Exhibition Policy
Our Exhibition Policy
Exhibition Ready
Artworks must be submitted and ready to exhibit. The Waikato Society of Arts takes no responsibility for artworks which are not conventionally hung using gallery hanging systems. 3D works must be presentation-ready. The Waikato Society of Arts has small plinths without covers. The artist must supply any presentation system for any 3D works requiring special presentation platforms or plinths.
Standard 2D & Wall Hung Installation
The Waikato Society of Arts uses either a rail or gallery hanging system. All work needs to be framed, and ready to hang with correctly installed D-Rings or metal loop screws; these must be at least 5-millimetre diameter and be pre-strung.
Unframed works must enable the work to be hung with the Hook System used in the Gallery, either by supplying plastic stick-on hanging loops or by providing bulldog clips which will be attached to the artwork. The Waikato Society of Arts reserves the right to add d-rings to any artworks provided for exhibition that have not added them to the artwork. The supplier of the artwork will be charged $5 per artwork for D-ring installation.
Non-Standard 2D & Wall Hung Installation
All non-standard 2D and wall-hung installations are at the sole discretion of the Waikato Society of Arts. Any damage to walls, floors or any other part of the exhibition space as a direct result of non-standard installation will be the responsibility of the artist or group to repair or replace.
The artist or group shall also incur any additional costs for repair or replacement of damaged items or damage incurred to the exhibition space as a result of their exhibition.
For Sculpture and 3D Works
The Waikato Society of Arts has some stands and display tables for sculptural and 3D works which can be available to artists exhibiting. The Waikato Society of Arts has limited glass or perspex/acrylic covers for display stands or tables. If the artists want their work covered they must provide their own display equipment at their own expense and liability, and must seek permission from the Waikato Society of Arts for any use.
If the artist is not happy with the display equipment available from the Waikato Society of Arts they must provide their own display equipment at their own expense and liability, and must seek permission from the Waikato Society of Arts for any use. Works exhibited on the Gallery floor require permission from the Waikato Society of Arts and must be made safe and secure so as to not cause a hazard.
Any damage to walls, floors or any other part of the exhibition space as a direct result of installation will be the responsibility of the artist or group to repair or replace. The artist or group shall also incur any additional costs for repair or replacement of damaged items or damage incurred to the exhibition space as a result of their exhibition. All display considerations are open for discussion between the artist and the Waikato Society of Arts.
Oversized and Works not Exhibition-Ready
Oversized works and not exhibition-ready works may not be presented in exhibition. This is at the discretion of the management.
Final Sign-Off
All Participants or nominated person for exhibiting group, must sign the Agreement before delivery of the artwork. By doing so all participants agree to all terms and conditions as presented in this Entry Form.
Design
The Waikato Society of Arts will plan the exhibition and installation with input and assistance from the artist or group at the sole discretion of the management and unless otherwise agreed in the terms of hire.
The Waikato Society of Arts sets the standards and design for any introductory signage, text panels, handouts or individual labels where applicable and in consultation with the artist or group. The Waikato Society of Arts has final say on any matters discussed related to use of space and design for an exhibition.
Selection
The Waikato Society of Arts has the final say on what works may or may not be included for display and the overall arrangement of art in the Gallery.
Promotion
Provided the artist/group has supplied all information and imagery in a timely fashion and to deadline the Waikato Society of Arts will promote the exhibitions through the following means:-
The Waikato Society of Arts periodic newsletter sent out by email
The exhibition will be listed on the Waikato Society of Arts website, loaded on the online gallery site and various other arts or event-related sites (including social media)
The Waikato Society of Arts Logo must be correctly used and all publicity must be checked first with the Manager.
Opening
The artist/group may have an Opening under arrangement with the Waikato Society of Arts Operations Manager.
Additional Events
The Waikato Society of Arts reserves the right to stage any private or public event or activity it sees fit in the Gallery Space at any time where it deems the event or activity will increase public access to the gallery. The Waikato Society of Arts reserves the right to move or shift artworks in the gallery space as appropriate to stage events and activities. Shifted works will go back into exhibition positions for public viewing.
Copyright
Copyright of images of the artist’s work, exhibition and publication text, remain the property of the exhibiting artist. The Artist grants the Waikato Society of Arts the right and permission to use any images the artist supplies or authorises for the purposes of promotional activities for the exhibition and the venue in general. Except for the purpose of publicity, reporting, critical review and installation record the gallery will not copy, photograph, or otherwise reproduce or transmit any part of the exhibition or artist’s work without prior permission from the artist.
Images Use Permission
The artist/group warrants that they solely own or represent all intellectual property and copyright in the artworks, images and/or sound presented for the exhibition under their name or organisation/group.
The artist gives permission to the Waikato Society of Arts and its representatives to use imagery of artworks in the exhibition, images of the artists and creators involved and any additional logos, branding or otherwise associated with the exhibition to promote the exhibition on any and all media platforms.
Image Size
For images uploaded to the online exhibitions, no images larger than 200kb are permitted.
Insurance and Damage Artworks
Insurance of the artworks while on display at the Waikato Society of Arts, in transit to and from the Waikato Society of Arts, is the responsibility of the artist. The Waikato Society of Arts will take all care but no responsibility for artworks that are unstable or poorly exhibited which may result in damage. The Waikato Society of Arts has a limited storage facility for artwork after the exhibition take-down. The Waikato Society of Arts will not be liable in any way for damage or theft of artworks onsite and/or on exhibition at the Waikato Society of Arts.
Abandoned Work
Security, Evacuation and Safety Policy
The Waikato Society of Arts has a standard security monitoring service which includes: Office staff, an after hour’s alarm system. The Waikato Society of Arts has a Health and Safety Policy as well as an Evacuation plan.
Creation of work – including materials and framing, artwork properly wrapped and delivery on time. Supply of biographical notes and images for publicity and exhibition label information on the dates discussed with the Waikato Society of Arts.
Delivery
Waikato Society of Arts, ArtsPost Building, 120 Victoria Street, Hamilton, 3400.
Ph: 07 8394481 Email: wsa@wsa.org.nz
Artwork Information
The Artist must supply all specific information as requested by the Waikato Society of Arts in the form and layout requested by the Waikato Society of Arts. This may be an online or physical form for the Artist to fill out.
Cancellation of Exhibition
The Artist may cancel the exhibition for whatever reason but must provide notice in writing 60 days before the Exhibition Opening Date. The Waikato Society of Arts reserves the right to cancel any exhibition at any time in the following circumstances:-
- Building Failure or Act of God.
- Liquidation or Failure to Operate.
In any or all of the above circumstances, the Artist will be entitled to a full refund.
The Waikato Society of Arts also reserves the right to cancel any exhibition at any time in the following circumstances:-
- Failure of the Artist to provide information and artwork by required deadlines.
- If any element of the exhibition is in breach of Health and Safety and cannot be fixed by either party.
- If the artist is unable to maintain confidentiality and/or good relations with the Waikato Society of Arts.
In any or all of the above three bullet points the Artist will not be entitled to any kind of refund.
Sale of Artwork Agreement
The Artist
agrees the Waikato Society of Arts has the right to sell the listed and received artwork for the duration of the exhibition as stated in this agreement both in the Gallery and on the Waikato Society of Arts online site.
The Artist agrees to the following:
agrees the Waikato Society of Arts has the right to sell the listed and received artwork for the duration of the exhibition as stated in this agreement both in the Gallery and on the Waikato Society of Arts online site.
Sale Of Work, Tax Obligations, Hires And Fees
All work will be for sale. The Artist nominates the sale price. Sale price must include the Waikato Society of Arts commission – 35% + GST.
The Waikato Society of Arts takes a 35% commission on sales and an additional 15% GST on top of the 35% commission, this means if you retail a piece at $100, the Waikato Society of Arts will take $35 commission plus $5.25 GST making your income $59.75.
Price your work with this in mind. Please let us know if you need to include any additional information. Any tax obligations incurred such as Income or Provisional Tax and GST (where applicable), is the responsibility of the artist.
The Artist will supply all relevant bank account details for ease of payment when works are sold. Artists will receive payment for their artworks after the exhibition has closed and the Waikato Society of Arts has received the payment in full from the purchaser.
Payment will be made no later than the 20th of the following month after the closing date for the exhibition eg: If your exhibition closes on April 1st, you can expect to receive payment by May 20th.
