Anglesea Art Space - Terms and Conditions

INTRODUCTION

In the event of unforeseen circumstances:

• If closure is required, please notify the Art Space Coordinator.

In the event of a severe or catastrophic weather or Fire Danger Ratings (FDR issued by the CFA - Country Fire Authority), Anglesea Art Space is required to activate Council’s Emergency Response Plan to reduce exposure to unreasonable risks. Employees and volunteers will not deliver services or travel in bushfire areas at the highest risk times. The Art Space Coordinator will notify artists if the exhibition needs to be closed.

• To help remain informed, staff and volunteers can download the Vic Emergency app on their phone.

CONDITIONS OF USE

• The Surf Coast Shire Council agrees to provide use of the shop known as Anglesea Art Space to artists and curators.
• It is a condition of use that the space is used respectfully and professionally.
• This includes keeping the space tidy - regular cleaning as per instructions during exhibitions.
• Ensuring all walls and plinths are returned to original condition, including patching and repainting as required.
• No nails, picture hooks, sticky tape or double-sided tape are to be attached to the walls.
•  Council reserves the right for the Arts Development Officer to review any exhibition set up and dismantling in regards to these requests, safety issues and complaints.
• Artists will be invoiced for any repairs required to fix damage incurred during their time in the space.

This is a community space, not a private gallery. As such users of the space will:

• Have a person on site during their exhibition - to greet visitors, process sales and direct visitors with enquiries to contact the Art Space Coordinator or the Arts Team.
• Instal and remove yellow flags on the veranda poles each day the gallery is open.
• Provide an area to display promotional materials for other arts events
• Keep a tally of visitors to the space on the form provided.
• Ask visitors to fill in the Newsletter Sign Up form provided and leave comments about their experience. This feedback is vital in generating data to demonstrate the importance of Anglesea Art Space to the community and creative economy, and directly informs Council’s ongoing programming.
• Visitors will be subscribed to Council’s quarterly email newsletter Art Matters and kept up to date with Council’s Arts and Creative Economy programming.

Anglesea Art Space is not a retail shop. It is for exhibiting artwork as part of an exhibition. As such:

• Sold artwork is to be collected by the purchaser during the exhibition, at the time of BUMP OUT, or by arranging collection at a later date in consultation with the Artist or Coordinator.
• If a person purchasing artwork does not live locally, the work can be taken at the time of sale if: the person minding Art Space can rearrange works to maintain the exhibition’s integrity.
• If the purchaser asks for the work to be posted, they must pay in full for the artwork, including packaging/postage/delivery costs.
• It is the responsibility of the artist to define these costs and communicate this to all Invigilators prior to the exhibition opening.
• Please note: Art Space does not supply packaging.
• The sale of gift cards and unframed prints during the exhibition is permitted.
• Plinths must not be removed from the space. Unused plinths can be stored behind the moveable wall
  (if not in use elsewhere in the space) or beside the back door without blocking the exit.
• Provide easy access to the toilet and backdoor for Emergency Exit at all times.
• Protection of Floor: Always use two people to move plinths and/or use the trolley provided.
  As Council rents this space for the use of community, please do not drag or push objects and furniture across the floor, drop heavy or sharp items or use any materials or mediums that might damage the floor (eg. Paint, oil, paint medium, methylated spirits, acids, dye, varnish, glue, adhesives, etc.)
• The toilet facilities are for staff/artists minding the gallery and must be cleaned after each use.

GENERAL CONDITIONS

• Parking: If you are minding the Art Space, please park in Noble St or opposite the river to help keep parking bays available for patrons visiting businesses within the shopping strip.
• Lights: There are four light switches located on the wall outside the toilet. The one with the red sticker is the toilet. Switch on the other 3 during the day and ensure they are off when exiting.
  • The lights in the windows are to be left on for security purposes - these are located inside the power box in case of emergency, otherwise please do not touch.
  • The light switches are to be cleaned with disinfectant before and after the exhibition.
• Air-conditioner/heating: If the air conditioner/heater is switched on during the day it MUST be set
  to 'OFF' before leaving the space. The control unit is on the wall above the stored wire frames and must
  be cleaned with disinfectant before and after the exhibition.
• Windows: If you would like the windows professionally cleaned please discuss with the Coordinator. It is $40 cash, which is an out of pocket expense to the exhibiting artist.
  • If you would like to clean the windows yourself, some cleaning products are supplied, but we recommend warm soapy water and a squidgee.
• General cleaning: Please adhere to the cleaning documents supplied.
  • If the Coordinator finds that the Art Space has not been left in the same or better condition than when it was provided professional cleaning fees may be charged.
  • Remove all your rubbish at the end of each day and at the conclusion of the exhibition.
    Bins are located at the Noble St end of the car park.
• Storage: Please do not use the storeroom or cupboards to keep any of your items - these areas must be clutter free for safety purposes and to ensure easy daily cleaning.
  • Do not remove or dispose of any items you find in the storage room without prior consultation with the Coordinator.
• Safety: If you feel threatened, do not hesitate to contact the Police on 000. Other important contact numbers are provided on the Exhibitor's Check List document in the yellow folder on the desk.

• NO CASH can be accepted.

• Artists must use the EFTPOS machine supplied by Surf Coast Shire Council for ALL sales.
• Sales must be recorded on the Exhibition Sales Form provided to ensure accurate financial records
  are maintained. The Art Space Coordinator submits a weekly reconciliation to the Finance Department.
• Only one receipt is required for multiple items, but each item must be listed on separate rows.
• Make sure that buyers are informed of the collection time for purchased works.
• All Eftpos ‘Merchant’ receipts to be stored in black and white box.
• At the end of each day a Cumulative Totals Receipt must be printed from the Eftpos machine and balanced against the sales sheet.
• A 20% commission applies for sales over $2000, and gst applies to the commission
  (eg $100 sale = $22 (inc gst). This will be calculated at the end of the exhibition period and artists or exhibition organiser will be invoiced by Council.
• Artists who have sold work will have the above fees deducted by Council prior to reimbursement.

INSURANCE

• The Surf Coast Shire covers Public Liability Insurance for the Anglesea Art Space.
• Artists need to supply their own artwork insurance against theft and damage if required.

WORKSHOPS

• Please discuss your idea with the Art Space Coordinator to ensure compliancy with use of the space.
• If permitted, Council will require a current Working with Children (WWC) and insurance documents.
• Workshops may or may not be permitted, depending on commitments.
• Bookings must be set-up online through 'Eventbrite'.

• Providing a large scale poster for the Anglesea Art Space window.
  • Artists must provide a high quality image and exhibition information (title, artists, opening date and time and days open) at least 8 weeks prior to the exhibition.
• Providing a promotional tile (square format ad adapted from poster) to share via social media and email.
• Providing A4 print outs of the ad that can be displayed on noticeboards and in windows of local businesses.
• Promoting the exhibition through Anglesea Art Space and Surf Coast Art Matters social media – also shared to various Facebook community noticeboards throughout the region.
• Promoting (if timely) through the Surf Coast Shire's quarterly Art Matters e-news.
• Printing display labels to accompany your works (if required).
• Providing assistance and a speech for an exhibition opening - please discuss with the Coordinator.
• Art Space can provide glasses.
• Catering is to be organized by the exhibitors.

Please note, it is your responsibility to promote your exhibition as well!
This is a key part in the success of an exhibition. This may include printing and distributing flyers, social media, video, etc.

• Refer to the Minding the Exhibition Instructions for more information about daily procedures and sales.

It is your responsibility to ensure that you to meet Council's promotion deadlines and follow the procedures outlined herein to ensure smooth running of the exhibition.

• Please download the full terms and conditions to print and sign(PDF, 2MB).
• If you need help please contact us at artsteam@surfcoast.vic.gov.au or on 5261 0600.