Conditions for Exhibiting

Exhibitor's Obligations

Preparation of art works

In order to maximise security, mirror plates must be screwed to both sides of wooden pictures frame, midway between top and bottom (no screw eyes or string). N.B. Metal frames often come with a hanging device to which cord can be attached; it is a simple process to unclip and reverse these so that they project beyond the outer edge of the frame.

• Clip frames will not to be accepted as they create a documented health and safety hazard.

Delivery and collection

• Exhibitions should be delivered to the venue, normally by the exhibitor, at the latest, five days before the opening date; e.g. Monday, if the opening is Saturday.
• Exhibitions should be collected, normally by the exhibitor, at the latest two days after the closing date; e.g. Tuesday, if the exhibition ends on Sunday.
• Exhibitors should make suitable arrangements with the venue prior to collection.
• In a group exhibition it is the responsibility of the co-ordinator to make sure all works are collected within the stated time.

Insurance

• All exhibits must be insured by the exhibitor as they are not insured by the gallery.

VAT

• Exhibitors must inform the gallery of their status, if they are they registered or not.

Labels, text and other exhibition information

• The exhibitor or group co-ordinator must supply titles and text labels for the art works, on disk or by email, at least eight weeks before the exhibition opens. The panel reserves the right to edit this information in accordance with museum professional standards in editing text for different audiences.
• The information supplied by the exhibitor, on disk or by email, may be collated by the gallery and a catalogue may be produced only by prior agreement.
• The exhibitor must supply the gallery with a press release, on disk or by email, at least four weeks before the opening date. The panel reserve the right to edit this press release in consultation with the exhibitor.

Publicity

• The exhibitor must supply publicity images and information, at least eight weeks before the opening date, for the gallery to produce a poster and invitations.
• If the exhibitor wishes to have a private view, this must be arranged in advance with the gallery.

Private Views

• If an exhibitor wishes to invite personal guests to a private view, an invitation list, of up to 50 guests, must be supplied by the exhibitor, on disk or email so that it may be cross-referenced against the gallery’s mailing list to avoid duplication and extra postage costs.
• It is the exhibitor’s responsibility to order and pay for drinks for the Private View.
• Private Views are normally held on a Friday evening prior to Saturday opening. If exhibitors wish to have the preview on any other day, this must be agreed with the Design and Display Officer.

Gallery's Obligations

Hanging

• Hanging is carried out by gallery staff. Exhibitors must make staff aware of any specific hanging/display requirements or requests, which will be acted upon at our discretion.

Publicity

• The cost of producing any publicity i.e. posters/invites will be met by the gallery, as well as the cost of producing a catalogue, where deemed necessary by Heritage Services staff.
• The gallery will promote the exhibition through the press and printed publicity.

Private Views

• The gallery will act as host for a private view (if a private view is requested).
• The gallery provides the venue and staff cover for a private view (if a private view is requested).

Commission

• Exhibitors will receive any sales money due (less commission) only after gallery has acquired the full purchase price from the buyer and the total has been processed by the Herefordshire Council’s Accounts Department.

Peter Young, Hereford Museum and Art Gallery, Broad Street, Hereford, HR4 9AU

Tel: (01432) 260692, email: plyoung@herefordshire.gov.uk, Fax: (01432) 342492