ESPACIO GALLERY - EXHIBITION SPACE BOOKING TERMS AND CONDITIONS
Exhibition Options at Espacio GalleryAt Espacio Gallery, artists have three options for showcasing their work:
1. Exhibitors' Responsibilities
1.1. The Exhibitors undertake to take full responsibility for planning, organising, running, invigilating, and taking down the exhibition, including:
2. Communication with the Gallery
2.1. The Exhibitors must inform the Gallery Director of exhibition details, including dates and times for hanging/private view/breakdown, exhibition title, participant names, publicity blurb, and flyer image.
3. Payment Terms3.2. All payments shall be made in British Pounds Sterling, and the full agreed price is due at the time the offered price is accepted and confirmed by invoice, unless otherwise agreed in writing.
3. Notification to Participating Artists
3.1. Insurance of artworks is the responsibility of the Artists themselves, and the Gallery cannot, under any circumstances, accept responsibility for any loss or damage to any artwork however caused. The Gallery only holds public liability insurance.
3.2. Use only the hanging system supplied by the gallery and in an appropriate way.
3.3. All wall-hung works must be supplied by the artist fitted with D rings.
3.4. Works lighter than 7 kilos should be hung using the nylon strings and hooks.
3.5. Works heavier than 7 kilos must be hung using the steel rods and appropriate hooks.
3.6. For health and safety reasons, works heavier than 10 kilos cannot be hung on the walls. The exhibitors shall find alternative ways for displaying them.
3.7. No holes, nails, or screws may be drilled or inserted into the walls, ceiling, or any part of the Gallery.
3.8. No tapes, masking tape, glue, labels, white/blue tack should be attached to the walls.
3.9. The Gallery will advise the Exhibitors on how to attach labels/statements to the artworks.
3.10. All participating Artists must bring or deliver their works adequately wrapped and protected, at the date and time announced by the Exhibitors.
3.11. Damaged artworks, frames, or glass will not be accepted for display.
3.12. All artworks must be collected by the Artists or their representatives at the end of the exhibition. The Gallery cannot and will not be responsible for keeping or looking after artworks.
4. Hire Includes
4.1. One or two late nights for the Private View, usually held on Thursdays 6-10pm, with the option to choose any day of the week.
4.2. Access to a Gallery technician on your installation day.
4.3. Empty wine glasses and utensils for use during Private Views and throughout the stay in the gallery. Exhibitors are to provide drinks, ice, nibbles, etc.
4.4. Toilet facilities for participating artists.
4.5. Microwave, tea, and coffee making facilities for artists and invigilators.
4.6. A secure lock room for belongings during the Private View.
4.7. A small dark room painted black, ideal for video projections or installations.
4.8. Video projection screen mounted on the dark room wall (projector not included).
4.9. A few plinths of various sizes.
4.10. One browser for mounted prints/photos.
4.11. Wireless Internet Access.
4.12. Commissions: The gallery does not charge commissions on sales. The Exhibitors are responsible for setting up their own payment receiving process and managing their own sales.
5. Gallery’s Responsibilities
5.1. The Gallery will provide up to five sets of security keys upon signing a keyholders’ register.
5.2. A wall hanging system and some plinths are provided. Additional plinths are the responsibility of the Exhibitors.
5.3. The Gallery reserves the right to photograph the exhibition and artworks displayed for promotional purposes on the Gallery’s website and social media accounts.
6. Additional Services at Extra Cost
6.1. Invigilation staff at £15 per hour per person.
6.2. Bartender during Private View (6-11pm) at £75 per person.
6.3. Curatorial services on installation day at £490.
6.4. Assistance with installation at £15 per hour per worker.
6.5. Full Gallery installation, including setup and takedown with curatorial guidance, packaging for sales and transport: £890.
6.6. Gallery staff: Invigilators and sales staff (0% commission on all sales made) – £120 per day.
6.7. Photography: Professional photography and image editing for 50 images per evening – £590.
7. Copyright7.1. Copyright of the artwork remains the property of the Artist.
8. Security
8.1. Under no circumstances must the Gallery be left open and unattended. If adequate invigilation is not available for any reason, the Gallery must be kept locked and closed to the public.
8.2. The keys to the Gallery must not be given to a third party without prior written permission from the Gallery Director or representative, and should not be left in the door at any time.
9. Music Licensing
9.1. Music may be played at Espacio Gallery; however, exhibitors are responsible for ensuring they have the appropriate licence from local councils or licensing authorities, if required. Espacio Gallery advises exhibitors to verify and obtain any necessary permissions to comply with local regulations.
9.2. In the UK, playing music in public spaces, such as galleries, typically requires TheMusicLicence from PPL PRS Ltd. This licence is required for public performances of both live and recorded music to protect the rights of composers, songwriters, and performers. Playing music without this licence may infringe copyright laws and could lead to legal consequences.
9.3. Exemptions: Certain exemptions may apply, such as:
9.4. Exhibitors are advised to consult directly with PPL PRS Ltd to determine specific requirements and associated costs for their event. Espacio Gallery holds no responsibility for licensing non-compliance by exhibitors.
10. Prohibited Activities
10.1. Dangerous, hazardous, or illegal activities or substances must not be permitted on Gallery premises.
10.2. All electrical appliances brought to the Gallery must be tested by a qualified electrician. Certificates shall be issued and presented to the Gallery prior to any event.
10.3. Under no circumstances shall the Exhibitors handle, touch, or move the spotlights on the ceiling. Should the Exhibitors wish to have some of the spotlights moved or removed from the ceiling, they must contact the Gallery.
10.4. Lit candles or any other form of live fire are not allowed at the gallery.
10.5. Fire safety equipment must not be obstructed, handled, or moved.
10.6. Any liquid spilled on the floor must be cleaned up immediately.
10.7. Use caution when climbing stepladders to install artworks; work in pairs, with someone holding the stepladder.
10.8. No other hanging system, except that supplied by the Gallery, may be used.
11. Curatorial Decision
11.1. While the Exhibitors are responsible for curating the exhibition, the Gallery reserves the right to make the final curatorial decision solely in cases where any artwork is deemed discriminatory, hateful, offensive, or otherwise in violation of the Gallery’s values and commitment to inclusivity and respect. This decision is not an interference with the layout or artistic direction but is intended to uphold a safe and respectful environment for all visitors.
12. Exclusion of Liability
12.1 Exclusion of Liability - The Gallery Company has only limited financial resources and does not accept liability for any personal injury (unless caused by the negligence of the Gallery Company) or for any loss or damage suffered by Artists or their artwork whilst on gallery premises whether caused by negligence or otherwise.
13. Exhibitors’ Insurance
13.1. It is advisable for the Exhibitors to take out third-party liability insurance with an insurance company of repute, to cover loss of or damage to property (whether the Company’s or belonging to an individual) and injury or death of any person caused by the Exhibitors’ negligence during the hire period or in connection with it.
13.2. The Exhibitors must satisfy themselves that the level of cover insured will protect them from any potential claim.
13.3. The Gallery’s insurance does not extend to property brought onto the premises in connection with the hire, in respect of fire, theft, loss, or any other damage. The Exhibitors should make separate insurance arrangements in respect of such matters.
14. Hateful or Discriminatory Conduct
14.1. The Gallery has a zero-tolerance policy against hateful or discriminatory conduct. We are committed to combating abuse motivated by hatred, prejudice, or intolerance against minorities and individuals based on differences - e.g., age, class, cognitive ability, culture, gender, health status, HIV status, marital status, mental health, physical ability, place of origin, political beliefs, race, religion, sensory ability, and sexuality.
15. Cancellation/Refunds
15.1. The Exhibitors are entitled to cancel this agreement and a refund will be given on any deposit paid, less 20% of the total hire fees to cover administrative charges. The Gallery will retain 20% of the total hire fees.
15.2. If cancellation is less than 30 days before the hire period, the Exhibitors shall be liable for 100% of the hire fees, and any remaining balance must be paid immediately.
15.3. In case of dispute regarding unpaid hiring fees and/or cancellation liabilities, the Gallery will seek to recover any unpaid amount through appropriate channels. If necessary, the Gallery will refer to a third-party debt recovery agency or pursue possible legal action as a last resort.
15.4. In the event the Gallery cancels the exhibition due to unforeseen circumstances (excluding government lockdowns due to pandemics), a full refund will be issued for any payments made to date.
15.5. Pandemic Lockdown: Should a government lockdown occur, the exhibition will be rescheduled to dates available after the end of the lockdown, and no refund will be issued for any payment made to date.
15.6. Non-Refundable Policy for Gallery-Organised Exhibitions: When an artist selects a package offered by Espacio Gallery and confirms their participation in an exhibition organised by the Gallery, whether through full or partial payment, Espacio Gallery cannot issue any refunds if the artist subsequently decides to withdraw. All bookings and fees for gallery-organised exhibitions are final and non-refundable.
16. Rights of Third Parties
16.1. A person who is not a party to these Terms and Conditions shall have no rights under or in connection with them as per the Contracts (Rights of Third Parties) Act 1999.
DATA PROTECTION STATEMENT/ ELECTRONIC COMMUNICATIONThis notice explains how information about you is used by us.
The Information We GatherThe team at Espacio Gallery gather information about you from your having hired the Gallery or having booked the Gallery for a future hire.
Information we gather about you may include your name and contact details. The provision of information by you is entirely voluntary.
Reason for ProcessingWe use and process your data only for the following purposes:
Exchange of Information.We will not exchange your information with any other organisation without contacting you with the sole exception of law enforcement agencies.
Your ConsentYou can withdraw your consent to use your personal data for contacting you at any time. This can be done by contacting us on [email protected]
We thank you for your attention!
Exhibition Options at Espacio GalleryAt Espacio Gallery, artists have three options for showcasing their work:
- Gallery Hire for Self-Organised Exhibitions: Artists can hire the gallery space when available and organise their own solo or group exhibition. In this case, the artist is fully responsible for the planning, setup, and management of the exhibition.
- Participation in Espacio Gallery-Organised Exhibitions: Artists can choose to participate in exhibitions organised by Espacio Gallery. In these exhibitions, artists rent wall space at rates that vary according to the size and location of the wall. This option allows artists to be part of a group show with other artists curated by the gallery.
1. Exhibitors' Responsibilities
1.1. The Exhibitors undertake to take full responsibility for planning, organising, running, invigilating, and taking down the exhibition, including:
- The Exhibitors agree to maintain the premises in a clean, tidy, and good condition throughout the hire period, ensuring the Gallery premises are always secure, including opening and locking up.
- The Exhibitors shall not make any alterations or additions to the premises without prior written consent from the Gallery.
- The Exhibitors shall use the premises solely for the purpose stated in this agreement and during the designated hours.
- Producing and sending out publicity material for the exhibition.
- Receiving, hanging, taking down, and removing all works at the end of the exhibition.
- Organising the Private View, including the supply of drinks and canapés if they wish.
- Drawing up an invigilation rota, with a recommended minimum of two invigilators at any time.
- Signing a keyholders' register upon receiving the keys to the Gallery.
- In case of lost or stolen keys, the keyholder will be liable for all expenses related to re-locking and re-keying the premises.
- Reporting any damage to any fixtures and fittings, equipment, walls, and furniture, however caused, to the Gallery Director at the earliest opportunity.
2. Communication with the Gallery
2.1. The Exhibitors must inform the Gallery Director of exhibition details, including dates and times for hanging/private view/breakdown, exhibition title, participant names, publicity blurb, and flyer image.
3. Payment Terms3.2. All payments shall be made in British Pounds Sterling, and the full agreed price is due at the time the offered price is accepted and confirmed by invoice, unless otherwise agreed in writing.
3. Notification to Participating Artists
3.1. Insurance of artworks is the responsibility of the Artists themselves, and the Gallery cannot, under any circumstances, accept responsibility for any loss or damage to any artwork however caused. The Gallery only holds public liability insurance.
3.2. Use only the hanging system supplied by the gallery and in an appropriate way.
3.3. All wall-hung works must be supplied by the artist fitted with D rings.
3.4. Works lighter than 7 kilos should be hung using the nylon strings and hooks.
3.5. Works heavier than 7 kilos must be hung using the steel rods and appropriate hooks.
3.6. For health and safety reasons, works heavier than 10 kilos cannot be hung on the walls. The exhibitors shall find alternative ways for displaying them.
3.7. No holes, nails, or screws may be drilled or inserted into the walls, ceiling, or any part of the Gallery.
3.8. No tapes, masking tape, glue, labels, white/blue tack should be attached to the walls.
3.9. The Gallery will advise the Exhibitors on how to attach labels/statements to the artworks.
3.10. All participating Artists must bring or deliver their works adequately wrapped and protected, at the date and time announced by the Exhibitors.
3.11. Damaged artworks, frames, or glass will not be accepted for display.
3.12. All artworks must be collected by the Artists or their representatives at the end of the exhibition. The Gallery cannot and will not be responsible for keeping or looking after artworks.
4. Hire Includes
4.1. One or two late nights for the Private View, usually held on Thursdays 6-10pm, with the option to choose any day of the week.
4.2. Access to a Gallery technician on your installation day.
4.3. Empty wine glasses and utensils for use during Private Views and throughout the stay in the gallery. Exhibitors are to provide drinks, ice, nibbles, etc.
4.4. Toilet facilities for participating artists.
4.5. Microwave, tea, and coffee making facilities for artists and invigilators.
4.6. A secure lock room for belongings during the Private View.
4.7. A small dark room painted black, ideal for video projections or installations.
4.8. Video projection screen mounted on the dark room wall (projector not included).
4.9. A few plinths of various sizes.
4.10. One browser for mounted prints/photos.
4.11. Wireless Internet Access.
4.12. Commissions: The gallery does not charge commissions on sales. The Exhibitors are responsible for setting up their own payment receiving process and managing their own sales.
5. Gallery’s Responsibilities
5.1. The Gallery will provide up to five sets of security keys upon signing a keyholders’ register.
5.2. A wall hanging system and some plinths are provided. Additional plinths are the responsibility of the Exhibitors.
5.3. The Gallery reserves the right to photograph the exhibition and artworks displayed for promotional purposes on the Gallery’s website and social media accounts.
6. Additional Services at Extra Cost
6.1. Invigilation staff at £15 per hour per person.
6.2. Bartender during Private View (6-11pm) at £75 per person.
6.3. Curatorial services on installation day at £490.
6.4. Assistance with installation at £15 per hour per worker.
6.5. Full Gallery installation, including setup and takedown with curatorial guidance, packaging for sales and transport: £890.
6.6. Gallery staff: Invigilators and sales staff (0% commission on all sales made) – £120 per day.
6.7. Photography: Professional photography and image editing for 50 images per evening – £590.
7. Copyright7.1. Copyright of the artwork remains the property of the Artist.
8. Security
8.1. Under no circumstances must the Gallery be left open and unattended. If adequate invigilation is not available for any reason, the Gallery must be kept locked and closed to the public.
8.2. The keys to the Gallery must not be given to a third party without prior written permission from the Gallery Director or representative, and should not be left in the door at any time.
9. Music Licensing
9.1. Music may be played at Espacio Gallery; however, exhibitors are responsible for ensuring they have the appropriate licence from local councils or licensing authorities, if required. Espacio Gallery advises exhibitors to verify and obtain any necessary permissions to comply with local regulations.
9.2. In the UK, playing music in public spaces, such as galleries, typically requires TheMusicLicence from PPL PRS Ltd. This licence is required for public performances of both live and recorded music to protect the rights of composers, songwriters, and performers. Playing music without this licence may infringe copyright laws and could lead to legal consequences.
9.3. Exemptions: Certain exemptions may apply, such as:
- Unamplified live music between 8 AM and 11 PM, provided the music is incidental and not the main focus of the event.
- Incidental music (background music that is not the primary attraction) may also be exempt.
9.4. Exhibitors are advised to consult directly with PPL PRS Ltd to determine specific requirements and associated costs for their event. Espacio Gallery holds no responsibility for licensing non-compliance by exhibitors.
10. Prohibited Activities
10.1. Dangerous, hazardous, or illegal activities or substances must not be permitted on Gallery premises.
10.2. All electrical appliances brought to the Gallery must be tested by a qualified electrician. Certificates shall be issued and presented to the Gallery prior to any event.
10.3. Under no circumstances shall the Exhibitors handle, touch, or move the spotlights on the ceiling. Should the Exhibitors wish to have some of the spotlights moved or removed from the ceiling, they must contact the Gallery.
10.4. Lit candles or any other form of live fire are not allowed at the gallery.
10.5. Fire safety equipment must not be obstructed, handled, or moved.
10.6. Any liquid spilled on the floor must be cleaned up immediately.
10.7. Use caution when climbing stepladders to install artworks; work in pairs, with someone holding the stepladder.
10.8. No other hanging system, except that supplied by the Gallery, may be used.
11. Curatorial Decision
11.1. While the Exhibitors are responsible for curating the exhibition, the Gallery reserves the right to make the final curatorial decision solely in cases where any artwork is deemed discriminatory, hateful, offensive, or otherwise in violation of the Gallery’s values and commitment to inclusivity and respect. This decision is not an interference with the layout or artistic direction but is intended to uphold a safe and respectful environment for all visitors.
12. Exclusion of Liability
12.1 Exclusion of Liability - The Gallery Company has only limited financial resources and does not accept liability for any personal injury (unless caused by the negligence of the Gallery Company) or for any loss or damage suffered by Artists or their artwork whilst on gallery premises whether caused by negligence or otherwise.
13. Exhibitors’ Insurance
13.1. It is advisable for the Exhibitors to take out third-party liability insurance with an insurance company of repute, to cover loss of or damage to property (whether the Company’s or belonging to an individual) and injury or death of any person caused by the Exhibitors’ negligence during the hire period or in connection with it.
13.2. The Exhibitors must satisfy themselves that the level of cover insured will protect them from any potential claim.
13.3. The Gallery’s insurance does not extend to property brought onto the premises in connection with the hire, in respect of fire, theft, loss, or any other damage. The Exhibitors should make separate insurance arrangements in respect of such matters.
14. Hateful or Discriminatory Conduct
14.1. The Gallery has a zero-tolerance policy against hateful or discriminatory conduct. We are committed to combating abuse motivated by hatred, prejudice, or intolerance against minorities and individuals based on differences - e.g., age, class, cognitive ability, culture, gender, health status, HIV status, marital status, mental health, physical ability, place of origin, political beliefs, race, religion, sensory ability, and sexuality.
15. Cancellation/Refunds
15.1. The Exhibitors are entitled to cancel this agreement and a refund will be given on any deposit paid, less 20% of the total hire fees to cover administrative charges. The Gallery will retain 20% of the total hire fees.
15.2. If cancellation is less than 30 days before the hire period, the Exhibitors shall be liable for 100% of the hire fees, and any remaining balance must be paid immediately.
15.3. In case of dispute regarding unpaid hiring fees and/or cancellation liabilities, the Gallery will seek to recover any unpaid amount through appropriate channels. If necessary, the Gallery will refer to a third-party debt recovery agency or pursue possible legal action as a last resort.
15.4. In the event the Gallery cancels the exhibition due to unforeseen circumstances (excluding government lockdowns due to pandemics), a full refund will be issued for any payments made to date.
15.5. Pandemic Lockdown: Should a government lockdown occur, the exhibition will be rescheduled to dates available after the end of the lockdown, and no refund will be issued for any payment made to date.
15.6. Non-Refundable Policy for Gallery-Organised Exhibitions: When an artist selects a package offered by Espacio Gallery and confirms their participation in an exhibition organised by the Gallery, whether through full or partial payment, Espacio Gallery cannot issue any refunds if the artist subsequently decides to withdraw. All bookings and fees for gallery-organised exhibitions are final and non-refundable.
16. Rights of Third Parties
16.1. A person who is not a party to these Terms and Conditions shall have no rights under or in connection with them as per the Contracts (Rights of Third Parties) Act 1999.
DATA PROTECTION STATEMENT/ ELECTRONIC COMMUNICATIONThis notice explains how information about you is used by us.
The Information We GatherThe team at Espacio Gallery gather information about you from your having hired the Gallery or having booked the Gallery for a future hire.
Information we gather about you may include your name and contact details. The provision of information by you is entirely voluntary.
Reason for ProcessingWe use and process your data only for the following purposes:
- Sending you information about the Gallery, its activities and opportunities to hire.
- Communication with your bank and our bank in the process of completing transactions related to an agreed hiring of the Gallery.
- To announce any change in our commercial terms or offer.
Exchange of Information.We will not exchange your information with any other organisation without contacting you with the sole exception of law enforcement agencies.
Your ConsentYou can withdraw your consent to use your personal data for contacting you at any time. This can be done by contacting us on [email protected]
We thank you for your attention!
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Espacio Gallery
159 Bethnal Green Road, London, E2 7DG Tel: 07450 838183 [email protected] Opening hours: Please check exhibitions details for their opening hours Tube: Liverpool Street Station, Bethnal Green Station Overground: Shoreditch High Street Buses: 8, 388 |
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All Rights Reserved |