Artist Invite Letter – Welcome to Philcon 2025

Dear Artist:

The Philadelphia Science Fiction Society will be holding its annual conference, Philcon 2025, on November 21-23, 2025 at the Doubletree by Hilton Hotel (formerly the Crowne Plaza), Cherry Hill, NJ (across the Delaware River from downtown Philadelphia). Philcon is a “regional” SF/F convention with an attendance of approximately 800 people. Philcon’s art show is one of the larger East Coast SF/F convention art shows.

We invite you to participate in our art show. Original artwork of a science fiction, fantasy, horror, and/or fannish nature may be entered for display and/or sale. Both flat and 3D artwork can be accommodated. Flat art is displayed on pegboard panels supported by a framework of pipes arranged in U-shaped bays 6′ deep and 6′ across. One full panel is 4′ high and 6′ wide; one half panel is 4’ x 3’. Tables for 3D art are 2.5’ deep and 6’ long. One copy of any print may also be entered in the Art Show; additional copies may be sold via our Print Shop.

There is a display space fee of $25 for a full panel or table. Each artist may reserve a maximum of three full panels (one full bay) and/or two tables. There is no sales commission. Quick Sale pricing is available to our buyers if you so choose on the bid sheet. Three written bids will be required for entry in the voice auction on Sunday afternoon.

The Print Shop is for multiple copies of photoprints (non-original art). It has a separate display area within the art show. All copies of a print image are hung together on large/extended pegboard hangers. This allows buyers to select and then immediately purchase Print Shop items throughout the convention. You must purchase Print Shop display panel space; there is no per print fee. Copies of an image that are of a different size, or matted versus mounted, should be considered separate images. We will accept 3D items if they can be hung in self-packaging.

Philcon wishes to encourage students majoring in an art-focused program at recognized degree-granting institutions such as Moore, Tyler, etc. We feel Philcon and its art show provide a safe environment for students to test their self-marketing skills and gain business experience. It also provides an opportunity for students to meet and network with SF/F collectors and professional artists who enjoy mentoring new artists, especially during the art show reception on Friday evening. Philcon’s art-related programming includes panels/seminars on the business of art, technique demonstrations and workshops, docent tours of the art show, and portfolio reviews. The art show will reduce its display space fee to $15 for eligible art students. Also, Philcon offers a reduced convention membership rate for students.

There is an Artists Alley, located in the Dealers Room. This is the place for artists who want to sell their art directly to buyers and are able to spend their convention time doing so. Please contact dealers2025@philcon.org.

The Meet the Pros Reception will be held on Friday evening in the Art Show foyer. There will be judged and popular awards given to works and/or artists announced on Sunday. There will be a silent auction to benefit ASFA, the Association of SF&F Artists. Donations of artwork for the auction will be gratefully accepted and are tax deductible!

We invite you to personally attend our convention. An attending membership is only $50 if you send it in with your Art Show registration, more if bought separately or later, and even more at the door. Please consult the Philcon.org website for exact prices, the convention membership registration form, and hotel information.

If you are unable to attend Philcon 2025 you may be represented by an agent, if you provide written authorization. Mailed-in art will be accepted, but only with prior approval by and arrangement with the Art Show Director(s). The first 10 requests for mailed-in art will be honored. Mail-in artists may reserve up to one full panel or table. There is an additional handling fee of $10 per artist for mailed-in art.

A complete copy of the Art Show rules and the Art Show reservation form is available on the Philcon.org website or by direct email request to the email address below. Please read the rules thoroughly before you return your reservation form. Space is assigned on rolling admission by postmark, NOT by date of receipt. Requests for display space received in November will be honored as cancellations allow. Please return your Art Show reservation form ASAP but no later than October 31, 2025. This deadline is set to allow us time to get paperwork back to you, and to other Philcon departments, before the convention.