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WHEATON ARTS PARADE AND FESTIVAL 

2021 LOGISTICAL INFORMATION FOR ALL PARTICIPANTS

 

General Instructions for paraders, exhibitors and performers:

  • The event is  “rain or shine.”  In case of severe weather, the decision to cancel will be made early in the morning of September 19 and posted on the WAP website, Facebook page and Instagram account. Please check the forecast and dress accordingly. Wear sunblock. If there is a threat of showers, please bring rain gear..

  • Please bring a mask and wear it when you are close to other participants. (See COVID guidelines on our website.)

  • VEHICLE ACCESS TO FESTIVAL AREA CLOSES AT 8:45am. (See map. This area includes Grandview Ave between Ennalls Ave and Veirs Mill Rd, Reedie Dr between Veirs Mill Rd and Triangle Lane.)

  • Parade assembly is from 7:00-9:30 am. There are 2 assembly areas that are close to each other near the intersection of Ennalls & Grandview Aves.  See below. 

  • Festival exhibit setup is from 7:00-9:00am. All exhibitor tents must be set up by 9:00am. Exhibitors who are walking in the parade should be at the parade assembly area by 9:30am. All tents must be staffed during the parade and until the festival ends at 5pm. Tear down must not begin before 5pm.

  • Late arrivals: Check in at the WAP Info Tent #29. No car access. 

  • The Wheaton Volunteer Rescue Squad will be on site and an ambulance will be located on Reedie Dr near Veirs Mill Rd, behind the Grandview Stage.

  • Parking is recommended in the WMATA Garage on Veirs Mill Rd. (enter by Wendy’s) or in the underground county garage under the MNCPPC headquarters on Grandview Ave. There is no car access to the underground garage between 8:45am and 12:00pm. There also is free public parking on the other side of Georgia Ave in the Price-Fern Lot and the Amherst Garage.

  • Toilets are located on Reedie Dr and in the assembly area.

 

On-site issues: Text Dan Thompson 301-949-3727

Performer issues: Text Ali Oliver-Krueger 301-646-5527

 

If you are exhibiting but not walking in the parade, go to #14

If you are performing only, go to #18 

 

SPECIFIC INSTRUCTIONS FOR PARADERS

 

1. Info for Reviewing Stand Emcees: Everyone who registered to be in the parade should have provided a one or two sentence description of their art and who they are.  If you haven’t done that, please send to info@wheatonartsparade.org, subject: parader info.

 

 

2. Parade Guidelines 

Everyone in the parade must be pushing, pulling, carrying, wearing or performing art. NO CAMPAIGNING. NO ADVERTISING, except for signage that identifies who made the art. If you have questions about parade policy or need guidance on eligible parade art or signage, PLEASE CONSULT THE FAQs.  https://www.wheatonartsparade.org/faq 

Do not throw things to spectators. Please feel free to interact with spectators, but do not throw things or hand out anything from the parade.

 

3. Assembly

There are 2 assembly areas. Paraders should check in at the registration table in their designated assembly area. There will be signs with large letters on them to designate the different assembly stations. By September 15, you will be assigned to either:

a. Public Parking Lot 34 (Ennalls Lot), 2510 Ennalls Ave, Wheaton 20902. For drop-off, enter Ennalls Ave from Veirs Mill Rd northbound. Unload from Ennalls Ave.  Do not drive into the parking lot. If parking, after unloading go to Grandview Ave, turn right and go to the underground County parking garage. It is also possible to get dropped off at the corner of Grandview and Ennalls and to walk the half block to the assembly area.

b. Public Parking Lot 13, 11219 Grandview Ave, Wheaton 20902 Enter from Grandview, via University Blvd. Turn left into the parking lot and unload. After unloading, exit left on Triangle Lane. Triangle Lane is one-way.

 

4. Arrival Times: The assembly areas open at 7:00. Participants with floats that need to be assembled should arrive by 8am. Large groups should arrive by 9am. Small groups and individuals may arrive between 9 and 9:30. Drivers should drop off, onload and exit without delay so that the road is not blocked. 

 

5. VIP Assembly

Officials and other VIPs should arrive by 9:30am and assemble on the corner of Grandview and Ennalls Aves under what is called the clock tower, a blue piped tower with mosaic art. If VIPs and their staff don’t have any art, they will be given a painting to carry. VIPs will join the parade right after the color guard passes them and ahead of the Einstein HS marching band. Candidates who are not currently in office will walk after the Einstein HS marching band. Remember no campaign shirts, buttons or banners.

 

6. Parade Order

The parade order will be assigned as we get closer to the event. It is important to maintain this order so the master of ceremonies can identify and introduce you when you reach the reviewing stand.

 

7. Floats

If you have a small float you should bring it with you to your group assembly area. If you have a large float, it needs to be assigned a place at the assembly area. So please make WAP aware if you have a large float. Please let WAP know by September 9 if you have a float so we can list it in the program. The people who are operating the float should assemble where the float is positioned..

 

8. Joining the parade from the Assembly Area

At the start of the parade, WAP Volunteers will manage the release of participants onto Ennalls Ave.

 

9. Spacing and Pacing

The parade will move at a leisurely pace. Allow 3-4 car lengths between groups so that spectators get to appreciate each group before another arrives. Don’t get spaced so far apart that spectators can’t appreciate the parade as a continuous flow. 

 

10. Performance Stops

The parade will make 2 planned stops when the head of the parade reaches Reedie Dr. (Dunkin Donuts) and again when it reaches Grandview. WAP Volunteers will signal when the performance stops are underway and when to resume walking. During these two-minute stops you should strut your stuff and entertain.

 

11. Passing the reviewing stand

If you haven’t done so already, please email 1 to 3 sentences of introduction for the emcees to read about you or your group and your art or float. The reviewing stand will be to your right. Acknowledge the Emcees as they introduce you. If they get your group’s name wrong or don’t know who you are, just shout it out. If you have a short routine, LESS THAN ONE MINUTE, please perform it and then exit quickly to make room for the next group.

 

12. At the end of the parade

After passing the reviewing stand, paraders disperse up Reedie Dr. You may take your stuff to your car or go to the festival area or to your booth and watch the rest of the parade. If you have a float, pull it into the plaza on your right and park it. After the parade is over, floats will be placed on Grandview Ave, Reedie Dr and in the plaza. Make sure your float is secure so that it will not roll or blow away. After the entire parade is over, around 11:30am, there will be some brief remarks to acknowledge our special guests and to thank our sponsors. Then the national anthem will be sung.

 

13. Physical Demands

The parade route is about 1/2 mile long. Participants will walk slowly on mostly level paved city streets. The parade will stop two times along the way for approximately2 minutes each to entertain spectators along the route. If you are operating a large float there is a hill going down Reedie Dr by Duncan Donuts. The rear rope handler must be prepared to slow/stop the float as it reaches Triangle Lane. Triangle Lane is a gradual uphill walk. Grandview is downhill and the parade has to move to the left as it reaches the Reviewing Stand. Again, rear braking is needed on floats. Everyone participates at their own risk and will be asked to sign a waiver when they check in. If you have difficulty walking in the parade and are unable to continue walking for any reason, step to the side of the parade and signal to one of the WAP volunteers for assistance. If you recover and want to continue in the parade you may join the next group that passes. If you have a medical emergency or see someone in distress tell a WAP Volunteer or the nearest police officer. There will be 18 police officers on site.

 

SPECIFIC INSTRUCTIONS FOR EXHIBITORS

 

14. Festival Exhibit Tent Location

The Exhibit tents are set up on Grandview Ave, on Reedie Dr. and on the town plaza.  The Food Court is located on both sides of the Grandview Stage on Reedie Dr. and Grandview Ave. See attached Festival map or website to identify the location of your tent. WE HOPE ALL ARTISTS WILL JOIN US IN THE PARADE IF THEY HAVE SOMEONE TO MANAGE THEIR TENT DURING THE PARADE.

 

15. Festival Exhibit Tent Specs

The purpose of Festival Exhibits is to exhibit and sell original artwork and for the community to have a chance to meet the artist who made it and to allow community organizations and government agencies to reach out to the community and distribute information. Exhibitors are responsible for collecting any applicable taxes. If you have any questions about what may be exhibited or sold, please see the FAQs. Exhibitors may only share their tent with an artist who has registered and who has their name on the tent sign.

 

  • Exhibitors are provided a 10x10 tent with one 6’ table and 2 chairs.  You must use the tent provided and cannot use your own.  

  • You may bring easels, tables and other displays as you see fit to display your work within your allotted space.. 

  • No power will be provided in the exhibit tents.

  • There will be a sign on your tent with the name you requested.

  • Keep your area clean. Please use the trash and recycling bins distributed throughout the Festival Area. 

 

16. Staffing Tents

All exhibitor tents must be set up by 9:00am. Volunteers can help unload and find your spot. Exhibitors who are walking in the parade should be at the parade assembly area by 9:30am. All tents must be staffed from 10am until the festival ends at 5pm. Exhibitors are responsible for managing the number of people in their allotted space to maintain safe social distancing. Tear down must not begin before 5pm.


 

17. Tear Down Exhibit Area and Exit 

Do not begin tear-down until after 5pm. Please remove all of your artwork, literature, decorations, etc. and dispose of trash and recyclable materials in the appropriate bins. Your quickest exit may be to carry your stuff to your car in the parking garage. Some volunteers may be able to help. Tents will be dismantled starting at 5:30, so you should be out of the exhibit area ASAP.

 

SPECIFIC INSTRUCTIONS FOR PERFORMERS

 

18. Performance Times: Time schedules and assigned stages are attached to this email and on the website. Please be at the stage area at least 30 minutes before your scheduled performance time, unless you are in the first time slot and are marching in the parade. 

 

19. Performers’ Parking

You should park in the WMATA Garage on Veirs Mill Rd or in the underground county garage on Grandview Ave in case you need to put instruments or other objects down after the parade and before your performance. The underground parking on Grandview will not be accessible by car during the parade (9:00am-12:00pm).

 

20. Performance Stages 

There are 3 performance areas (Plaza Stage, Grandview Stage, and Coffeehouse Tent) and they are jam-packed with performances.  There is very little time between acts 5 - 10 minutes) and no real opportunity for sound checks.  Thus the need to ensure you are on time and have identified your sound needs to the Stage Manager.  There is a Stage Manager and MC at each location for you to check in and prep for your performance. Look for someone wearing an InterAct Story Theatre shirt--that is the Stage Manager/MC for your stage.  You should have already provided 1 to 3 sentences of introduction for the MC to read about you or your group and your act.

 

21. Load In/Set-up for All stages

  • If you are dropping off equipment before parking, that WAP staff and volunteers can not be responsible for any equipment you drop off. Please make sure that someone from your group is keeping watch over your equipment, and that you do not leave equipment unattended. 

  • Arrive no later than 30 minutes before your performance time slot, unless you are first and are marching in the parade. In that case, please check in as soon as you are done marching. 

  • Check in at the stage with the Stage Manager and find out how we are doing in the schedule. Look for someone wearing an InterAct Story Theatre shirt; that is your stage manager. 

  • No sound check time is available. Microphones will be cleaned between acts with an alcohol wipe.

  • The maximum time between acts is typically 5-10 minutes, depending on your printed schedule. Please set up and tear down quickly and get off stage for the next group of performers. You will be able to input any recorded music to the sound system.  

 

22. PLAZA STAGE

  • Load in for the Plaza Stage is from Veirs Mill Rd and Reedie Dr. Prior to 8:45 you can drive up Reedie Dr to get closer to the stage. After 8:45 you have to stop on Veirs Mill Rd near Reedie Dr and walk. 

  • Sound: 

    • We do not have the ability to play music through Bluetooth. We can play music from any device that has a 1/8th inch jack, as well as music on an iPhone or iPad. 

    • Your music file can also be forwarded to GaryKingsmusic@yahoo.com if the file is not too big and we can upload it to our music players prior in advance. 

    • We Can Not Accept flash drives to plug into our digital consoles. This can cause them to crash.

    • Sound equipment generally provides vocal mics and will mic most instruments as appropriate.

  • Please be aware that there will be some dance performances on the Plaza in front of the stage during some set-up and strike periods. If this applies to you, please be respectful of your fellow performers as you set up or strike your equipment from the stage. 

 

23. GRANDVIEW STAGE (REVIEWING STAND)

  • Load in for the Grandview Stage  is from Veirs Mill Rd and Reedie Dr. Prior to 8:45am you can drop off and drive up Grandview Ave to the underground garage. After 8:45am you should drop off from Veirs Mill Rd and then park in the WMATA garage.

  • Sound: 

    • We do not have the ability to play music through Bluetooth. We can play music from any device that has a 1/8th inch jack, as well as music on an iPhone or iPad. 

    • Your music file can also be forwarded to GaryKingsmusic@yahoo.com if the file is not too big and we can upload it to our music players prior in advance. 

    • We Can Not Accept flash drives to plug into our digital consoles. This can cause them to crash.

    • Sound equipment generally provides vocal mics and will mic most instruments as appropriate.

 

24. COFFEE HOUSE TENT

  • Load in for the Coffee House is from Grandview Ave in either direction. You may drop off and then enter the underground garage. Grandview north can exit the festival area to University or right to Georgia. Grandview south can not go past the underground garage entrance. Grandview will be closed from 8:45am-12:00pm.

  • Sound: 

    • There is minimal sound and amplification at the Coffeehouse Tent. Please plan accordingly. 

    • Sound will provide one vocal mic on stand and a speaker that accepts 1/4 inch jacks.

    • We do not have the ability to play music through Bluetooth. We can play music on an iPhone or iPad. If you are planning to play music from an iPhone or iPad, please bring your dongle/adapter that accepts a headphone jack if possible. 

    • We encourage you to  email your music files to GaryKingsmusic@yahoo.com as a backup.  If you have any questions please email GaryKingsmusic@yahoo.com. 

 

25. After Your Performance and Exiting the Festival Area

If you need a vehicle to transport your instruments or equipment, it can pull behind the Grandview Stage entering from Veirs Mill Rd. The police or “Red Shirt” will have to move a drum to let you in. Cars also may drive up behind the Coffee House Stage on Grandview Ave for a quick pick-up. If you are parked near the festival, you may want to walk your equipment to your car. We hope you will hang around and enjoy the rest of the day.

 

THANK YOU and HAVE FUN!!

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