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Ladysmith Gallery Small Works Terms & Conditions 

last updated on May 5, 2023

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Ladysmith Gallery 

32 High Street, Ladysmith

Email gallery@ladysmitharts.ca with any questions. 

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Application Process

• Intake/Outtake: We will be having an intake/outtake for small artworks once every three months by appointment.

• Applications must be submitted online with the form below. Please submit your small artwork online application with a description of the artwork that explains the art as well as the medium. The submitted pictures will help the gallery decide if
  it will fit into the gallery space. Make sure the pictures are clear and give a good representation of size, material, and art.

• Applications will be accepted year round but reviewed periodically by a jury committee and successful applicants will be contacted with next steps and appointment availability. 

• Sample Artworks: Artists may be asked to bring in a sample of small artworks before being accepted into the gallery. This does not mean the artwork is accepted. This may happen due to unclear pictures or to help understand a product and how it would fit in the gallery.

• We would like to be your exclusive vendor within Ladysmith and the surrounding area, but understand this may not work for you. If you sell your work in other galleries or stores in the local area, please let us know in the application form below. We would love to chat with you about maybe starting a exclusive signature line for our gallery?  

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The Artwork 

• All artwork must be original work and must not be copied from anyone else’s original or printed material. If photographs are used as a source of reference, the photographer must be the submitting artist or provided to them by an amateur photographer with their express consent. Stock images may only be referred to for anatomical study and must be incidental to the complete artwork to be permissible. 

• The ACLD respects the rights of Indigenous peoples to own and control their own heritage and artistic products. Work based on cultural motifs or designs can only be submitted by members of the culture that is being represented.

• Artists are not permitted to submit reproduction prints of artwork, except if the medium is photography or digital works or the reproductions are for art cards. 

• Works should not be the result of a work created in an art class or workshop.

• All artworks submitted must be available for sale.

• Due to space limitations, the artist will be notified with the quantity of work allowed for submission. 

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Intake and Installation Process

• The gallery is managed by a combination of staff and volunteers who maintain inventory, promote exhibitions, display work, process sales, and maintain financial records and activities. Exhibitors will respect the decisions made by staff and volunteers. 

• Appointment Email: You will receive an email with an appointment time before dropping off your artwork. People dropping off without an appointment will not be accepted.

• Inventory Sheet: Artists need to fill out an inventory sheet and bring it to drop off. This will be sent to you in your application results. 

• Works must arrive at the gallery ready for installation. Please see our resources above for getting work ready for exhibitions.  If it does not fit the gallery ready criteria at drop off time, the artist will be notified and will be asked to take the artwork with them.

• Labeling: Please label your small artwork with your membership number, name, and price before dropping off.

• Works are only to be dropped off at the gallery on a scheduled appointment day and time.

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Artwork Pickup

• The artist will be contacted by the gallery coordinator or a volunteer to arrange outtake of work. 

  • If a work is not picked up on the scheduled outtake day, after one week if the artist does not respond to a reminder phone call or email and does not request for an alternate pickup appointment, the work will be put in gallery storage or brough to our ACLD office, and all ACLD responsibility to the artist, as to the contents, number and condition of the items will cease.

  • Any remaining work after a second pick up reminder will become the property of the gallery after 90 days. Costs associated with delivery and pick up are the responsibility of the artisan/artist. 

• Works will be reviewed every 3 months for necessary outtakes.  

Sales, Commission and Taxes

• The ACLD will retain a commission on all sales. The commission structure is  30% ACLD /70% Artist.

• Sales will include any applicable taxes the ACLD is required to remit. Any other taxes will be the responsibility of the artist. 

• The gallery does not provide exchanges or refunds to customers for the sale of artwork. 

Artist Payment for Sales

• Payouts for sales are made monthly. Payments to artists are made when accumulated sales reach $50 or more, or by the end of the calendar year. Payout cheques that are not picked up within 3 months will be considered a donation to the ACLD. If a cheque is picked up but has not been deposited within 6 months (stale-dated cheque), it will not be reissued, and the amount will be considered a donation. If you lose your cheque, please contact the ACLD before the 6-month deadline to get it reissued. 

• Cheques will be available for pickup at the gallery. Alternatively, artists can bring in a void cheque or direct deposit slip to sign up for direct deposit. 

Insurance and Liability

• Artists exhibiting their work at the ACLD gallery do so at their own risk. While the ACLD does use a building security system, works are not insured under the ACLD. It is strongly advised that artists carry their own insurance.

• The ACLD gallery makes every effort to ensure that theft and damages do not occur. However, should any loss or damage occur, the artist/artisan understands and accepts the full risk of loss or damage to articles placed on consignment. Damaged items will be returned to the artisan. 

Income Documentation and Requirements

• The Arts Council of Ladysmith and District is required by the Government to issue T4A slips for all sales payouts to artists if the yearly total is $500 or greater.  Social Insurance Numbers must be provided by artists if a T4A is required to be issued.