Exhibition Procedures

Call for Submissions

The Gallery will distribute the Call for Submissions via web, email newsletter, Instagram, and as a press release.
The Artist will submit their application via a web form. The artist will receive an automated email confirming receipt of their application.
Duos and small-groups are welcome. When approaching the application form, put one artist’s name into the web form fields, then fully describe both/all participating artists in the uploaded PDF.
The content of submissions (including links, images, and text) will be reviewed holistically to get a sense of the Artist’s practice and work. The application does not require a specific number of images.
Shortlisted artist will be invited to participate in a 20-minute studio visit, either virtually or in-person. Artists will be asked about any engagements that could impact season scheduling.
The Gallery will endeavor respond to the Artist via email by the stated response date. This response will either be “with regrets” or with an offer for a show. The offer will specify the dates of the show.
The Artist will submit their acceptance or rejection of the offer via a web form.

Prior to Installation

The Gallery will send the artist a password-protected link to the Exhibition/Loan form. This form will collect all information related to the show.
The Exhibition/Loan form must be completed in full 21 days prior to the exhibition’s first gallery hours. It is fine to revisit the form multiple times prior to that date to add information as it becomes available.
The Gallery will announce the Artist’s show as part of a season announcement. This announcement will be distributed via web, email newsletter, Instagram, and as a press release.
The Gallery’s QR code (scannable on the door) will feature the Artist’s links under the heading “Upcoming Exhibitions.”
The Gallery will tease the Artist’s show in an email newsletter prior to the exhibition. This will be an item at the bottom of the email announcing the previous exhibition.
The Artist will either deliver their work in-person or it will be shipped, depending on what is decided beforehand and specified in the Exhibition/Loan form.
If shipped, it must be delivered in suitable packaging. Shipping expenses will be the responsibility of the Artist, unless decided otherwise beforehand.

The Installation

Artwork must be onsite and ready for installation by the beginning of the Installation Start Date.
The show will be installed on the date(s) specified in the Exhibition/Loan form.
The Artist will either participate in the installation or not, depending on what is decided beforehand.
The Artist will either deliver their work in-person or not, depending on what is decided beforehand.
Installation is normally scheduled for a period between Monday and Friday. Exceptions can be made so that the show is installed on a weekend day, but this is not preferred.
It is strongly preferred that the show be completely installed prior to the first gallery hours, which are on the Saturday.
The Gallery will produce a poster for the door with information about the show.
After installation, the Gallery will take installation shots. These will be simple iPhone pictures, but will be touched-up in PhotoShop.
The Gallery’s website will be updated with installation shots, and the Artist’s show will be featured on the homepage throughout its run.
The Gallery’s QR code will be updated so that the Artist’s links are featured under the heading “Current Exhibition”
The Gallery retains the right to reschedule or cancel the exhibition. The Artist also retains the right to request rescheduling or cancelation of the exhibition for reasonable conflicts. Both parties will work to the best of their abilities to realize the exhibition.

During the Run

The gallery lights will be kept on throughout the run so that the show will be visible through the windows 24/7.
Attendants will open the gallery for regularly-scheduled gallery hours. These are usually Saturdays 11 am-3 pm, though there may be exceptions.
Attendants will post shots of the installation to the Gallery’s Instagram account at the start of each gallery hours session.
The week prior to Lockhart First Friday, the Gallery will send an email newsletter with information about the show. The Gallery will send a second reminder email Friday afternoon.
Attendants will open the gallery for Lockhart First Friday, 6-9 pm.
The Gallery will not host an “opening reception.” Instead, we prefer to treat the First Friday as a “closing reception.”
The Artist will be given access to the Gallery and may host guests at other times.
The Artist may choose to host their own “opening reception” or other public gallery hours.
The Gallery will set out a guestbook to collect Guest’s email addresses for subscription to email newsletters.
The Gallery will endeavor to take “social” photos of Guests interacting with the art.

Regarding Sales and Fees

The Gallery is non-commercial and does not emphasize sales.
The Artist may provide a handout with information about the works and their prices, which attendants will share with Guests.
If a Guest expresses interest in buying a piece or otherwise contacting the Artist, the attendant will complete a web form which will send an email connecting the Artist and the Guest.
It will be up to the Artist to follow-up with the Guest and arrange the sale.
The Gallery does not take a fee for any sales.
The Gallery does not charge fees to apply to its Call for Submissions.
The Gallery does not pay artist fees/honoraria/stipend at this time.

After the Run

The Artist will either pick up their work in-person or it will be shipped, depending on what is decided beforehand.
If shipped, it will be returned in the same packaging originally supplied by the Artist. Shipping expenses will be the responsibility of the Artist, unless decided otherwise beforehand.
Any email addresses collected during the run will be transcribed and sent to the artist, for subscription to their email newsletter.
Any “social” photos taken during the run will be added to the show’s page on the gallery website.
The show will be retired from the gallery’s homepage and the artist’s links removed from the gallery’s QR code.
The show’s page will be accessible on the gallery website in perpetuity via the “Past” link.

Regarding Artwork In Our Care

Care, Preservation, and Exhibition

The Gallery assumes the right, unless specifically denied by the Lender, to examine and document the work by all modern scientific methods. It is understood that the Gallery will not clean, restore, conserve, or otherwise alter the work without consent of the Lender unless the immediate safety of the work is involved. In this case all efforts will be made to reach the Lender to obtain verbal consent. It is also understood that objects, which in the opinion of the Gallery are endangered because of infestation, may be fumigated at the discretion of the Gallery. Any emergency alterations will be thoroughly recorded and immediately forwarded to the Lender.

Condition, Packing, and Transportation

The Lender certifies that the objects lent are in such condition as to withstand ordinary strains of packing, transportation, and handling. A written report of the condition of objects lent prior to shipment should be sent by the Lender to the Gallery. Otherwise, it will be assumed that objects are received in the same condition when leaving the Lender’s possession. When the Gallery is responsible for shipping, condition records will be made on arrival and departure.

Insurance

The Gallery will insure the Artwork under, and to the legal limits and within the limitations of the Gallery’s Business Personal Property policy [the “Policy”] for the value-amount speciﬁed by Lender against risks of physical loss or damage from any external cause while in transit and on location during the Loan Period; provided, however, that if the Artwork shall have been fabricated in a manner that permits re-fabrication, and can be replaced to the artist’s speciﬁcations, Lender understands and agrees that the amount of such insurance under the Policy may be limited to the cost of such replacement. If no amount is speciﬁed by Lender, the Gallery will insure the Artwork at its own estimated valuation. Lender agrees that, in the event of loss of, or damage to, the Artwork by reason of a cause other than the Gallery’s negligence, the Gallery’s liability is limited to the amount of any payment made under the Policy and Lender hereby releases the Gallery, its oﬃcers, directors, landlord, agents, employees, assigns and representatives from liability for any and all claims arising out of such loss or damage.

If Lender chooses to maintain their/his/her/its own insurance, Gallery must be provided with a certiﬁcate of insurance naming the Gallery as an additional assured and waiving subrogation against the Gallery. If Lender fails to supply the Gallery with such a certiﬁcate, this Agreement shall constitute a release of the Gallery from any liability in connection with the Artwork. The Gallery cannot accept responsibility for any error or deﬁciency in information furnished to Lender’s insurer or for any lapses in coverage.

Loan Return

The Lender agrees that they will not withdraw the loan during the period of this loan agreement and confirms the Gallery’s right to return the work after the close of the exhibition for which this loan agreement gives authority. If the Gallery is responsible for transportation, the Gallery will send the Lender a receipt of delivery. Subject to the limitations contained in the loan agreement, the Gallery shall not be responsible for any damage or loss to the loan unless this receipt of delivery is returned to the Gallery after thirty (30) days of the loan period and the Lender has notified the Gallery within ninety (90) days of the alleged damage.

Unless the Gallery is notified in writing to the contrary, loans will be returned only to the Lender at the address stated in the Loan Form. If the legal ownership of the work should change during the loan period, whether by reason of death, sale, insolvency, gift, or otherwise, the new owner will, prior to its return, be required to establish its legal right to receive or redirect the delivery of the work by proof satisfactory to the Gallery. If the address of the new owner should be of greater distance than the locality from which the loan was borrowed, the new owner will be required to pay any difference in the charges for the delivery of this work.

If the Gallery, after making all reasonable efforts and through no fault of its own, shall be unable to return the work following the termination of the loan period, then the Gallery shall have the absolute right to place the work in storage, to charge regular storage fees and the cost of insurance, and to have and enforce a lien for such fees and costs for the maximum period provided by Texas law. If, after two years, the work shall not have been reclaimed, then, and in consideration for its maintenance and safeguarding during such period, the work shall be deemed an unrestricted gift to the Gallery and the Lender hereby authorizes the Gallery to so proceed in accordance therewith.

This loan agreement shall be deemed to have been made under, and shall be construed and interpreted in accordance with, the laws of the State of Texas, without regard to otherwise applicable choice of law rules. Lender hereby submits to the jurisdiction of the state and federal courts located in Travis County, Texas, and said courts shall have the exclusive jurisdiction to adjudicate the rights and obligations of the parties hereto arising out of or relating in any manner to this loan agreement, This loan agreement may not be amended or modified except by a writing signed by the party intended to be bound by such amendment or modification.

Reproduction

The Lender grants the Gallery rights to document, photograph, and video work for press, media, and education purposes. Images may be used in promotional materials for the Gallery and other Gallery-produced non-commercial publications.

Updated 07/10/2023