EVENT & exhibition HIRE
GENERAL TERMS AND CONDITION OF USE
Summary of Conditions and Terms
1. Exhibitor agrees that -
a. 50% of the hire fee must be paid by date specified on the Tax Invoice / Schedule of Payment provided by the Gallery.
b. The remaining 50% must be paid by date specified on the the Tax Invoice / Schedule of Payment provided by the Gallery, or minimum 7 days before hire period begins.
c. An Exhibition is not confirmed until the 50% deposit is received by the Gallery.
d. All Exhibitors must have their own Public Liability Insurance and provide a copy
prior to their exhibition as detailed on this document.
e. A Risk Assessment Guide will be supplied and must be completed by the Exhibitor, after Induction by the Gallerist.
2. 25% commission is charged by the gallery on art sales made during an exhibition and includes all commercial activity conducted within and enabled by the use of the Gallery including but not limited to: art sales, door entry, or prepaid fee.
3. 25% commission is also applied to electronic sales generated from an exhibition within the Gallery, during an exhibition.
4. Fees and Charges for exhibitions associated with commercial events, financial or in-kind sponsorship, festivals, touring exhibitions are strictly by negotiation and written agreement with the Gallerist on behalf of Prism
5. Staffing of the Gallery is the responsibility of the Exhibitor unless arranged in writing.
6. No subletting of the exhibition space is permitted.
7. The use of the Gallery space will be restricted to the purpose of the application.
8. Cancellations by the Exhibitor must be received by email as detailed in the Cancellation and Refund Policy in the General Terms and Conditions of Use section in this document..
Verbal cancellations will not be accepted.
In the event of cancellation by the Exhibitor, the following applies:
a. More than 30 days from commencement of the hire period: the deposit paid (50%) is returned.
b. Less than 30 days from the commencement of the hire period: the deposit (50)% is forfeited.
c. Less than 7 days from the commencement of the hire period: A total of 50% (including the deposit is forfeited). The forfeited hire fee paid will only be refunded if the gallery is re-booked for the same period.
9. The Exhibitor is responsible for -
a. Cost of insurance of work in transit and for the duration of the exhibition.
b. The installation of all art work in consultation with the Gallerist.
c. Stolen, lost or damaged items are entirely the responsibility of the exhibitor.Artworks are exhibited at the Exhibitor’s own risk.
d. Loss of or damage to the Exhibitors personal equipment and vehicles.
e. Promotion and marketing of the Exhibition .
f. Catering and refreshments for opening night.
g. Supply of volunteers or paid bar staff and assistants for opening night.
h. Opening, closing, and sitting the space or providing a representative to sit the
space. If the Exhibitor is unable to sit the space, and no representative is available,
the Gallery reserves the right to close the space for that particular time period.
i. Returning the exhibition Space and kitchen to the condition in which it was hired. If the Space is not returned to its previous condition, costs relating to achieving this
will be billed to you. The Exhibitor will be required to cover any costs incurred as a
result of mis-use of the Gallery.
FEES AND CHARGES
Fees and charges apply for the hire and use of the Prism Studio at 103 Yagers Lane Byron Bay NSW 2481.
HIRE CHARGES FOR 1 JULY 2021 TO 30 JUNE 2022 (INCLUDING GST)
EXHIBITIONS
HIRE FEE
Individual: 1 Week hire (Minimum hire fee)
By Arrangement
Group (2 or more) & Arts Organisations:
By Arrangement
Touring exhibitions, commercial & sponsored events
By Arrangement
Festivals, workshops, conferences or special events
By Arrangement
Photo studio, art studio, various day use
By Arrangement
COMMISSION:
25% commission charged on all sales conducted within and enabled by the use of the Gallery including -
exhibitions, charging a fee for service, door entry, participation fee or prepaid fee.
EXHIBITION SERVICE AGREEMENT:
General Terms and Conditions of Use
EXHIBITION CONFIRMATION DEPOSIT
Your booking period of hire will be formally confirmed in writing via email.
A schedule of payments and exhibition dates will be provided.
• A 50% deposit must be paid upon of receipt of tax invoice from the gallery, date as advised or 30 days ahead of hire period.
• The remaining 50% must be paid 7 days before hire period begins, as per date advised.
• Exhibitors are required to attend a pre-exhibition information meeting/ induction prior to the hire period. This induction meeting is a condition of use of the space.
CANCELLATION AND REFUND POLICY
Management of the Exhibition space reserves the right to determine if a refund is permissible.
Cancellations by the Exhibitor must be emailed.
Verbal cancellations will not be accepted.
In the event of cancellation by the Exhibitor, the following applies -
a. More than 30 days from commencement of the hire period: the deposit paid (50%) is returned.
b. Less than 30 days from the commencement of the hire period: the deposit is forfeited.
c. Less than 7 days from the commencement of the hire period: A total of 50% (including the deposit is forfeited). The forfeited hire fee paid will only be refunded if the gallery is re-booked for the same period.
d. Management may cancel, interrupt or stop an event due to dangerous situations or any other causes beyond its reasonable control. Such cancellation, interruption or stopping of event shall not entitle the Exhibitor to make any claim for compensation whatsoever against Management
e. Due to unforeseen circumstances your booking may need to be rescheduled to another time, suitable to both you and the Management. Every endeavour will be made to give you as much notice as possible if rescheduling is required, or a full refund of any deposit or payment.
GALLERY COMMISSION ON SALES AND FINANCIAL ACTIVITY
• A 25% commission is charged by the gallery on sales made during an exhibition and includes all commercial activity conducted within and enabled by the use of the Gallery including but not limited to: art sales, door entry, or prepaid fee.
• 25% commission is also applied to electronic sales generated from an exhibition within the Gallery, during an exhibition.
INSURANCE AND INDEMNITY
PUBLIC LIABILITY
All Exhibitors must have their own Public Liability Insurance.
A current copy of the Exhibitor’s Public Liability Insurance Policy’s Certificate of Currency, showing cover to the value of $20 million, must be supplied prior to the exhibition, as specified.
CONTENTS INSURANCE
For exhibition purposes, Management does not accept liability for any loss or damage caused by either the Hirer or their Assistants, to the equipment, artwork or personal effects of the Hirer during the period of hire or exhibition, including set up and demount.
Hirers who leave artwork or equipment on hired premises are encouraged to take out contents insurance. Management takes no responsibility for the Hirer’s property left on the premises nor is such property covered by Management’s insurance.
YOUR OWN VOLUNTEER’S INSURANCE
An hirer that engages the services of their own volunteers must attach evidence of volunteer insurance and Work Health and Safety requirements for the volunteers.
These volunteers are the responsibility of the Hirer.
INCLUSIONS
4 x large clothing racks
100 hangers
1x steamer
2x medium trestle table
1x floor length mirror
10 chairs
10 stools
INDEMNITY
The Hirer shall be responsible for any injury, loss or damage sustained by any person involved in the Hirers use of the facilities, other than such injury, loss or damage caused by factors outside the Hirers control (to be determined by legal advice).
In doing so the Hirer guarantees to hold management, staff and representatives indemnified against any claim or demands which hereafter might be made from persons in connection with such activities.
RISK ASSESSMENT
The Hirer must complete a RISK ASSESSMENT Form which will be provided to you at an induction by the Gallerist.
HEALTH AND SAFETY
Inside the building the Exhibitor and users shall -
1. Behave in a manner that is safe, professional and respects the safety of all other people using the building.
2. Temporarily install exhibition works on walls using only installation/display equipment specified, according to supplied directions and safety standards so as to minimise risk to property and person. Any freestanding easels/display stands or aryworks provided by the Hirer must meet safety standards and be used according to safety guidelines.
3. The Hirer is to be responsible for the safety and conduct of each and every person in attendance during their hire period.
4. Take note of Fire Evacuation Plans displayed near the door. Avoid chairs, tables and equipment from obstructing fire exit, doors or firefighting equipment.
5. Exit the building at the nearest exit point and proceed to the emergency evacuation assembly point if a fire alarm is activated.
6. Not tamper with any device or system designed for use in an emergency, such as fire alarms, fire extinguishers, fire safety doors or fire hose reels. Staff must be advised if these are used in any way and the Hirer will be charged the cost of inspection and repair and/or replenishing of equipment if used unnecessarily.
7. Report all injuries, safety issues or identified hazards to Management when they are identified. An incident/accident form is required to be completed.
CODE OF CONDUCT
Management reserve the right to -
1. Refuse admission to and/or eject from the complex any person whose conduct is, or is deemed by Management, to be unlawful, disorderly, dangerous or offensive, without liability.
2. Abide by the NO SMOKING policy inside all Studio and surrounding buildings. Smoking is permitted outside the building, when keeping at least four metre distance from doorways.
3. Bins are on the main road, ensure to remove all rubbish.
4. Hirers shall leave the hired space including kitchens, toilets and other amenities in a condition suitable for immediate use at all times.
5. The setting up and packing away of the hired space is the responsibility of the hirer.
6. Hirers shall store all tables, chairs and equipment in the allocated storage area in each room before leaving. Charges apply if not stored by the user.
7. Should additional cleaning be required, a cleaning fee will be charged
8. Respect other users and tenants within the building.
9. Leave the kitchenette clean and tidy.
10. Be respectful of the others resident artists using the shared areas
11. There is to be no removal of any plants/cuttings from the property.
USE OF THE FACILITY
During use of the Facility (Gallery), the Hirer shall - 1. Agree to abide by the hours and dates of hire set out in the booking form. These are to be inclusive of bump-in and bump-out times.
2. Only use the Facility (Gallery)for the activity outlined in the booking form.
3. Not use thumbtacks, staples, nails, screws, sticky tape, Blutack or similar to fasten or adhere any material on walls, doors, floors or any other surfaces. Only installation/display equipment as agreed can be used to temporarily install artworks on walls.
4. No naked flames. Tea lights, candles, matches, fires, are not permitted in the Gallery.
5. Report any damages to the Management when they are identified.
6. Not exceed the maximum capacity for the space hired.
7. Ensure that a responsible supervising adult is present during an under-age event.
8. Artworks featuring electrical components:
Artworks that feature electrical components, must comply with current standards.
The installation must also be done in such a way as to not pose any risk to public safety. The materials used in electrical artworks will also need to comply with current fire safety standards. It should be a non-combustible and non-conductive material. This can be assessed by a licensed electrician. Management operates with high priority on safety including fire safety, electrical compliance and public safety.
9. Before leaving the hired space at the conclusion of the hire period, the hirer shall:
a. Remove all personal possessions and artworks. Management holds no responsibility for possessions left or damaged at the Facility.
b. Leave the Facility clean and tidy.
c. Pay any additional reasonable cleaning fees if the Facility is not left in order, and a cleaner is required.
d. Pay for any damage sustained to the premises or equipment by the Hirer or guests.
Please note:
If more than 15 the client needs to hire a portaloo, unless previously agreed.
IMPORTANT:
Please car pool where possible.
Large groups over 10 must car pool.