Faqs

 Dayton Fashion Week is set to become the  largest design festival in the Midwest bringing together designers,  trade professionals, non-profits, entrepreneurs and business leaders for  a week-long series of events, lectures, panel discussions, and studio  visits. The week kicks off with an opening night reception, exclusive  programming, and interactive exhibits and product displays.  


Got Questions?  We've Got Answers!  Click on  any of the subjects below for additional information:


About Dayton Fashion Week

Applications Process

Early Bird Pricing

Fee Details

Style of Events

Venues

Apply to the Studio Crawl

Additional Crawl Facts

Design Hub Power Networking

Installations & Exhibits

Restaurants, Bars, Cafe, & Retail Shops

Official DFW Design Map

Event Hosting Tips

Planning & Marketing

Ticket Details

Additional FAQs




 

About Dayton Fashion Week

What are the dates of Dayton Fashion Week and Dayton Design Week 2019?

 Dayton Design Week will take place December 11th -14h , 2019 

What are the Headline events?

 As of right now, headline events are as scheduled. Additional headline events will be added soon.

  • Fashion and Design Hub Power Networking and Happy Hour will be on Wednesday, December 11th
  • (DE-FI)'s Headlining Runway Experience will take place on Friday, December 13th

What is the goal of Dayton Fashion Week

Our goal is to make Dayton, OH a Fashion Destination and to become the Fashion Capital of the Midwest by raising public awareness of the impact that fashion and design  has on innovation and explore the emerging disciplines driving fashion in  Dayton and around the world. We will create a public forum where  citizens and designers can engage in a discussion about design and its  role in our ever-evolving world. 

Who is organizing DFW?

 DFW is organized by the Dayton Emerging Fashion Incubator (DE-FI) LLC,  however, everyone is welcomed to apply and produce their own events  regardless of your affiliation with (DE-FI).   

Who gets involved?

DFW represent a diverse and vibrant industry across many design  disciplines including design studios, in-house design teams, galleries  and art organizations, local retail and restaurants. 

What type of events take place?

 The annual festival program contains events including workshops,  exhibitions, panels, exclusive programming, networking event, fashion  experiences, interactive displays, studio Crawls and open studios and  more! 

Application Process

What dates can I host an event?

December 1th-14th, however there are blackout times and we do not  accept events during those times.  Blackout times for hosts include  December 11th 5p-8p and December 13th 5p-11p,  

Can I apply to host more than one event?

 Absolutely!  Think carefully in regard to how much extra time and resources will be  needed to produce an event and whether you’re shooting for quality over  quantity. Fees are discounted for those who host more than one event.  Please submit a new application for each event you plan to host. If you plan to host multiple events, please contact us at info@daytonemergingfashionincubator.com before applying.

What information do I need to start my application?

To get started, download the Application Checklist and make sure  that you have everything you need before you fill out the submission  form. We ask that you only submit complete events as the information  will be used to populate your final event listing. Changes to your  listing after submission may incur an Editing Fee 

What if I still have details to work out before finishing my application by the deadline?

The September 1st deadline is crucial to giving our team enough  time to finalize event details with hosts, create event ticketing pages  and properly promote events, as well as give attendees enough time to  sign up and plan their week. If you’re struggling to finalize your  event, email us as soon as possible at info@daytonemergingfashionincubator.com.  

I have a preferred date/time but haven’t finalized details. Should I still submit my application?

 Partially submitted events will not be accepted. Please only submit complete events. 

Early Bird Pricing

To  encourage timely registration, those who register early will receive a  discounted fee, so make sure to register early! Preferred dates and time  are awarded to applicants who submit complete applications on a  first-come, first-served basis. However, we reserve the right to  schedule events in order to avoid overlapping events with similar or  competing topics.


Our  overall strategy is to spread out topics  and events throughout the week in order  to create a rich experience for our attendees. For example, if multiple sewing events are scheduled on a specific night, we may  spread them across several days so that interested attendees can go to  all of them, rather than have to choose one. Early Bird Registration ends September 1st, 2019

Fee Details

Why do I have to pay a fee and what does it cover?

As a volunteer based organization, we rely on registration fees,  sponsorship, donations and the goodness of others to produce  DFW. The fees allow us to cover the cost of having an administrative  team, PR, and additional support as needed. If your application is not approved, you will receive a 100% refund. Thank you for your support! 

I want to support DFW as an official Sponsor; how do I do that?

 If you’re interested in becoming an official sponsor of (DE-FI),  please follow this link to our sponsorship packet and send an email to info@daytonemergingfashionincubator.com  

Sponsor Packet

I represent a non-profit, do I still have to pay a fee?

Registration fees are waived for registered non-profit  organizations. If you represent a non-profit, please use the Non-Profit Event Registration Form.  

I don’t represent a non-profit, but I can’t afford the registration fee. Can I still participate?

We want everyone to be able to participate in DFW  regardless of their economic footing. Thanks to our sponsors, we have a  few spots reserved for those experiencing financial hardship, please  fill out this application. 

Is the application fee refundable?

Application fees are non-refundable once an application is  accepted. If your application is not accepted, 100% of your fee will be  refunded. 

Why is there an Editing fee?

We understand that some changes to your event are out of your  control, however, changes to an event that has already been submitted  will incur an editing fee, starting at $50 and additional charges for  major edits. 

Style of Events

I’m not a designer but I want to involve my business/organization. Is there a way for me to do that?

ABSOLUTELY! Consider submitting your business or organizations to  our Design Map , or host an event that engages the design community. 

What is the deadline to apply to host?

 October 1st , 2019 

What is the deadline for Early Bird Pricing ?

 September 1st , 2019 

What kinds of events can I host?

 We have (4) different ways for you to host an event and to create your own original programming. 


Pop-Up Shops

 This  is a great way connect your product directly to your customers! You  determine the location of the event which can be a coffee shop, public  space or co-working venue — be creative!

EARLY BIRD FEE TO APPLY $50

 

Coffee with a Designer

This  is a great way to ease into the process of hosting an event, and  morning and early afternoons are underutilized during the week. You  determine the location of the meetup which can be a coffee shop, public  space or co-working venue — be creative! This is also the most intimate  format as it can include one-on-one meetups or small groups. We  recommend capping participants at 12-15.

EARLY BIRD FEE TO APPLY: $99


Studio Crawl

The  organized Studio Crawl will be a fan favorite! Participating studios  are selected by (DE-FI) advisors based on what they think will make the  best experience for attendees.

EARLY BIRD FEE TO APPLY: $199


Produce your own runway event

Hosting  an event is an opportunity for you to create your own original  programming which can include, but is not limited to, a runway  experiences a workshop, panel discussion, or a speaker. The most  well-attended events tend to engage a topic that provides valuable  takeaways or includes well-known speakers.

EARLY BIRD FEE TO APPLY: $299

What’s the difference between the Open Studios and the organized Studio Crawl?

Open Studios are independent events hosted on any day during  DFW and typically include a look inside the studio and special  programming. The Studio Crawl is a concentrated group of studios—curated  by our committee—who open their doors on the same evening. Attendees go  from place to place at via Party Bus! 

Venues

Can I apply to host an event if my venue isn’t confirmed yet?

 We ask that you only apply once your venue has been confirmed. If you are struggling to find a venue, please contact us at info@daytonemergingfashionincubator.com 

What if I can provide a venue, but I don’t plan to host an event?

If you are offering your venue as a resource, please reach out to us at info@daytonemergingfashionincubator.com.  The events team can make the introduction if a host has an event, but  no venue. We are not responsible for negotiating  terms between a potential host and a venue.. 

Apply to the Studio Crawl

Chosen  studios will be assigned a night based on which neighborhood they are  located in. For example, if you’re studio is in the Wright-Dunbar  neighborhood, you’ll be assigned the same evening as all studios in that  neighborhood. No exceptions as it detracts from the “crawl”  experience. 


Only  studios within The Miami Valley area will be considered. If you’re  studio is elsewhere outside of the Miami Valley, you can still host an  open studio. As a hosted event, however, you will not be able to  participate in the organized Studio Crawl.

What is considered the Miami Valley Area?

 We consider the following counties a part of the Miami Valley: Darke, Greene, Miami, Montgomery, Preble,Clark and Warren. 

What are the deadline to apply to the Studio Crawl Early Bird pricing?

 The application deadline is October 1st , 2019 and early bird pricing ends on September 1st, 2019 

What are the dates of the 2019 Studio Crawls?

 Crawls can take place December 11th-14th, 2019. However, there are  blackout times;  Blackout times for hosts include December 11th 5p-8p,  and December 13th 5p-11p   

How many volunteers can I expect to help with my Studio Crawl?

 For the Studio Crawl, our goal is to provide at least one  volunteer or contractor to manage check-in for your event. You are  responsible for having staff or your own volunteers manage other aspects  of your studio crawl. 

Who keeps the ticket sales and how are the studio crawl routes planned and organized?

Studio Crawls are a fundraiser for (DE-FI), we are asking for 20%  of all sales. We plan the Studio Crawl based on the locations of the  majority of participating studios. Studios located in the same area will  be assigned the same date. 

Additional Crawl Facts

My studio is not in the Miami Valley or in an area without other participating studios, can I host?

If your studio is located outside The Miami Valley or in an area  where there might not be many studios participating, you are not  eligible to participate in the Studio Crawl and we would advise that  your studio participate in an alternative design event. 

How do attendees get around between studios?

We do our best to organize each Studio Crawl around neighborhoods  that are accessible by public transportation, as well as by foot,  however, we are also offering a special VIP package that includes a party  bus, outside of that DFW is not responsible for transportation.  Attendees will be moving from studio to studio so keep in mind that  attendees will be coming and going throughout the evening.  

How will visitors find our studio?

 Studio Crawl maps will be published a few weeks before  DFW  starts and are available on the website for download. Each Studio will  be provided with a  DFW poster to alert attendees that they’ve  arrived at a Studio Crawl location. We encourage you to find innovative  ways to let people know where you are. 

Fashion and Design Hub Power Networking and Happy Hour

What is the Fashion and Design Hub Power Networking and Happy Hour?

The hub is a concentrated feature curated event that reflect the  vast array of participation of disciplines as well as an exhibit  experience. It is the largest network gathering at one time during the  entire week.  This event is designed to connect and celebrate across the  Miami Valley! 

Who are the attendees?

 The attendees will be a broad mix of people from creative, business,  technology, media, education, and design-aware communities, and the  general public from the Miami Valley and beyond. 

Will there be press at the event?

Yes, we have an extensive press list and we will alert them of all  participating exhibitors. If you have additional press you would like  to invite, please send an e-mail to info@daytonemergingfashionincubator.com 

Will there be photography at this event?

 Yes, we will have volunteer photographers at the event. If you  wish to get specific shots of your space we recommend bringing in your  own photographer  

Installations & Exhibits

 If you’re an artist, designer or an organization who wants to  engage with  DFW this year there are opportunities to do so  through art installations, window displays, or public projects.  Installations can be specific to DFW or works that already exist  that you believe will interest the design community. 

Restaurants, Bars, Cafes & Retail Shops

 If you’re a coffee shop, restaurant, bar, or retail shop, this is a  great way to engage with DFW  and attract new people to your  location. Each year (DE-FI) has successfully hosted sold out events and  we want to direct them to the very best that the city has to offer.  Consider showcasing something design related on your menu, in your  window or team up with a local designer to draw people in. 

Official DFW Design Map

Submit to the DDW AND DFW Official Design Map: Registration Fee: $99

The  2019 Dayton Design Map showcases retail & restaurants, exhibitions  & installations, and public art that prove that the Dayton area is  one of the world’s preeminent design-driven cities. Submit to be listed  on this year’s map and help us create a Miami Valley-wide experience for  the attendees eager to interact with the community through the  world-class design that can be found in coffee shops to sidewalk murals  and more!

Non-profits, exhibitions, public art submit for free!

Event Hosting Tips

Event Title

Events with a clear, direct focus tend to be the most successful  as attendees can immediately tell what they are on the event calendar.  Long titles will get cut off on the site, so avoid being too  descriptive. 

Event Description

Like your event title, your event description should make it clear  what attendees will experience at your event, and what they’ll get out  of attending. Don’t Bury the Lead and make sure attendees know what your  event is about in short 2 sentences.  

Event Image

Keep it simple. No text and no logos, and we really mean it. If  your event topic is interior design, use an image of a great interior.  If your event is a bit more abstract, simple colors and patterns can  work really well. Remember, DFW is for designers, so a strong,  well-designed image is important. 

Preferred Dates & Times

DFW will consist of scores of events throughout the week.  We do our best to give event hosts their preferred date and time, but  sometimes we have to make adjustments based on the overall curation of  the week.  

 

A few things to keep in mind when thinking about your preferred event dates and times:


Weekend dates will be the busiest-  If you’re worried about competing with a ton of events, then consider  avoiding the weekend. You can also host an event earlier in the evening  so that attendees can attend multiple events by stacking them. For  example, if you host an event at 4:30 pm and end at 6 pm, attendees can  make it to events that begin at 6:30 pm and 7 pm. 


Mornings are underutilized and a great way to stand out  from the evening events and can be as simple as hosting coffee with  your design team. We also welcome more structured events earlier in the  day such as workshops and lectures. 


We  recommend that you submit a few dates and times so that we can make  sure your event isn’t scheduled against another event of a similar  nature. Ultimately, we’ll always try to give you your top choice.

Length of Event

 We recommend creating a sample schedule to determine the length of  your event. For example, if you’re holding a panel discussion, consider  both the check-in process, as well as discussion afterward and factor  both into the total length of time of your event. If you want to go the  extra mile, include the schedule in your event description. 

Planning & Marketing

How can I be sure that I will have attendees?

Each year (DE-FI) events tend to sell out quickly. Once your event  is live, share the event to your network and with your organization.  You can monitor your ticket sales through your Eventbrite page. We will  add tickets to your listing to “oversell” in order to make sure that  seats are filled. When filling out the host application, include your  target number of attendees. We will calculate available tickets based on  historical no-show rates. 

I want lots of people to come, should I make my event free?

It may seem counter-intuitive, but free events tend to struggle  the most in regard to attendance. Attendees get excited about events and  register for the free events for fear of missing out, but then flake.  We highly recommend charging for your event to ensure a healthy turnout.  Remember, you can donate your ticket revenue to (DE-FI) or a charity of  your choice!  

What can I do to promote my event?

  

  1. Promote your  DFW presence in advance via social media
  2. Tweet about the date of your event as soon as this information is available
  3. Make a post about your DFW participation in your blog or on your Facebook page
  4. Create an Instagram competition with free giveaways to increase the number of followers
  5. Send out an email blast and invite your studio’s friends to join or spread awareness.

Do you cover the costs of event production, including supplies, food, drinks, and snacks?

Unless, you are selected to participate in a (DE-FI) produced  event, you are responsible for covering all of your production cost.    If providing such items is a financial burden, we encourage you to  find donations from your clients, partners or sponsors whenever  possible. You keep 100% of your event ticket sales, minus Eventbrite  fees, so price your tickets according to cover your expenses. 

Does (DE-FI) provide volunteers for my event?

You will be responsible for finding your own volunteers unless  you’re participating in the organized Studio Crawl event or one of the  Headline events being produced by (DE-FI).  However, if you are having  difficulty getting support we are happy to share a request for  volunteers with our team of volunteers, please keep in mind that we can  not guarantee that we are able to staff your event with volunteers. 

Spread the word about DFW

 To actively join the conversation and help us promote your brand,  we encourage you to use  DFW handles, hashtags, and logo in your  communication on Facebook, Twitter, and Instagram: 

Ticket Details

 If you want to charge less for students, or have ticketing tiers,  just include that information in the “Ticket Details” section and we’ll  be sure to set that up when we create your event listing. You can also  include information about your venue in this section. For example, if  attendees will need to sign an NDA, include that in your ticket details  so that we’ll know that is something we will need to work with you on.  

Ticket Pricing,Number of Available Tickets, and Press + VIP Tickets

 We  highly recommend charging a minimum of $10 for your event as it helps  cut down on the number of no-shows. Priced events have an average of 25%  no-shows, while non-priced events have an average of 50% or more.  


Please  indicate the actual number of tickets you would like to sell as we’ll  use that number to determine how many tickets should be made available. 


If you’d like, we can set aside several “hidden” tickets for VIP and press.  

Who handles ticketing?

(DE-FI) handles ticketing for you through Eventbrite so that the  ticketing process is consistent and streamlined. Our team will set up an  Eventbrite page for each host under the (DE-FI) umbrella to make it  easier for attendees to register, however, each host is given full  access to their event registrations, attendee information and financial  data for tickets sold.  

Who collects ticket sales?

You keep 100% of your ticket sales, minus the Eventbrite fees.  Don’t need the cash? Some hosts donate their ticket revenue back to  (DE-FI) or donate it to a charity of their choice. If you would like to  do so, simply “yes” box in the application when prompted. 

Donating Your Ticket Sales

 If you would like to donate your ticket sales to (DE-FI) or a 501 (c)(3) non-profit,please let send us an email at info@daytonemergingfashionincuabtor.com 

Checks Payable

 Hosts collecting ticket revenue can determine whether or not they  want (DE-FI) to send them a check after their event is over, or have  payouts go directly to them via Eventbrite. 

Additional Faqs

Do I need exhibitor or event insurance?

Each exhibitor and event host is required to have a COI for  $1,000,000. The certificate holder should be: Dayton Emerging Fashion  Incubator (DE-FI) LLC, P.O.Box 1664, Dayton, OH 45401-1664  

Should we assume that it’s similar to other events in terms of materials to prepare for the event?

 It’s less of a trade show vibe and more of an interactive, community event. Attendees love swag. 

It’s less of a trade show vibe and more of an interactive, community event. Attendees love swag.

No. Most companies prefer to display their own signage to reflect  their brand. You are welcome to bring your own signage from small  printed posters to step and repeats as long it fits within the specs of  your space. 

When will I receive my exhibit location?

 Exhibit locations will be sent the week before. You will be able to pick up your location information during check-in. 

What’s the difference between the (DE-FI) event calendar and the official DDW and DFW Design Maps?

The event calendar is an online listing that includes all the  ticketed events taking place throughout the week. Anyone who applies as a  host and is approved will automatically be included on the event  calendar. The printed DFW Design Map is a curated selection of  retail, food, sites and ongoing exhibitions such as museums shows and  public art installations.