Welcome Race Fans 2025 Call to Artists – Request for Qualifications (RFQ)
Budget (per artist): $3,000 total ($2,500 original artwork commission, $500 licensing fee.)
Deadline for Submissions: Sunday, November 3, 2024, 11:59 p.m. EST
About the Program
With the wide-ranging success of the longstanding Welcome Race Fans collaboration between Indianapolis Motor Speedway and the Indy Arts Council to incorporate central Indiana artists and original artwork into the community celebration of the Indy 500, the Indy Arts Council and Indianapolis Motor Speedway are pleased to announce Welcome Race Fans 2025!
The original Welcome Race Fans concept in 2016 called for the commissioning of 33 artworks by 33 central Indiana artists to celebrate a once-in-a-lifetime event, the 100th Running of the Indianapolis 500. Beginning in the second year of Welcome Race Fans, the field of artists was narrowed to five, but the mission of the program was the same: to highlight one of the most visible and iconic visuals associated with May in Indianapolis – the blanketing of the city with “Welcome Race Fans” signs. The art program garnered attention from news media regionally and nationally as well as interest from other cities and racetracks around the country including Texas Motor Speedway, Las Vegas Motor Speedway, and the Grand Prix of St. Petersburg.
Program Specifics
The 2025 selected artists will be asked to consider the theme in their artwork: “This is May.” This is May represents all that is special and unique about the many facets of May activity, on and off the track, in Indianapolis, lending itself to a phenomenon that can only be described as “The Greatest Spectacle in Racing,” and furthermore, a marvel that’s only possible at the Racing Capital of the World.
The often-used refrain resonates with core audiences. It’s become more than a tagline in recent years and is a prideful mantra for Indy 500 fans and residents of Indianapolis and central Indiana. Consider, what does “This Is May” mean to you?
This year’s program will consist of selecting and commissioning five artists to create a welcoming sign/artwork in their own unique materials, process, and style – in either a 2-dimensional or a 3-dimensional format. As with previous years, racing imagery need NOT be included in the final artwork, but the finished artwork should reflect a culture that celebrates motorsports in general and its significant impact on our city. Indianapolis Motor Speedway will provide the selected artists visual representations for this year’s marketing theme and other reference materials to support their efforts of connecting racing with the arts.
Eligibility Requirements
To qualify for this program, artists must:
- Be 18 years of age or older
- Work as a professional artist or artist team
- Reside in or have very strong ties to central Indiana (Marion, Hendricks, Boone, Hamilton, Morgan, Johnson, Shelby, and Hancock counties)
- Be willing to meet all contractual obligations and adhere to a strict timeline
- Artists from previous rounds of Welcome Race Fans are eligible to apply, but preference will be given to new applicants.
Image Use and Copyright
Artists will retain ownership and copyright at all times, but will license Indy Arts Council and Indianapolis Motor Speedway to display and reproduce their work. During the months of April, May, and June 2025, original artworks will appear in key locations around central Indiana and will be installed during race events at the Racing Capital of the World. In addition, reproductions of artworks will be used to create various print media including but not limited to: larger-than-life vinyl installations around central Indiana, on the Indianapolis Artsgarden, on Main Street in Speedway, other buildings, billboards, banners, and, limited edition commemorative posters/items, which will be shared with the community as visual reminders of the highly visible collaboration of art & motorsports. Artists will be given credit/attribution on any reproductions of their artwork.
Media and Events
The selected artists may be asked to participate in media interviews and events and will be invited to select Indianapolis Motor Speedway events associated with the Welcome Race Fans program.
Artwork Considerations and Requirements
Artists will be asked to create an artwork with imagery, style, and materials of their choosing. For the first time in the program, artists working in 3-dimensional/pedestal-based mediums are invited to apply.
For the finished artwork, the imagery does not necessarily need to be racing related, but should embody the spirit of the Indy 500 racing season and capture the theme of “This is May.”
This project is meant to showcase the original styles of central Indiana artists while welcoming visitors to Indy for the citywide celebration of the 109th Running of the Indianapolis 500. Indy Arts Council and Indianapolis Motor Speedway will assist selected artists who choose to use racing-related imagery and other reference materials on how to properly use copyrighted photos and other material and will assist in obtaining the required permissions.
Completed artwork from the selected artists will adhere to the following standards:
- Measurements:
- For 2-dimensional artworks: A HORIZONTAL height to width ratio of 2:3 with 20” x 16” being the smallest and 24” x 36” being the largest. Any framing should not increase the overall size by more than 1.5”. Artwork should weigh 25 lbs or less.
- For 3-dimensional artworks: Artwork should be no more than 24″ by 24″ x 24″ and 12″ x 12″ being the smallest. Artwork should weigh 25 lbs or less and be free-standing on a pedestal or table.
- Text: The words “Welcome Race Fans” or “This is May” (without quotes) MAY appear in the artwork, but are not required. If used, any text must be placed horizontally.
- Weight: No more than 25 lbs.
- Artwork Display: Artwork must be delivered ready to display. 2-dimensional artworks must have picture wire, D-rings, or other standard methods. No sawtooth hangers. 3-dimensional artworks must be ready for display on a flat surface.
- Materials: Materials and 3D elements must be firmly affixed, as artwork will be transported multiple times during the exhibition run.
- Framing: If your artwork needs framing to be protected, frames should be minimal and simple. Indy Arts Council will discuss framing with the artists selected to participate.
- Content: Artwork should be appropriate for all audiences.
Selection Process
Artists will be selected based on examples of past artwork, which do not need to be racing-themed. Do not create new artwork for this project unless you are notified that you have been selected to participate. ***DO NOT SUBMIT PROPOSED DESIGNS WITH YOUR APPLICATION!***
Once qualifications are received from interested artists, representatives from Indianapolis Motor Speedway and the Indy Arts Council will review the materials and make artist selections. Selected artists will be notified shortly thereafter.
Budget
For this project each selected artist will receive a flat fee of $3,000.00. ($2,500.00 for the commissioning of an original work of art, and $500.00 for the licensing of the artwork for reproduction purposes.)
From this fee, artists are expected to cover all expenses for materials, supplies, labor, and equipment needed to complete and ship/deliver their artwork. The fee also includes compensation for licensing Indy Arts Council and Indianapolis Motor Speedway to reproduce the artwork as part of the project. Neither the Indy Arts Council nor Indianapolis Motor Speedway will financially profit directly from any reproductions of the artist’s work.
All original artworks should be available for sale. The Indy Arts Council will direct interested buyers to the artist to complete the sale and arrange delivery. The artwork must remain on exhibition through the completion of the program. Artwork will be returned to the artist by June 30, 2025.
Project Timeline
The project will follow this timeline:
Wednesday, October 2, 2024 – Request for Qualifications Released
Thursday, October 17, 2024, 6:30 – 7:30 p.m. – Virtual Application Workshop – Join here
Sunday, November 3, 2024, 11:59 p.m. EST – Deadline to Apply with Qualifications
By Monday, November 11, 2024 – Arts Council Notifies Artists of Selection
November 15 – December 13, 2025 – Sketch Review. Artists will send in rough, preliminary sketches for approval. Turning in sketches earlier during this window is encouraged, as it will allow for more time for the artist to complete the final artwork.
By February 19, 2025 – Completed artworks are hand-delivered or shipped to the Indy Arts Council office to arrive by this date.
Late April – late June 2025 – Artworks are displayed in central Indiana locations and beginning the last two weeks in May will be installed at selection locations around the Indianapolis Motor Speedway. Print media and other artwork reproduction materials will be distributed or installed around the city.
May 25, 2025 – 109th Running of the Indianapolis 500 presented by Gainbridge
By the end of June 2025 – Anticipated return of original artworks to artists
Submission Process/How to Apply
Register for an account and apply online at www.indyarts.grantplatform.com. You will be able to start your application and come back to it later if needed. You can also edit your submitted application up until the deadline.
You will need to provide:
- Your legal name, and any preferred artist names you work under
- Your contact information (mailing address, email address, and phone number; social media handles are optional but encouraged)
- Images of past work relevant to this project
- If you have a website, you can provide a link to it so we can review your work
- Public Instagram or other social media account links you provide should be dedicated to showcasing your artwork–please do not link to your personal social media!
- Up to 10 examples of relevant past work uploaded to the application form.
- Attachments can be individual JPG/JPEG or PNG images.
- Maximum file size is 10MB per upload
- We request demographic information to help us ensure equity in our programming. This information is required, but applicants may select “prefer not to answer”.
Applications that are not received via the online format will not be considered. Please contact Kate Oberreich at kateo@indyarts.org for assistance with the application platform. Allow up to three (3) business days for a response.
Delivery of Submissions
All required materials must be received by Sunday, November 3, 2024, 11:59 p.m. EST. The application form will close automatically at this time.
Indy Arts Council is central Indiana’s leading arts advocacy and services agency. Their mission is to champion arts & culture. Indy Arts Council believes every resident should experience arts & culture in a way that nourishes and inspires them. This vision of a creative life for all is central to the work they do to support artists, arts organizations and the community.
If you need assistance please contact Kate Oberreich at koberreich@indyarts.org.
Questions?
Kate Oberreich
Artist Engagement Manager
Indy Arts Council
For more information about the Indy Arts Council, please visit www.indyarts.org.