist directory:

https://www.thewoodlandsartscouncil.org/businesses/2025-waterway-artists

LINK to mini media kit

WWAF 2025 Mini Media Kit

Check-in and Load-In Information

***NEW AREA For***
ARTIST CHECK-IN
INSTRUCTIONS:

PLEASE FILL OUT THIS FORM TO SCHEDULE YOUR LOAD-IN TIME SLOT.
We will fill the slots based on the date you signed up.
DUE by MARCH 15- click here

Check-In Times

Wednesday, April 9, and Thursday, April 10, 2025,

7 AM – 6 PM
The Woodlands Arts Council
D. Hilton Assoc Bldg
9450 Grogans Mill Rd, Ste 160
The Woodlands, TX 77380

You will need the following at check-in:

YOUR driver's license or another photo ID—We require the artist to be present at check-in and during the entire show. Credentials will only be given to the artist.
For our VIP artists, please turn in your donation when you check in. We will have someone available to receive it and ensure it gets to where the art dash is being held. If that is not possible, we will coordinate a pickup and delivery. NO artwork is accepted at the party.

You will be provided a Welcome Bag with snacks and water at check-in.

If you are donating to the ART DASH Party please bring your artwork (valued at $250+ and your business cards) to check-in!

Overnight check-in is NOT AVAILABLE due to increased costs.
No vehicles on site are allowed after Thursday.

When you leave the TWAC office, you will be directed to the Methodist Church parking lot. There, you will be staged to be escorted into the arts festival to your respective load-in area.

The bridge you must travel under at Grogan’s Mill is low (10.5 ft max) so if your vehicle is taller than that, please choose a 7am - 8am loadin timeframe. We will measure any vehicles which we think may be a problem to get under the bridge at check-in.

Artists are sequenced by booth number in line-up.
The pathway is 22 feet wide with a maximum height of 10.5 feet.
Clearance in front of the booths is narrow.
No large RVs, oversized box trucks or large trailers are allowed on the pathway.
Awnings are allowed ONLY during festival hours (9AM - 6PM).
If your vehicle is 10.5 feet or taller, you will need to check in between 7 AM and 9 AM on Wednesday and Thursday.

Volunteers will be on hand to help you with your Load In if needed.

NOTE:
Exhibiting Artists will receive a Booth Number Sign at Check-In. This sign will be displayed in a highly visible location within your booth. THIS IS VERY IMPORTANT TO OUR EMERGENCY RESPONSE EFFORTS.

Please be mindful of your neighbors when setting up in your reserved space.

ARTIST CHECK IN AND LOAD IN MAP

Accommodations Host Hotel

The Woodlands Waterway Marriott Hotel

As of 3/4/25 The hotel is sold out of our room block for April 9,10 & 11. The $199 rate is still available for Sat and Sun

Stay in other Hotels in the area

Hotels in The Woodlands

On-Site Contact Information

ARTIST RELATIONS 281-651-8024
Elizabeth Barnett / Murph
David Mayes 281-685-2936
General Festival 832-304-9863

It's a great idea to add these to your contacts NOW

2025 Festival Location & Time

2099 Lake Robbins Drive
The Woodlands, Texas 77380
Town Green Park and along The Woodlands Waterway

FESTIVAL HOURS
Friday, April 11: 1:00 PM - 5:00 PM
Saturday, April 12: 10:00 AM - 6:00 PM
Sunday, April 13: 10:00 AM - 5:00 PM

Artist Parking 2001 Timberloch Place 77380

General Information

Artist Relations: Located on the Upper Sidewalk - Between Area 3 and Area 4 Booths.

Restrooms are Available in FRONT OF Town Green Park, and Port-a-Potties during Load-In Wednesday, Thursday, and Friday throughout the Festival. The South Pavilion indoor restrooms will be open during festival hours. There is a water bottle filling station there.

Breakfast & Coffee: Breakfast and coffee will be available at the Palette Cafe (near the main stage) on Saturday and Sunday mornings from 8 to 9 a.m.

Best of Show awards: The awards will be announced Sunday morning and posted on our website. More info is below.

Sales Tax: All Artists are responsible for collecting and paying the State of Texas sales tax. The Woodlands Township's current sales and use tax rate is 8.25 percent. The State of Texas receives 6.25 percent, 1.0 percent is dedicated to The Woodlands Township, and 1.0 percent to The Woodlands Township Economic Development Zone. https://comptroller.texas.gov/taxes/sales/

Booth Sitters: Call Artist Relations for restroom/lunch breaks.
Booth sitters are NOT permitted to do financial transactions!

Patron Pick-up: Patron Art Pick-up is located at GATE 4 - behind the Pavilion - Town Center Parking Garage.

Complete and attach the PATRON PICK UP form to the art.
Artists may deliver the item OR call Artist Relations (281-654-8024) for pickup if it weighs less than 50 lbs.
Patrons drive up to pick up secured art. ID required.
The Woodlands Waterway Arts Festival is not responsible for any damage.

Firearms and weapons are not allowed on the festival site.

Smoking is prohibited inside any structure or seating area on the Festival site.

24-hour security is provided beginning at Load In and through Complete Load Out.

NO DRIVING ON THE GRASS — NO STAKING!!

Booths are to be secured with WEIGHTS ONLY!

Booth awnings REMAIN DOWN when festival is closed to the public to facilitate traffic flow.

The Festival takes no responsibility for damage to booths or artwork should an awning be left up and become damaged. The Festival also reserves the right to lower awnings.

PARKING OPTIONS – Signs will direct you- See map above for BLUE LOT parking for artists only.

The Festival has obtained permission for you to use the Blue Lot for parking beginning at 10 AM on Wednesday and going through Sunday. You may leave your vehicle overnight in that parking lot. YOU ARE PROHIBITED FROM SLEEPING OVERNIGHT IN THIS LOT!! If you do, you will jeopardize our future opportunities to utilize the lot. Thank you for your consideration.

Any Day - Town Center Garage - $10/day

For Guests of the Waterway Marriott, parking is FREE in the Town Center Garage on the 4th LEVEL and UP. The Marriott also has limited RV parking for artists staying at the hotel. Please contact the Marriott directly to find out more.

VEHICLES ARE NOT ALLOWED ON THE PATHWAYS

FROM 9:00 AM Friday until 6 PM SUNDAY – NO EXCEPTIONS!

GOLF CART USAGE: Contact Artists Relations during the day on Sunday BEFORE the CLOSE of the festival to reserve a golf cart for use during Load Out. Driver's License left at Artists Relations until the cart is returned. Do not loan to other artists. You are limited on time. Other artists are scheduled to use the carts. All carts must be returned by 7:30 PM.

Dogs must be on a leash at all times. The pet owner is liable for damaged property or art.

The Festival Program and website show locations of gates, stages, and restrooms. https://www.thewoodlandsartscouncil.org/p/festival

VIP Art Dash Party APRIL 11

If you are a VIP Artist, THANK YOU FOR DONATING!

LOCATION: The Woodlands Waterway Marriott Hotel in the Waterway Ballroom. VIP artists are permitted to bring one guest to the party.

SCHEDULE:

6:30 PM - 9:30 PM Check-in & Party

DRESS: Arty, fun, business casual

Proceeds benefit The Woodlands Arts Council Student Art Scholarship Program!

ARTIST AWARDS - Best of Show

On Saturday of the festival, a team of judges selected based on their specific interests, professional knowledge, and/or background with our festival, representing The Woodlands Arts Council, will walk the venue to choose the 2026 Featured Artist (Celebrating our 21st anniversary!) and our six Best of Show Artists. Judges will score the artwork's quality and the top-scoring artists' booth presentation from the Zapplication jury held in November. Awarded artists will be notified on Sunday morning.

The 2026 Featured Artist will receive a complimentary 3-night stay at a selected Woodlands hotel, a free double 4-booth for the 2026 Festival, and their art featured on all promotional materials for 2026.

The Best of Show Artists receive a free single booth space the following year, priority booth placement, and an enhanced presence on our website.

ALL AWARD WINNERS will be jury exempt for two years: no jury fee and no jury process.

Criteria

Our judges are local gallery owners, art educators, artists and business owners. Scores will be given on a scale of 1 - 10 with 10 being the best. Judging takes place Saturday 10 AM to 2 PM. Judges will only view each category's top 6 scoring artists from the original jury.

One Featured Artist is chosen, and SIX Best of Show ribbons are awarded.

Artistic Merit Judging Parameters

Quality of design/composition
Skill/technique
Overall execution

Booth Presentation Judging Parameters

Is the work presented well?
Is the booth inviting?
Does the setup complement the work?
Is there appropriate lighting?
80% original works?

Winners will be announced Sunday morning on The Woodlands Arts Council's website.

Benefits

Featured Artist

2 years Jury Exempt status and NO Jury Fee

Featured Artist year:

Free double 4 (corner/corner) booth in Featured Artist space (includes Electric)
THREE complimentary nights at The Woodlands Waterway Marriott or a hotel of comparable value
Art featured on our festival program, t-shirt, print ads, "Featured Artist" static website banner with click-thru to your profile (August of award year through the following May), periodic posts on social media and in newsletter

Best of Show Artist

2 years Jury Exempt status and NO jury fee
1st Year: Free single booth space with priority placement (upgrades can be purchased)
Your art in the "Artist Spotlight" static website banner with click-thru to your profile (August of the award year through November), periodic posts on social media, and in newsletters
Your art will be included on our website for one year

Festival Map

2025 Program Map

STAY TUNED FOR MORE INFORMATION!

THANK YOU FOR BEING A PART OF
THE WOODLANDS WATERWAY ARTS FESTIVAL 2025!