Photobook Fest FAQ & Guidelines
What is ICP’s Photobook Fest?
The ICP Photobook Fest presents leading photobook publishers, independent and small presses, artist book makers, and photographers showcasing and celebrating their latest image-based books. The three day event also hosts in-person book signings, conversations, workshops and more, spanning the entire building at the International Center of Photography located on the Lower East Side in New York City.
Who is eligible to apply to participate in the ICP Photobook Fest?
To be eligible for a publisher table:
- You must publish, sell and/or distribute photo-based books or artists’ books.
- All items must be available for sale. (You may include some free items such as stickers, bookmarks, posters, etc)
- Majority of inventory brought to Photobook Fest must be photobooks, photo based zines, and magazines.
How do I apply to participate as a publisher in the ICP Photobook Fest?
The Photobook Fest Application is hosted here. Please apply using the email address you wish to use for primary Photobook Fest communication.
The application will close on May 7, 2025.
What is the fee structure to reserve a table at the ICP Photobook Fest?
Please read the application guidelines for more details on Photobook Fest table pricing.
Do you offer financial support to publishers that are participating at the ICP Photobook Fest?
Publishers seeking financial support can apply for a discounted table based on eligibility.
Publisher eligible for a discount must qualify under these guidelines:
- Publisher cannot be distributed through a major publisher.
- Publisher must have less than 6 employees.
- Publisher releases less than 10 books a year.
- Must answer the prompt: Tell us about a recent photobook or zine you produced that had a social impact focus.
What makes a good application for financial support to the PBF?
Publishers who meet all the eligibility criteria and who fully fill out both applications will be given priority for financial support.
Do publishers have to staff their own table for the entire weekend?
Publishers are responsible for facilitating their own sales and staffing their own table through the event. ICP is not able to provide staffing support in any capacity. Publishers accepted into the fair are required to participate for the full three days.
Do you accept proposals for programming during the weekend?
ICP will be accepting proposals for programming during Photobook Fest.
This year we will accept proposals for panel conversations, lectures, screenings, readings, performances, hour long workshops, or activities to be organized and facilitated by submitting partners.
Please read the programming and project space guidelines prior to submitting.
Apply with a programming proposal here. The programming application will close on July 1, 2025.
Do you accept proposals for project space installations or physical activations during the weekend?
This year, ICP will be accepting proposals for on-site installations, project spaces, reading rooms, and physical activations. All projects submitted will be organized and facilitated by submitting partner.
Please read the programming and project space guidelines prior to submitting.
Apply with a project space proposal here.
The project space application will close on July 1, 2025. Applications will be reviewed and accepted up until July 1, 2025.
If I am a publisher, can I schedule a book signing at my table?
Publishers are encouraged to schedule book signings and photographer/author appearances at their table throughout the weekend. Once accepted, there will be a form to submit information about your scheduled book signings for inclusion on the Photobook Fest website and schedule.
If I don’t get accepted to the 2025 Photobook Fest, is there a waitlist or other ways to be involved?
Often ICP receives more applications than tables available. There will be a waitlist for publishers who were rejected based on capacity. If a table becomes available prior to the event, the publisher next on the waitlist will be contacted.
All table assignments will be given and finalized by September 15, 2025 at the latest. In the application, you can designate if you want to join the waitlist in the event you are not accepted initially.
Are there opportunities to work or volunteer for Photobook Fest?
There are currently no opportunities to volunteer to help at Photobook Fest. Please check back closer to the event.
I am an alumni, student, or faculty at ICP, are there opportunities for me to sell my photobooks at Photobook Fest?
ICP’s Community table will offer a chance for ICP alumni, faculty, staff, and students to participate in Photobook Fest. More details about opportunities will be available closer to the event. For alumni, please reach out to [email protected] to make sure your contact information is up to date.
How do I learn about partnership, scholarships, or contributing in-kind donations towards Photobook Fest?
There are several opportunities to partner with ICP in support of Photobook Fest! For information on partnerships, scholarships, or in-kind donations towards Photobook Fest, please contact Caroline Vigneron ([email protected]).
How do I learn about media and marketing partnerships for Photobook Fest?
There are several opportunities to partner with ICP in support of Photobook Fest! For information on media partnerships or in-kind donations towards Photobook Fest, please contact Asher Selle ([email protected]).
The 2025 ICP Photobook Fest will host over 85 tables of publishers and vendors selling and promoting photography books, magazines, and zine publications during a three-day weekend event welcoming over 2,500 visitors to ICP’s center on the Lower East Side.
ICP invites photobook publishers to join Photobook Fest by applying to reserve a table for book displays and sales through our application process. For insight into application preparation and other frequently asked questions, please visit our website at: pbf.icp.org.
To apply to Photobook Fest, please fill out and submit the 2025 Application.
In this packet, publishers and vendors can find further information about ICP’s Photobook Fest as well as how to apply to reserve a table.
Key Photobook Fest Dates
Thursday, October 2
10AM – 4 PM Publisher set-up and load-in
6 PM – 9 PM Photobook Fest Kick Off – VIP Opening
Friday, October 3
8 AM – 10:30 AM Late Set-up and Load-in
10:30 AM – 6:30 PM Photobook Fest Open to Public
Saturday, October 4
10:30 AM – 6:30 PM Photobook Fest Open to Public
Sunday, October 5
11 PM – 5 PM Photobook Fest Open to Public
5 PM – 8 PM Photobook Fest Breakdown and Load-Out
Monday, October 6
9:30 AM – 11:00 AM Photobook Fest Breakdown and Load-Out
General Information | Location Information
ICP is located at 84 Ludlow, New York, NY 10002.
The load-in and load-out address and delivery address is 84 Ludlow Street, New York, NY 10002.
Table Prices and Services
$1,400 - Corner Spot for Two Six Foot Tables
Corner spot tables include one table with wall access and one table without wall access. Corner Tables are available in the middle gallery on floor 2, in the double-height gallery on floor 2, and in the floor 3 gallery.
$700 - Wall Access Six Foot Table
Wall access tables are available in the main gallery and double-height gallery space on floor 2. There are limited wall access tables available on floor 3.
$500 - No Wall Access Six Foot Table
All no wall access tables are located on Floor 3
$400 – Six Foot Table - Corridor Section
Corridor tables include wall access and are located on floor 2 of the museum. These tables are reserved for small-publishers, zines, magazines, and prints.
Add-ons:
$100 – Publisher Logo Vinyl – Printed and installed by ICP for wall access tables. The only vinyl that is allowed is printed in-house by ICP’s team. Please inquire if you have other needs outside logo placement.
Publishers/Vendors can request up to 4 six-foot tables. Table requests that include more than 3 tables must be all wall access or all no-wall access.
Publishers are permitted to apply as a group for one or more tables.
Invoicing
All table invoices must be paid by August 15, 2025, to participate in the Photobook Fest. Failure of paid invoice may result in a loss of your table/s to a waitlisted publisher. No exceptions can be made. Payments can be made via check or ACH.
Scholarships & Discounts
Publishers/Vendors can apply to receive a free or discounted table. Limited scholarships will be allocated and publishers must meet the eligibility guidelines as well as fill out the scholarship application. “Small publishers” can apply to receive up to 25% off their table through tiered pricing. Scholarships only apply to single tables. Tiered pricing cannot be applied to corner tables or to corridor tables.
For all applicable discounts, the publishers/vendors must meet the below guidelines:
- Publisher cannot be distributed through a major publisher.
- Publisher must have less than 6 employees.
- Publisher releases less than 10 books a year.
- Tell us about a recent photobook or zine you produced that had a social impact focus.
Table Reservations, Equipment and Signage
Based on reservation requests, ICP will provide publishers with:
- a 6-foot-long table (6’ x 30”)
- a black linen
- two chairs
- table signage
- Wifi access
Publishers can apply for a table with wall access or without wall access.
Wall Access
Wall access display space is limited to the table and direct wall access given to each publisher/vendor.
Photobook Fest takes place in ICP’s gallery space and the walls will be raw upon arrival. Publishers with wall access are encouraged to hang signage, banners, prints, etc using a reasonable amount of approved hanging hardware. ICP will ask for a mock-up of display.
ICP can print and hang vinyl wall signage (2’x4’) for an additional fee ($100). Signage refers to publisher name and/or logo only. This is the only vinyl signage permitted.
Example of ICP printed vinyl displaying publisher name/info.
Standing signage, shelving, and additional furniture placed directly behind your table will be allowed on a pre-approved basis only.
For those with wall access, only small nails can be used to hang items.
- No command strips
- No Screws
- No Vinyl (unless printed by ICP)
If accepted into Photobook Fest, we will send out more information about wall signage regulations and will request images or diagrams of set-up if applicable. Failure to adhere to these regulations may result in an additional charge for repair.
Other Table Information
We do not accept table placement requests. Table assignments are organized at the discretion of ICP. ICP will provide table assignments up to two weeks ahead of Photobook Fest.
ICP has a segregated wifi for book sellers only. Sign-in information will be provided upon arrival.
Though outlets are available throughout the space, we cannot guarantee access to plugs or provide extension cords for everyone. We encourage to share the ones available and to bring your own.
Sales
Publishers/Vendors are responsible for their own sales.
Sellers must have a credit card reader device (square) or cash on hand for 'cash only' sales.
Please ensure card readers are pre-charged and/or can run through your handheld device.
We cannot guarantee access to plugs or extension cords.
The ICP bookstore and ICP staff cannot facilitate any sales.
The ICP Shop cannot provide inventory to publishers/vendors and cannot accept inventory throughout the fest.
Shipping and Delivery
Publishers and vendors are responsible for coordinating their books’ arrival to ICP for Photobook Fest. All books must be shipped to 84 Ludlow Street, New York, NY 10002, to arrive September 31 – October 2. All boxes must be clearly labeled with publisher name.
Publisher/Vendors can drop off boxes September 31 – October 2, 10 AM – 5 PM, or can arrive with books on Thursday, October 2 for set-up as well.
Publishers/vendors are responsible for all shipping and packing supplies.
Any leftover inventory must be removed from ICP’s premises by Tuesday, October 14, 12 PM. It is the vendors’ responsibility to schedule pick-ups from UPS, FEDEX, or another mail-service if applicable.
Any leftover inventory or items not retrieved by October 17, will be discarded.
ICP is unable to coordinate pick-ups/drop-offs or print and label shipments.
Load-in and Load-Out
Table set-up for Photobook Fest begins at 10 AM on Thursday, October 2. All tables must be ready for sales by 6 PM for the VIP Preview Hour on Thursday, October 2.*
*Publishers who are unable to participate on Thursday, October 2 (Yom Kippur) may alternatively set up on Friday, October 3. Please just let us know so we can coordinate accordingly.
Break-down for Photobook Fest begins on Sunday evening from 5-8 PM and continues on Monday morning from 9:30 AM – 11 AM.
ICP has limited dollies, and it is recommended that you bring your own.
ICP staff cannot help move or unbox inventory for publishers/vendors.
Late Set-up Request
ICP is happy to provide a late set-up accommodation for those unable to participate in set-up and the opening VIP Preview on Thursday, October 2. Publishers with a late set-up accommodation will be provided a window to set-up on Friday morning ahead of opening hours. Publishers are required to table for all three days of Photobook Fest (Friday-Sunday).
Programming and Book Signings
Publishers are encouraged to schedule their own book signings and appearances at their table throughout the weekend. Once accepted, there will be a form to submit information about your scheduled book signings for inclusion on the Photobook Fest website and schedule. Publishers will be fully responsible for coordinating their book signings.
ICP will be accepting proposals for partnered programming during Photobook Fest. This year we will accept proposals for panel conversations, lectures, screenings, readings, performances, hour long workshops, or activities to be organized and led by submitting partners.
We will also be accepting proposals for on-site installations, project spaces, reading rooms, and physical activations throughout the building. See below for details about the spaces available to pitch programs or project spaces for.
To learn more about the programming and project space application process, please read the guidelines here.
The programming and project space proposal applications will be reviewed on a rolling basis and will close on July 1, 2025.
Please note that programming and book signings are separate engagement opportunities.
Communications
Primary communications for the ICP Photobook Fest will come from [email protected]. Please add this email to your address book to ensure you receive all communications. For urgent concerns, please contact Jacque Bailey or Marley Trigg Stewart below:
Jacque Bailey –Director, Public Engagement
Marley Trigg Stewart – Manager, Public Programs
Pasinee Pramunwong – Coordinator, Public Programs
Deadlines
The Photobook Fest Publisher/Vendor Application closes on May 7, 2025 at 5:00 PM EST.
Participants will be informed of their participation status by Thursday, May 30, 2025.
Publishers must confirm their participation status by Thursday, June 23, 2025.
All invoices must be paid by August 15, 2025, to participate in the Photobook Fest.
Failure of paid invoice by August 15, 2025 may result in a loss of your table/s to a waitlisted publisher. No exceptions can be made.
Food and Drinks
ICP’s café will be open throughout the duration of Photobook Fest.
Complimentary coffee and tea are available to publishers/vendors with proof of participation (publisher/vendor badge).
There will be a publisher/vendor break area that will have light refreshments and snacks throughout the event.
Accessibility
ICP is committed to offering space and programs that are accessible to all audiences. ICP and its programs are accessible to people using both manual and electric wheelchairs. The museum, school, and lobby are all wheelchair accessible. Service animals are welcome at ICP. Pets are not permitted. All gender restrooms are available on the second and third floors. Read more about ICP’s commitment to accessibility.
ICP strives to provide a comfortable, stress-free experience for all. Please let us know if you require any special assistance or accommodations to meet your accessibility needs.
COVID-19 Safety
Vaccinations
ICP does not require proof of vaccination for visitors.
Use of Mask
Masks are currently welcomed but not required at ICP. This policy is subject to change.
Program details, times and dates, subject to change.
Submit your publisher’s application to join the event by May 7, 2025 by filling out an application.
The 2025 ICP Photobook Fest will host over 85 tables of publishers and vendors selling and promoting photography books, magazines, and zine publications during a three-day weekend event welcoming over 2,500 visitors to ICP’s center on the Lower East Side from October 3-5, 2025.
ICP invites partners to join Photobook Fest by applying to participate in the weekend through programming or a physical on-site project space or activation through our application process. For insight into application preparation and other frequently asked questions, please visit our website at: pbf.icp.org.
To apply to host a Photobook Fest program submit here.
To apply to host a Photobook Fest project space or activation submit here.
Below partners can find further information about engaging with ICP’s Photobook Fest.
Programming & Project Space Guidelines:
ICP will be accepting proposals for partnered programming during Photobook Fest. This year we will accept proposals for panel conversations, lectures, screenings, readings, performances, hour long workshops, or activities to be organized, led, and budgeted by submitting partners. Most programs will take place in the ICP library or ICP workshop space.
This year, ICP will also be accepting proposals for on-site installations, project spaces, reading rooms, and physical activations throughout the building. See below for details about the spaces available to pitch programs or project spaces for.
For site-specific installations or project spaces, please keep in mind that the installation window will be less than a day.
Everything proposed should be temporary and non-damaging to the walls and architecture.
If accepted, your team will be responsible for facilitating the key duties of the program or project space with the guidance of ICP staff. ICP’s AV producer will run technical elements for all library programs and provide the formats needed.
Programming Locations:
ICP Library
The main stage for conversations, lectures, and panels is the ICP Library. Located in the center of ICP on the second floor between the museum and school, ICP’s library seats 70 people with standing room for 95.
AV Specifications and Capabilities:
- Rowed seating (due to ADA guidelines, cannot be amended)
- Ability to project images controlled by ICP AV producer
- Use of up to 6 handheld microphone’s
- Two stage lights with ability to strobe and change from RGB (they can not change position).
- Clicker to advance slides
- All programs can be recorded with livestream capabilities.
- Tall Chairs, Tall round Tables, and one podium available for staging.
ICP Front Gallery, Floor 2
The ICP Workshop Space will be located in the floor 2 west gallery. The gallery space will have two large tables that will seat 10 people each (max 20) and has 20 chairs.
The gallery has ability to have power and wifi.
ICP Cafe
The ICP Cafe has seats for 25 and is available for activations or pop-up programs. Note this is a public space and is best for small activations or do-it-yourself activations, such as games, activities, curated reading spaces. Note the walls and projector are not available for activations.
ICP Photobook Fest Lounge
On floor 2 and 3, there is a space for seating that looks out onto our large Essex Street window. This space could be used for small installations, activations, reading spaces, do-it-yourself activations, site-specific installations, etc.
Dimensions:
Wall to Window: 6” 5’
Wall to Wall (length): 28”
Seating provided: two couches, four benches, 3 swivel chairs
Staircase or Elevator
Transitory spaces must maintain their sole function of being safe, reliable spaces for visitors to move through, but ICP is open to small-scale installations or sound works for our large elevator and third-story staircase.
Library Entry Way (cave)
Catwalk
Dimensions: 30 Feet
Outdoor or neighborhood (entrance)
ICP’s entrance at 84 Ludlow street has wide sidewalks and is available for pop-up activities, photo shoots, and more. The loading dock is the right of the entrance and has water and drain access. We are also open to photo walks or neighborhood engagements on the Lower East Side.
All outdoor activities proposed are weather permitting.
Floor 1 Corridor
Dimensions: 49’ 10” width both sides x 12’ 10” tall.
Track Lighting Available
Note: corridor leads to an emergency exit and is not an entrance to Essex street.
Have other ideas for site-specific activations or project spaces? Feel free to pitch your idea through the application! We will be in touch if we have questions.