Ladysmith Gallery Monthly Member Exhibition Terms & Conditions 

last updated on March 20, 2024

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Ladysmith Gallery 

32 High Street, Ladysmith

Email gallery@ladysmitharts.ca with any questions. 

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Submission Process

• Submission Deadline: The last day to submit artwork for a show will be the 15th of every month
  for the upcoming show. For example, if you are submitting for a show that has intake days on
  the 31st , you will need to have your submission form online filled out no later than the 15th . This
  gives the gallery time to see the size, type of artwork and style and figure out what works will be
  able to be brought in.

• Submissions must be submitted online with the form below. 

• Limited Space: Due to space restrictions, we may not be able to accept all submissions. You will
  receive  email with your submission results. Do not drop your artwork off at the gallery on an intake day unless you have received an email saying your artwork will be in the show.

• Artists may submit up to 2 unique artworks for each exhibition.

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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 hand-pulled prints. Photography must be printed on paper, framed and under glass or on metal. No prints on canvas.

• Works should not be the result of a work created in an art class or workshop, except for our annual Student Show. 

• All artworks submitted must be available for sale, except for our annual Student Show.

• Maximum size: Artwork should not exceed 36 inches wide inclusive of frame, or diptych/triptych
  artworks.

• Maximum of 2 artworks per artist. A diptych/triptych is considered as one artwork if sold as a set, size restrictions still apply to the set as a whole.

• Artwork on canvas must either be Gallery Wrapped Canvas (1.5 inches deep) or Framed. 

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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. 

• Only bring accepted works to intake. 

• 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. If an artist is told their artwork is not gallery ready, they will have until 4pm that day to make it gallery ready following the document guidelines “getting Gallery ready” and drop it back off.

• Attach your name, work title and contact information to the back of your works before intake. This will help us identify the artwork on intake/outtake days as well as let a buyer know the artists information.

• Works are only to be dropped off at the gallery on a scheduled intake day or by appointment.

• Works will be reviewed by the gallery committee on submission, and the ACLD reserves the right to decline any entries.

•  It is your responsibility to check the price, title and information of your art. If it is incorrect, please request the change before or during intake. Once your artwork is in possession of the Ladysmith Gallery for the show, the price, title and information is assumed correct and cannot be changed. While we will do our best to work with you up until this point, we cannot change it after the show has been hung. 

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Artwork Pickup

• Outtake days for works will be scheduled by the gallery committee and posted on our website and newsletter. 

  • If an artist cannot make a scheduled outtake day, it is their responsibility to contact the ACLD to arrange for an alternate pickup appointment.

  • If a work is not picked up on the 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. 

  • The ACLD reserves the right to change outtake days, as well as to change show schedules if a gallery clear-out is required by ACLD staff. In such an instance, artists will be contacted by phone or email.

Online Shows

• Works submitted to the gallery monthly member exhibitions will also be on our online website gallery. Same conditions and terms apply. Please provide a cropped photo of your work during the submission process. Online shows will remain online for the duration of the in-person show. 

Sales, Commission and Taxes

• The ACLD will retain a commission on all sales. The commission structure is  40% ACLD / 60% 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 once every 2-3 months. 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.