Event Basics
When and where is Lumina?
Lumina will take place on Saturday, June 6, 2026, from 5 to 9 p.m. at the Arizona Science Center 600 E. Washington St., Phoenix, AZ 85004 [map]
What time should artists arrive?
Artist setup begins at 4:00 p.m. Please plan ahead and allow extra time for arrival. Phoenix Fan Fusion will also be taking place downtown June 5–7 at the Phoenix Convention Center, and more than 100,000 visitors are expected throughout the weekend. Downtown Phoenix is likely to be very busy, and nearby parking may fill quickly.
When does the artist area open to guests?
VIP guests will arrive at 5 PM. They will receive a complimentary cocktail and be taken to a 45-minute special showing in the Dorrance DOME starting at 5:15. General admission guests will arrive at 6 PM. At that time, all guests will gather in the lobby with cocktails, food, music, and brief remarks. The artist area is expected to open after remarks, around 6:45 p.m.
What time does the event end?
Bars close at 8:30 and closing remarks will take place at that time in the lobby. The event ends at 9. Breakdown and cleanup will take place from 9 to 10 p.m.
Parking and Unloading
Where should artists park?
Parking is available in the Heritage Square Parking Garage, where 150 complimentary parking spaces have been reserved for Lumina. When you arrive, bring your parking ticket with you and ask an Encircle Families staff member for your validation sticker If you choose to park in another garage or location, parking will be at your own expense. [Map to Heritage Square Parking Garage]
Please Note: Phoenix Fan Fusion will also be taking place downtown June 5–7 at the Phoenix Convention Center, and more than 100,000 visitors are expected throughout the weekend. Downtown Phoenix is likely to be very busy, and nearby parking may fill quickly.
Where should artists unload artwork and display materials?
If needed, artists may unload at the 5th Street loading dock before parking. Please unload as efficiently as possible so other artists and vendors can access the area.
Should artists go to the loading dock or park first?
Artists with larger artwork, display materials, or heavier items may use the 5th Street loading dock for unloading first, then move their vehicle to the Heritage Square Parking Garage. Artists with smaller items may park first and carry materials from the garage.
Setup and Display
Are artists assigned to a specific location?
Yes. Each artist has been assigned a specific table location within the venue. You can view the venue map with assigned artist tables here: Lumina Venue Map and Artist Table Assignments
What resources will you provide for artists?
Each artist will be provided with a 6′ table and tablecloth and two chairs. We will also provide an 8.5 x 11 acrylic sign with a unique QR code for each artist to facilitate payment. Volunteers will be available to address any issues and to provide alternate payment options if necessary.
What should artists bring for their display?
Artists should bring everything needed to display their artwork and engage with guests. This includes any stands, easels, racks, display materials, signage packaging materials, and supplies needed for setup, sales, or live demonstrations.
Please note: artwork may not be hung on the walls at the Arizona Science Center.
Do artists need to protect the floor or table?
Yes. If your display or demonstration involves anything that could spill, stain, scratch, or leave residue, please bring appropriate coverings and cleanup supplies.
Artwork Sales
Should artwork be priced before the event?
Yes. Please clearly price all artwork available for purchase. This makes the buying process easier for guests and helps keep the evening moving smoothly.
How will guests purchase artwork during Lumina?
Encircle Families will provide each artist with an 8.5” x 11” table sign that includes a unique QR code guests can use to purchase artwork directly from the artist’s station.
Is there a pickup area for sold art?
We are asking artists to offer buyers the courtesy of holding sold artwork at their display area if the buyer is unable to take the piece with them at the time of purchase. We suggest the artist mark the piece as sold with the buyer’s name, and the buyer can return to the artist’s space to pick it up at the end of the evening. There will not be a communal pickup area for sold art.
What if a guest has trouble using the QR code or needs another payment option?
Encircle Families staff will be available during the event to help troubleshoot QR code issues. We will be providing sales slips for each artist in the event that a guest needs to pay using a method other than the QR code. In those instances, please provide the completed slip to the buyer and ask them to take it to the Experience Table, where Encircle Families staff can process payment via tap to pay, check or cash. Once the transaction is completed, staff will stamp the slip “PAID” and the buyer can return to your table to receive their artwork.
How are items tracked?
Each sale will be processed and tracked through our online system. Please note that the system will track the sale amount only. It will not identify the specific artwork or item purchased. If you need to track inventory or match sales to specific pieces, you will need to manage that separately.
Do artists provide their own sales slips?
Customers will receive an email receipt immediately after completing their online transaction through your unique QR code. Encircle Families will be providing sales slips for each artist for use in the event that a guest needs to pay using a method other than the QR code. In those instances, please provide the completed slip to the buyer and ask them to take it to the Experience Table, where Encircle Families staff can process payment via tap to pay, check or cash. Once the transaction is completed, staff will stamp the slip “PAID” and the buyer can return to your table to receive their artwork.
How is sales tax handled?
Each artist is responsible for determining and complying with any applicable sales tax requirements related to their artwork sales. Encircle Families will not be calculating or adding sales tax at the time of purchase, so the price you provide for each piece should be the total amount you want to charge the buyer. Artists may choose to account for any applicable tax within their listed price.
Who is the seller of record?
Artists remain the sellers of record for their artwork. Encircle Families is helping facilitate payment processing for the event.
When will artists receive payment for artwork sold?
Encircle Families will remit artist proceeds, minus the agreed donation percentage, within one week after the event.
Will artists receive a donation receipt?
Yes. Encircle Families will provide a donation receipt for the amount donated from artwork sales and for any donated pieces you provide for the Experience Drawing.
Experience Drawing
What is the Experience Drawing?
The Experience Drawing is a fun way for guests to participate in the evening and support Encircle Families. Guests can use tickets to enter for the artwork and experiences they are interested in winning.
Will donated artwork be included in the Experience Drawing?
Some Lumina artists have generously agreed to donate a piece of artwork for the Experience Drawing. These donated pieces will be included along with other donated items and experiences.
Is donated artwork for the Experience Drawing separate from artwork being sold?
Yes. Artwork donated for the Experience Drawing is separate from the artwork artists will be selling during Lumina. It will be displayed at the Experience Drawing Tables and not at the artists’ tables.
Are artists required to donate artwork for the Experience Drawing?
Donating a piece for the Experience Drawing is optional and separate from the artwork you are selling.
What should artists do if they have agreed to donate a piece for the Experience Drawing?
Artists who have agreed to donate a piece should bring the piece with them to the event and provide it to Encircle Families staff who will display it at the Experience Drawing tables across from the DOME. Prior to the event, artists will be asked to complete an in-kind donation form so Encircle Families can properly describe the item for guests and document the donation appropriately.
Can artists donate an experience instead of a piece of artwork?
Artist-led experiences, such as a small workshop, private lesson, studio visit, or creative outing, may be a wonderful fit for the drawing.
Guest Engagement
What is the artist passport?
Upon check-in, guests will receive a passport that encourages them to visit each artist. Artists will have a unique sticker (provided by Encircle Families) to place in guest passports.
What do artists need to do with the passport?
As guests visit your station, you will add your unique sticker (provided by Encircle Families) to your name on to the sticker page of their passport. This is meant to encourage conversation and help guests engage with every artist. The guests retain their passport until all artists’ stickers are collected and then they can submit them for a chance to win.
Should artists prepare a short description of their work?
Yes. Please be ready to share a brief, guest-friendly explanation of your work, your process, and what inspires you.
What if a guest commissions artwork or purchases something from an artist after the event?
If a guest commissions artwork or purchases a piece from you as a result of their connection with you at Lumina, we encourage artists to consider making a donation to Encircle Families in recognition of that connection. This is not required, but it is a meaningful way to extend the impact of the event and support families across Arizona.
Event Logistics
What should artists wear?
Event attire is cocktail or creative cocktail. Please wear something comfortable enough for setup, guest interaction, and breakdown.
Will artists need to stay for the full event?
Yes. Please plan to remain set up until the event ends at 9 p.m.
Can artists leave early if their artwork sells out?
Please stay through the event if possible. Guests will continue circulating, and your presence is an important part of the experience.
Safety and Venue Guidelines
Are there restrictions on materials?
Please avoid open flames, hazardous materials, strong fumes, excessive mess, glitter, loose powders, or anything that could damage the venue.
Can artists use paint, ink, or other wet materials during a demonstration?
Yes, as long as you bring protective coverings and cleanup supplies and the materials are safe for an indoor public venue.
What if an artist needs accessibility accommodations?
Please let us know in advance. We want artists, guests, and volunteers to be able to participate comfortably.
I still have questions.
Please contact Maureen Mills at maureenm@encirclefamilies.org or 602-344-9055.
Thank you for being part of Encircle Families inaugural signature event.