Expectations and Agreement

Staff and Hosting:
Venue staff will be onsite for exhibition opening and contactable for the duration of the exhibition. All other staffing aspects of the exhibition is the responsibility of the Exhibitor/s.

Installation

• Exhibition walls are painted concrete block. There is no gallery rail. Wall plugs and screws are allowed for hanging heavy works. Tape and magnets are recommended for unframed prints and works on paper.

• The installation, hanging and de-mounting of the exhibition is the responsibility of the Exhibitor/s.
  The Exhibitor/s agrees to discuss hanging requirements with the Exhibition Coordinator prior to the installation period.

• The Exhibitor/s agrees to consult with Vacant Assembly before using any equipment and shall not alter any fixtures in the space provided by Vacant Assembly. The Exhibitor/s agrees to consult with Vacant Assembly before bringing in or using any potentially damaging equipment or materials.

• The Exhibitor/s agrees to hang the artworks using the established hanging system in use by the Venue, and to restore the Venue to its condition prior to installation.

• Where and when prearranged, Vacant Assembly may agree to assist the Exhibitor/s with advice and /or the installation, hanging and / or demounting of the exhibition. eg. Tools/equipment for hanging $50 flat fee, Curatorial assistance $50p/h (minimum 2hr).

•  Vacant Assembly has the right to withdraw work from the Exhibition if the work is obscene, defamatory, or discriminatory, or involves a breach of copyright or other rights, or if the work is deemed by Vacant Assembly to be incompatible with the Gallery’s standards.

Access

• The key and/or access will only be granted if all payments have been received into Vacant Assembly's bank account.

• The Exhibitor/s will be provided with a key on the morning of the commencement of their hire or prior by arrangement with the Gallery Coordinator and is to be returned on completion of the hire period at 6pm.

• It is the responsibility of the Exhibitor/s to prevent patrons accessing the private studios during exhibition period.

• The Exhibitor/s will only be granted access to the private studio areas if a prior arrangement has been made with Gallery Coordinator. Any damage or loss to studio equipment will incur a replacement cost penalty.

• The Exhibitor/s agrees to discuss any and all proposed events to be held in conjunction with the exhibition with Vacant Assembly prior to the installation period.

Payment Requirements and Timing

• Access will not be provided until the full rental amount plus the Bond / Deposit has been received.

• Vacant Assembly has no obligation to proceed with the exhibition if the full rental amount plus Bond / Deposit have not been received by the due date. Failure to pay on time or cancellation of booking will lead to forfeiture of Bond / Deposit

• The balance must be paid one (1) month before the start of the exhibition.

The Bond / Deposit of $350 is refundable after the end of the rental when:

• The Gallery is left thoroughly clean and in good condition

• All screws, wall plugs and other fixings have been removed and repaired

• Lighting returned to original positions

• After any restitution has been made for any damages that may have occurred to the studio and gallery

Sales

• The Exhibitor/s are solely responsible for the handling of sales and collection of payments.

• It is the responsibility of the Exhibitor/s to distribute sold work/s.

• The responsibility for insurance, packing and transport to and from the Venue will be borne by the Exhibitor/s.

Commission

• 10%  commission is charged on all sales (artwork, merchandise and tickets). For Exhibitors who charge GST, the Venue is paid commission on ticketed sale price minus the 10% GST.

• Exhibitor is to supply Vacant Assembly with an itemised sales record within 2 weeks of close of exhibition

• On receipt of itemised sales record, Vacant Assembly will supply an invoice to Exhibitor/s for 10% commission on total sales (before GST) to be paid.

Marketing and Promotion

• The responsibility and costs of publicity and promotion will be borne by the Exhibitor/s.

• It is expected that Exhibitor/s make all efforts in pursuit of publicity for their show.

• If printing invitations, the Exhibitor/s is encouraged to deliver them to Vacant Assembly three weeks prior to the exhibition to use for promotional purposes.

Vacant Assembly agrees to promote the Exhibitors e-invitation on the Vacant Assembly’s website and Instagram. As such, it is the Exhibitor's responsibility to supply Vacant Assembly with:

• The artwork for their e- invitations3

• A minimum of two (2) or more high quality Jpeg images (preferably those used on the artists printed invitation).

• The relevant information of exhibition and opening details as soon as possible but, no later than one (1) month prior to the exhibition date for promotional use.

• When promoting the event, the Exhibitor agrees to mention Vacant Assembly (use of the logo is not required).

Documentation of the Exhibition

• For it’s own records Vacant Assembly may document the exhibition and use these images for promotional purposes.

• The Exhibitor/s is responsible for their own documentation.

Copyright
The copyright in each work shall remain the property of the Exhibitor/s.

Insurance and Liability for Loss, Theft, Damage, Fire & Perils
Vacant Assembly agrees to take utmost care in handling and exhibiting all artwork(s), but shall not be responsible for any loss or damage, howsoever caused. It is the Exhibitor/s responsibility to insure artworks for loss or damage and to ensure they have appropriate Public Liability Insurance to cover their own activities.

Public Safety
The Exhibitor/s agrees to take all measures necessary to ensure that their work(s) will not cause or potentially cause any injury to any person. Vacant Assembly shall direct alterations to the way in which the work(s) are exhibited, if, in Vacant Assembly’s opinion, risk to visitors exists.

Storage

• There are no storage facilities at The Venue. All art packaging etc. must be removed from the space after bump in.

• The venue is not responsible for any work or equipment left behind after the exhibition and any items left behind after a period of two weeks become the property of Vacant Assembly.

Cleaning

• The Venue will be given to the Exhibitor/s in a clean condition. Please note any spillage to the surfaces should be cleaned by the Exhibitor/s during exhibition period. The Exhibitor/s, however, must keep all areas tidy, clean and to a professional standard at all times while installing and uninstalling the exhibition.

• The Exhibitor/s is to remove all rubbish. Rubbish can be placed in the appropriate council bins on site. Exhibitor/s are to comply with the appropriate recycling practises.

Beverage/Food/Smoking

• During exhibition openings, the provision, service and consumption of food and beverages is the responsibility of the Exhibitor/s.

• A policy of No Smoking exists within the premises.

• The venue is not licensed to sell alcohol, BYO is welcome. All alcohol must be supplied free of charge and consumed within the exhibition space.

• It is the responsibility of the Exhibitor/s to manage the responsible service of alcohol.

For options to sell alcohol in a non licensed venue please refer to below links:

• Further information is available on the Queensland Government website.

Termination

• Each party has the right to terminate the agreement up to 90 days prior to the exhibition booking.

• If the agreement is terminated (within the 90 days prior to the event) by the Exhibitor they will forfeit Bond / Deposit.

• If the terminating party is Vacant Assembly, all payments will be refunded.

Postponement

• If the exhibition needs to be postponed by the Exhibitor, a $200 fee will be retained to cover admin costs.