Canmore Art Guild (CAG)

Gallery Sitters' Guide INDEX

Gallery Hours and Meeting Dates ................................................1

Gallery Privileges

Group Exhibitions .........................................................................2, 3

Private Exhibitions............................................................................ 4

Sitters’ Checklist

First Sitter of the Day.......................................................................5

Last Sitter of the Day.......................................................................5

All Sitters .......................................................................................... 6

Photography Restriction ...............................................................8

Plinth Rental ..................................................................................... 8

Sales Procedures

Sales................................................................................................ .9

Prices................................................................................................ 9

Payment ...........................................................................................9

Receipts ................................................................................... 10, 11

Forwarding Payment ...................................................................12

Release of Artwork ......................................................................12

Payment to the Artist ...................................................................12.

CAG Organization

Guild Objectives ...........................................................................13

Executive Emails ...........................................................................14

Website .......................................................................................... 14

Membership List Located in the Tally Sheets Binder or check the CAG website for the most updated listing.

Membership Forms - Can be found in the file folder in the desk drawer. Fold and place them in the acrylic holder on the desk as needed.

Videos, Books and other CAG Records

Last Updated: January 18, 2014

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Canmore Art Guild

102 - 700 Railway Avenue Elevation Place Canmore, AB T1W 1P4

Gallery Hours

Hours being revised.

The Gallery will be closed when a new show is being mounted or a volunteer is not available to sit the Gallery.

CAG Meetings and Gallery Events

CAG meetings are the last Monday of each month (Excluding July, August and December)
at 7:30 pm at Elevation Place (room to be announced).

The opening receptions for group shows start at 7 pm in the Gallery.

Last Updated: January 18, 2014


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Gallery Privileges Group Exhibitions

Any member in good standing with CAG may participate in any group exhibition held in the Gallery. Members may submit up to 3 pieces to any group exhibition, but the Gallery Directors reserve the right to limit the number of submissions by any one artist.

All exhibitors in CAG group shows are required to sit the gallery in exchange for hanging privileges in the exhibition. Unless advised otherwise by the Gallery Director(s), each exhibitor is required to sit a minimum of 2 three-hour shifts for the first piece of artwork entered. One additional three-hour shift is required for each additional piece of artwork accepted.

The calendar of required shifts for sitting the Gallery will be available when artwork is dropped off. Exhibitors are asked to sign up for their shifts at that time.

Maintaining consistent and predictable Gallery hours is obviously important. If any member is unable to meet his or her scheduled shift(s), then it is that member’s responsibility to find a suitable replacement preferably another CAG member who is familiar with Gallery procedures.

In the worst case, if no sitter is available for a given shift or shifts, then the Gallery should be closed and locked to ensure security of the artwork.

Failure to fulfill a sitting obligation may, at the discretion of the CAG Executive, result in the suspension of Gallery privileges for that member.

All sales of artwork in the Gallery are done through CAG, which charges a commission of 20% on all artwork sold. CAG will issue a cheque to the artist for the selling price, less CAG’s commission.

CAG does not provide insurance against loss or damage to any artwork for any reason, including fire or theft. Any insurance coverage for artwork is the responsibility of the artist.

Last Updated: January 18, 2014


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Group Exhibitions (cont'd)

Any artwork submitted for a group exhibition:

  •   must meet “community standards”. If the Gallery Directors question this, the ultimate approval for any artwork will be up to the Executive.

  •   must be original. If artwork is copied from another person’s photograph, written permission is required from that person, and it must be indicated on the label.

  •   must be dry and properly framed or otherwise suitable for display. The title of the piece, plus the artist’s name and contact information shall be written on the back of the picture.

  •   shall not have been displayed in any previous CAG group exhibition. Any artwork selected for the poster must be exhibited in that show.

  •   must have the submission information provided at least one week ahead of the opening date. This information must be submitted via the online submission form on the website. Submission information must include the name of the exhibition, the artist’s name, email address, and the title, medium, size and price of each piece. Please refer to the website for more details.

    Artists shall endeavor to be punctual for art drop-off or pick-up times, or make other arrangements in advance. Drop off times are generally from 5:00 to 7:00 pm on the Tuesday prior to the show opening.

    Once a group exhibition is installed, no artist may alter it in any way without the consent of the Gallery Directors or a member of the executive.

Last Updated: January 18, 2014


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Private Exhibitions

Any artist who has been a member in good standing with CAG for a minimum of one year may request a private exhibition. Due to the limited number of slots available for these shows, CAG encourages that more than one artist participate in each private exhibit.

Contact the Gallery Directors to request a time slot, and submit an exhibit application form for a private show. A deposit of $100.00 must be paid to CAG at the time the show is requested.

The deposit will be fully refunded if the gallery is left in the same condition after the private exhibit as it was before, or if the booking is cancelled at least 90 days before the opening date. If less notice is given, refunds will be at the discretion of the executive.

If the artist requesting an exhibit is already represented in a commercial gallery in Canmore, the artist must obtain approval from that gallery before booking the exhibit with CAG.

Exhibitors are responsible for sitting or arranging a sitter for the Gallery for the duration of the exhibition.

All sales are payable to CAG, which will retain a 20% commission. At the end of the exhibition, when all cheques have cleared the bank, the artist(s) will receive payment from CAG for 80% of the total sales during the exhibition. Any donations are solely the property of CAG.

Exhibitors are responsible for cleaning the gallery after the exhibition, providing a cashier at the opening, and for advertising the exhibit. All advertising must carry the logos of both CAG and the Alberta Foundation for the Arts.

If alcohol is served at the opening, exhibitors must comply with all provincial rules and regulations concerning a liquor license.

It is the responsibility of the exhibitors to carry insurance on their art. Neither the Town of Canmore nor CAG will be held responsible for any damage or theft of artwork.

Artwork must meet “community standards”. If the Gallery Directors question this, the ultimate approval will be up to the Executive.

Last Updated: January 18, 2014


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First Sitter

Gallery Sitters’ Checklist

The key for the Gallery is located in the black binder, at Elevation Place front desk. Please sign the key out.

Please put out the following items which are to be found in either the storage room or the desk:

  •   Donation Box kept in the storage room and to be brought out near the Guest Bookstand. Make sure it is in view of the Gallery Sitter’s desk.

  •   Guest Book may be in the storage room, but is generally left out. Please ensure it is placed on the bookstand near the door.

  •   Artist’s Biography Book/Scrapbook/Photo Album are generally left out on one of the benches, but may have been put away in the storage room. If this is the case, they should be put out on display.

  •   Music The volume control for the stereo is located in the gallery, just outside the kitchen.

  •   When your shift ends take out the garbage. The key for the garbage room is in the desk drawer.

    Last Sitter

    If you are the last sitter of the day or if you are not replaced by a subsequent sitter and you are forced to close the Gallery, please:

  •   Return the Donation Box to the storage room.

  •   Shut off the Music System.

  •   Turn off all the lights except for the window lights.

  •   Close one of the sliding doors and lock it from the inside, then close and lock the second door from the outside. You can ask for assistance from the Town of Canmore staff if you’re having difficulty locking the doors.

Last Updated: January 18, 2014


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All Sitters

Please play suitable background music during the course of your shift. There are generally some CDs in the storage room, or you can bring your own CDs or mp3 player.

Record the number of Gallery visitors on the daily tally sheet. An accurate record of visitors to the Gallery supports CAG’s use of this public art gallery.

As host of the Gallery, please:

  •   Wear your CAG name tag.

  •   Welcome visitors to the Gallery and answer any questions they may have. Thank them for visiting and invite them to come again.

  •   Familiarize yourself with the details of the current exhibition, as well as the gallery schedule, and advise visitors of upcoming shows.

  •   Encourage visitors, especially those from out of town, to sign the Guest Book.

  •   If a visitor has an inquiry that you’re not sure of, then email or phone the appropriate person or executive member to follow up with a reply. Do not leave sticky notes on the desk.

    Encourage family and friends to visit the Gallery, and invite them to our opening receptions and other CAG events.

    If the Gallery is not busy, please carry out some of the following “housekeeping” items:

  •   Check the lights, and notify the Gallery Directors if any are out.

  •   Straighten artwork if necessary.

  •   Sweep the floor. The janitorial staff will provide a mop and bucket for washing the floors.

Last Updated: January 18, 2014


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  •   Wipe any finger prints off the glass doors with a clean, slightly dampened cloth. Do not use harsh cleaners or wet the window banner.

  •   Care of the desk: In the desk drawer is a micro cloth for cleaning the desk. Slightly dampen the cloth. Please do not put anything on the desk that will scratch or damage the surface.

  •   Finally, please check the sitters' calendar, and if you can, sign up for additional shift(s) if more sitters are needed. Remember, sitting the gallery over and above your required time counts toward your volunteer hours for the year.

    Photography Restriction

    Do not allow any photography to be taken by any means within the Gallery without permission of the artist or the Gallery Directors. This includes video and electronic imagery as well as still photography.

    Photographing artwork without the permission of the artist is a potential infringement of that artist's copyright.

    Any request for photography by the media should be turned over to the Gallery Director.

    Plinth Rental

    Any inquiries into renting the plinths (pedestals for the display of 3D art) should be directed to the Gallery Directors or another member of the executive.

    A copy of the current rental agreement may be found in the Forms section.

Last Updated: January 18, 2014


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Sales Procedures Sales

All sales in the Gallery at CAG exhibitions or events are done through CAG. Payment for purchases is collected by CAG, which charges a 20% commission on all sales in the Gallery. The artist is paid by CAG for the selling price, less the commission.

All artwork sold must be either paid in full at the time of the purchase, or held with a minimum 10% deposit.

If payment is made in full, place a RED DOT on the title card beside the artwork to indicate that it has been sold.

If a deposit only has been paid, put a BLUE DOT on the title card to show that the artwork is on hold, and advise the buyer they have 24 hours to either pay the balance or decline the purchase, otherwise they may forfeit their deposit.

Sheets of peel-off red and blue dots are in the file folders in the bottom desk drawer.

Prices
Do not add GST to the price of any items sold in the Gallery. CAG does

not charge or claim GST.

Receipts must be written for all sales.

Tax Reg. No. CAG is not a registered charity and therefore does not have Tax Registration Number.

Payment
All sales are generally by cash or cheque only. Cheques are to be

made out to the Canmore Art Guild.

E-Transfer may be accepted on some shows. Contact the Treasurer for further details.

Last Updated: January 18, 2014


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Receipts
Issue a receipt for all artwork sold.

Do not issue a receipt for CAG memberships. A receipt for membership will be issued by the executive and sent in the mail.

There are 3 parts to the receipt white, yellow & pink.
Ensure that the cardboard flap is behind the receipt you are filling out, to protect subsequent forms.

buyer’s name and phone number title of the artwork
artist’s name
price

payment by cash or cheque paid in full or deposit
your name (printed)

When payment is by cheque, unless you know the buyer personally, obtain two pieces of identification (e.g. driver’s license and major credit card) and write the details on the back of the cheque.

Sign the receipt legibly so that, if there are any questions, you can be contacted by the Treasurer.

Give the blue copy to the buyer, put the in an envelope with the cash or cheque, and leave the in the receipt book.

You can find examples of correctly completed receipts on the following page.

Last Updated: January 18, 2014

ATTENTION

When filling out a receipt for artwork, include the following information:

 

yellow copy

pink copy


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Example Receipts

Here is an example of a receipt for a cheque when payment is made in full:

And here is an example of a receipt for cash on deposit:

Last Updated: January 18, 2014



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Forwarding Payment

Put the cash or cheque together with the yellow copy of the receipt into an envelope that is located in the desk drawer. All money received is then placed in the Donation Box.

During a show the Treasurer checks the drop box on a regular basis however if there is a lot of cash received please phone, text or email the Treasurer for pickup.

The Treasurer will assign another member of the Executive to pick up the payments if he/she is away during a show.

Release of Artwork

It is CAG’s policy, whenever possible, for the art to remain in the Gallery until the current exhibition closes. However, CAG also tries to be flexible, especially in sales to out-of-town buyers. If the buyer prefers to pick up the art before the end of the show, or if the purchase is at or near the end of the show:

  •  If payment is by cash, money order or certified cheque, the artwork may be released immediately.

  •  If payment is by cheque, only the artist can authorize any immediate release of the artwork. Otherwise, the buyer may pick up the art as soon as the cheque has cleared the bank.

  •  E-transfer is available. Contact the Treasurer for further details.

    If artwork is released before the end of the show, please notify the artist as soon as possible, so the artist may have an opportunity to replace the artwork that has been sold.

    Payment to the Artist

    A cheque will be issued to the artist, minus CAG’s 25% commission. It will be sealed in an envelope with the artist’s name on it, and placed in the wooden message box on the sitter’s desk for pickup. This will be done as soon as possible after the buyer’s cheque has cleared.

Last Updated: January 18, 2014


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Guild Objectives

CAG Organization

The Canmore Art Guild was founded in 1980 under the name "Canmore Artists and Artisans Guild", and is registered as a Non-Profit Society.

The name was officially changed to Canmore Art Guild in August, 2012. CAG’s objectives are:

  •  To stimulate activities in the creative arts and to provide a vehicle to make artists and artisans visible in the community.

  •  To encourage and promote professional exhibitions, amateur shows and to create workshops and teaching facilities to heighten the awareness of the visual arts.

  •  To share our knowledge freely, to help and encourage one another.

    Canmore Art Guild

    102 700 Railway Avenue, Canmore, AB T1W 1P4 Located at Elevation Place

See member list for contact information.


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Website

http://www.canmoreartguild.com

Please note that the Member password to the website will be changed every membership year - April 1 to March 31.

A new password will be provided when your membership is renewed.