Hosting a World-Class Exhibition
Please note: The deadline for this year’s venue registration has passed. Please revisit this site in the fall to learn more about participating in the 2018 Tri Art for Giving event!
Large or small, indoors or out, any space within the Tri ART for Giving zip codes can register as a Venue to host artist’s artwork and visitors from around the region. Each Venue is independently organized– Tri ART for Giving plays no role in selecting the artists who participate. On this forum Venues and Artists find each other, build connections, and organize their own display and/or show.
All registered Venues are eligible to win one (two if same art wins both Public & Juried Awards) of two $1,000 prizes. The Venue(s) Hosting First Place Artwork (Winning Art) for the Public Vote as well as the Juried Vote contests will win a $1,000 prize.
For venues, the process involves three simple steps:
- Register: Enter your venue during the Venue Registration Period
- Connect: Secure a Connection with registered Tri ART for Giving Artists and sign all Hosting Agreements during the Connections Period (February 20-March 12, 2017)
- Exhibit: Open your exhibition to the public during Tri ART for Giving (See OFFICIAL RULES FOR VENUES for details); anyone over 16 may participate and vote in the Public Vote portion of this event.
|Important Dates for Venues|
|Venue Registration||October 22, 2016 – February 19, 2017|
|Connections Period||February 20, 2017 – March 12, 2017|
|Tri ART Event||April 27, 2017 – May 28, 2017|
Details for Venues
Tri ART for Giving is intentionally open and collaborative. Any space within the Tri ART for Giving District (zip codes) that registers during the Venue Registration period and meets approval requirements is eligible to host one or more Tri ART for Giving artists and organize its own display. [NOTE: If a venue is physically located just outside the listed Tri ART for Giving District zip codes but would like to participate as a Registered Venue, please contact Tri ART for Giving directly BEFORE submitting payment and application. A small number of venues outside the defined district may be approved at the discretion of Tri ART for Giving.]
Eligible Venues may be:
- Any size
- Public or private spaces
- Indoors or outdoors
- Museums, parks, hotels, banks, credit unions, libraries, universities, retail shops, offices spaces, restaurants, cafes, non-profits, churches, residences, or any other building or space
Eligible Venues must:
- Be located within the Tri ART for Giving zip codes
- Be open and free to the public (See OFFICIAL Tri ART for Giving RULES FOR VENUES for details);
- Meet federal, state, and city codes
The eligibility of your Venue is not fully confirmed until you’ve completed at least one Connection with an Artist. If an Artist has not agreed to exhibit in your space by the end of the Connections Period, your Venue is not eligible to participate in Tri ART for Giving this year.
Official Rules Summary (See “OFFICIAL Tri ART for Giving RULES FOR VENUES for complete details)
The following is a summary of the Official Rules for Venues (See “OFFICIAL Tri ART for Giving RULES FOR VENUES here for complete details):
- All Venues must register and pay a $100 (US) non-refundable basic registration fee*; basic registration fee includes the opportunity to display one piece of registered art; $200 (an additional $100) for multiple pieces, up-to three pieces; $300 (an additional $200) for four or more pieces.
- All registered venues must have at least one art piece before multiple art piece registration can be honored. If registering and paying for multiple art pieces and there is insufficient registered art work available to honor the multiple request, the additional fee for the multiple pieces will be refunded.
- After registration, Venues must be approved by Tri ART for Giving or Arts Foundation of Mid-Columbia.
- Venues must sign a Hosting Agreement for each registered piece of art with the Artist exhibiting at the Venue.
- Venues grant Tri ART for Giving and the Arts Foundation of Mid-Columbia full rights to photograph the Venue during the event.
- Venues must be open and free to the public during the event.
- Tri ART for Giving, Arts Foundation of the Mid-Columbia, or any of its affiliates, sponsors, agents, directors, officers and employees hereto after known as Tri ART for Giving, have no liability whatsoever for any injuries, losses or damages of any kind related to or arising from Tri ART for Giving or resulting from participation in Tri ART for Giving, whether caused by Tri ART for Giving, the Entry, voters, or otherwise. Tri ART for Giving is not responsible for any damages that could occur to the Venue during the event.
- Tri ART for Giving is not responsible for Artwork left in the Venue after the event.
* – Registration Fee may be funded at the discretion of Tri ART for Giving.
Tri ART District
The Tri ART for Giving district spans the Tri-Cities area including Richland, Kennewick, Pasco, West Richland, and Benton City. Any space within its boundary can be an Tri ART for Giving Venue. The Tri ART for Giving boundary includes the following zip codes:
- 99336 – Kennewick 1
- 99337 – Kennewick 2
- 99338 – Kennewick 3
- 99301 – Pasco
- 99352 – Richland 1
- 99353 – Richland 2
- 99354 – Richland 3
- 99320 – West Richland/Benton City
Take a look at the map below to see if your space is eligible:
All registered Venues are eligible to win one (two if artist wins both Public & Juried Awards) of two $1,000 prizes. The Venue(s) Hosting the First Place Artwork (Winning Art) for the Public Vote as well as the Juried Vote contests will win a $1,000 prize. Venues should consider this when working with Artists on display of the registered artwork and or any special events they might wish to hold to showcase the registered art.
Registration & Approval
To participate in Tri ART for Giving, venues must first register.
Registration requires three simple steps
- Complete a Venue Registration Form.
- Pay the registration fee to enter your venues. [Venues registering and displaying multiple art pieces will be listed in Tri ART for Giving marketing materials as a “Tri ART for Giving EXHIBITION CENTER”.
- Tri ART for Giving will verify your information, review your registration, and provide approval; then start planning your exhibit!
The approval process
Once you pay the registration fee and submit your Venue Registration Form, Tri ART for Giving will review everything to ensure that your venue meets eligibility requirements. If you need assistance, Tri ART for Giving will attempt to schedule a time to visit your space, talk through the process and requirements, and answer any questions you may have. Once you are approved, your Venue will be listed on Tri ART for Giving’s website for selection by Artists.
The next step is finding Artists to exhibit Artwork in your space. When Artist Registration opens, you’ll be able to begin browsing registered Artists. Then, during the Connection period, you may contact Artists and Artists will contact you. Once the Connections Period ends, you will be unable to secure additional Artists.
Now that the Venue is approved as a Tri ART for Giving Venue, then the Venue will need one or more Artists to agree to exhibit their Artwork.
Remember, Tri ART for Giving plays no role in assigning Artists to Venues. Instead, you are expected to review requests from Artists and decide which Artwork to display within your Venue.
- Connect with an Artist: Registered Artists and Venues will begin to browse http://artsfoundationmc.org/tri-art/ for available connections right away to find the perfect partnership. As soon as the Connections Period opens, Venues or Artists can connect. Artists may reach out directly to Venues and Venues may reach out to Artists to make a Connection.
- Discuss Details. When both the Venue and the Artist confirm mutual interest in working together, the Venue should contact the Artist (email or phone) to discuss the details of exhibiting the registered Artwork. Make sure both parties agree on specifics (where the Artwork will be installed, when it will arrive, who installs it, etc.). At this point, you’ll need to draft a Hosting Agreement and provide it to the Artist to sign and return, (See the Artist and Venue Hosting Agreement template).
- Confirm Agreement. As the final step, send the completed and signed PDF Hosting Agreement to Tri ART for Giving at TriArt.For.Giving@gmail.com or:
Tri ART for Giving Hosting Agreement c/o
AFMC (Arts Foundation of the Mid Columbia)
PO Box 2296
Richland, WA 99352
Something to keep in mind
- If a Venue completes a “Connection” with an Artist and then later the Venue and the Artist both agree to terminate this Connection during the Connections Period, please e-mail the Tri ART for Giving Team at TriArt.For.Giving@gmail.com and explain the situation.
The Hosting Agreement is a contract between a Venue and each Artist that details all the specifics of the working relationship. Venues need to provide each Artist with a Hosting Agreement during Step 3 of the Connections process. It must be signed by both parties before your Connection can be completed to ensure that both parties are on the same page about what to expect during the event.
Tri ART for Giving makes available on its webpage a Hosting Agreement Template that you are able to customize to create your own Hosting Agreements based on specific needs and what is negotiated with individual Artists.
Download a copy of the Hosting Agreement Template.
Every Hosting Agreement should include:
- A description of the Artwork to be exhibited
- Specific requirements for the Artwork (like lighting)
- How much space the Artwork will take up in the Venue
- Specific description of the agreed location within the Venue
- Any additional open hours for the Venue beyond the required minimum
- When the Artist can start installation
- Arrangements for shipping, installation, and removal if the Artist will not be attending the event
- Who pays for shipping (if necessary)
- Who pays for promotional materials (if any)
- Who is responsible for insurance and security during the event
- How sales are handled
- Who is responsible for Artwork removal and how and when it will be removed
These are the types of details that could be easily missed or miscommunicated without a Hosting Agreement in place and cause unnecessary strain between an Artist and Venue leading up to or during the Tri ART for Giving event.
Artists and Venues are expected to negotiate the terms until both parties are comfortable with the details. Note that the entire process of negotiating and signing a Hosting Agreement can be completed entirely through e-mail—simply type your name into the signature section at the bottom of the Hosting Agreement and it constitutes a valid signature.
When Artists fill out their Artwork Profile, they’re given the option of listing their Artwork for sale. This feature simply allows interested buyers to make an inquiry, and all details of the sales themselves are negotiated entirely between Artists and buyers.
While Tri ART for Giving is not involved in the sales process, Venues may choose to broker sales and take a commission on art sold from their exhibition. However, we recommend that you only do this if you are actively assisting Artists in making sales. Any sales arrangements must be clearly stated in the Hosting Agreement and be agreed upon by both the Venue and Artist.
- Be cautious. Tri ART for Giving, Arts Foundation of Mid-Columbia, Leadership Tri-Cities, or their members do not accept responsibility for the actions of potential buyers.
- When Artists offer a work for sale, Tri ART for Giving asks for a price. This is for internal and informational use only and will not be printed on Artist labels. It’s up to the Artist and Venue to decide how to communicate prices to potential buyers.
- All sales during the event are considered pending until the end of the event. Artwork may not be removed from the Venue during Tri ART for Giving Event.
One question a Venue and Artist will face together is who is responsible for insuring the Artwork. In the Hosting Agreement template that Tri ART for Giving provides, it is left up to the Venue and Artist to decide how insurance is covered, but it usually makes the most sense for a Venue to insure.
Most Venues will already have an insurance policy they can add a rider to. The annual rate for fine arts coverage is normally between $0.15 – $0.50 per $100 of value, depending on the type of art. (Some insurance companies may want a minimum premium and/or a minimum deductible for issuing the rider.) Once the Tri ART for Giving event is complete, the Venue can request cancellation of the rider and receive a refund for any excess premium paid.
Insuring artwork in three easy steps
- The Artist sends the Venue a letter including the name, description, date of completion, and dollar value of the Artwork, along with adequate evidence to validate its insurable value.
- The Venue requests a rider to their current policy. (Some more robust insurance policies may already cover items on loan, making the rider unnecessary. Check with your insurance company.)
- The Venue names the Artist a “loss payee” on the policy.
That’s it. And the cost should be fairly minimal.
Let’s say a work is valued at $100,000 and subject to a rate of $0.40/$100. The rider would be $400 annually, but for just one month of coverage, the actual cost would be only $33.00. (Be sure to ask your insurance agent for exact requirements and costs.) By comparison, an Artist may have to open a new policy, which could have base premiums of $580 or more.
So, whether the Venue absorbs the fee as part of participating in Tri ART for Giving or requests reimbursement from each Artist in the Hosting Agreement, the process is generally simple and costs the Venue far less than it would the Artists on their own.
During Tri ART for Giving
Help from volunteers
Many Venues choose to make use of volunteers to promote the exhibition, keep the doors open, answer questions, provide security, or guide visitors through the building, and we strongly encourage all Venues to involve their community in hosting an Tri ART for Giving Venue.
It’s important to note that Tri ART for Giving itself does not provide volunteers to help with individual Venues. Tri ART for Giving volunteers are recruited for voter registration, event way finding, and event organization. Venues should arrange for their own support during the event.
Inspections and Fire Code
Tri ART for Giving is a public event, so there is the possibility that City inspectors will want to visit the Venue and talk about the exhibition if they have concerns or questions about the Venue’s compliance with City regulations.
The Tri-Cities communities have many resources designated to ensure all participants in Tri ART for Giving experience a safe and enjoyable event. See one of the following websites for information about hosting or operating a special event in conjunction with Tri ART for Giving.
Curate a Public Venue Location
If you are interested in curating a registered art piece in a “public” venue, such as a park, please contact Tri ART for Giving directly at TriArt.For.Giving@gmail.com or http://artsfoundationmc.org/tri-art/. There may be a limited number of opportunities to curate for public venues.
Permanent Murals or Installations
Works of art that may become permanent fixtures of the Tri-Cities landscape, such as murals and sculpture, or any installation that might potentially obstruct a walkway or other public space, must first be reviewed and approved by the appropriate City Arts Commission and /or Public Works Department.
First time venue? Check out our installation cheat sheet, with information on supplies you might need for installing your Artist’s work and tips for hosting an opening reception!
Register Your Venue
Click here to access the online 2017 Tri ART for Giving Venue Registration Application.
Click here to download a PDF version of the 2017 Tri ART for Giving Venue Registration Application.