Event Definition and Membership Terms

• This terms and conditions agreement (T&C) sets out the rights and responsibilities of Open Up Sheffield (OUS)and the participating artists of the Open Up Sheffield event.
• Any artist accepted for participating in the Open Up Sheffield will become a member of OUS for the duration of the period from payment of the fee until the closing date of the following year’s applications.
• Applications to participate are accepted at the discretion of the Open Up Sheffield committee. OUS reserve the right to decline any application.

Membership Obligations

As a Member of Open Up Sheffield and participating artist/maker, you will be expected to:

• Present your own original work; a reasonable proportion of which should be new work made in the last 12 months
• Focus on showing your working methods and techniques in the context of exhibiting and selling your work
• Use your own mailing lists and social media to promote yourself and the event
• Advertise the event locally through displaying posters provided by Open Up Sheffield and by distributing the publicity materials provided to you
• Be open and present on the days advertised in the brochure and between the hours of 11am to 5pm on each of those days
• Present your studio in a way that is welcoming, accessible and safe for visitors
• Inform the OUS committee immediately of any change in circumstances or emergencies which may affect your ability to participate
• Provide your own Public Liability Insurance (please note that Open Up Sheffield does NOT provide insurance to cover your studio)
• Give permission for the images and information you supply to be used on the website, in print and for promotional purposes.

Membership Fees

A membership fee is payable at the time of application. Applications will not be accepted until the membership fee has been paid. Fees are set out on the Price Page for each application year.

Cancellations and Refunds

The artist acknowledges and agrees that Open Up Sheffield will incur costs in the organising, marketing and advertising of the event, often in advance of the event itself. As such, any refunds will be subject to a deduction reflecting these costs.

Where the Open Up Sheffield event is cancelled by the OUS committee

Where Open Up Sheffield is unable to proceed with the event for any reason, the artist may be entitled to a refund as follows:

• Prior to the closing date for applications refund 90% of the fee,
• Prior to printing of the brochure refund 75% of the fee,
• After the printing of the brochure refund 35% of the fee

Should the cancellation occur prior to the printing of the brochure, the artist may also be offered the alternative of rolling 100% of the fee paid forwards to contribute towards the artists fee for the next available Open Up Sheffield event.

Where membership is cancelled by the artist

Where an artist is unable to proceed with the event for any reason, the artist will be entitled to a refund as follows:

• Prior to the closing date for applications refund 80% of the fee,
• Prior to printing of the brochure refund 70% of the fee,
• After the printing of the brochure no refund.

Should the cancellation occur prior to printing of the brochure, the artist may also be offered the alternative of rolling 100% of the fee paid forwards to contribute towards the artists fee for the next available Open Up Sheffield event.

Intellectual property rights protection

• As a member of OUS, the artist acknowledges that entries, images and listings will be available in the public domain and that OUS cannot take any responsibility for copying or use by any other person or organisation out of their control
• OUS agrees not to reproduce any images or details in the listing for any purpose other than an OUS event without the prior written consent of the artist.

Contact Details & Privacy Policy

• As part of the application process, member artists are required to provide Open Up Sheffield with their contact details. These will be on public display throughout the year on the website and through the digital and printed versions of the brochure.
• By participating in Open Up Sheffield, you consent to Open Up Sheffield using your contact details to develop and deliver the event and on-going programme. We use Mailchimp as our marketing platform. By participating in Open Up Sheffield, you acknowledge that your information will be transferred to Mailchimp for processing.
• If you do not wish Open Up Sheffield to use your contact details to develop and deliver the event and on-going programme, or you wish to have your artist’s profile taken off the web site after the event, please contact us by email.
• Open Up Sheffield undertakes to use any artist contact details solely for the purposes of contacting member artists and organising the OUS art events.

Insurance and Liability

• OUS are not responsible for booking individual studio visits or safety arrangements for studio visits.
• OUS does not accept liability for any loss, damage or injury sustained by any member of the public visiting any site, exhibition, or event.
• It is the responsibility of exhibiting artists to ensure that their studio is a safe place for members of the public to visit
• Artists must ensure they have Public Liability Insurance for the duration of the OUS event
• OUS does not accept liability for any injury, loss or damage to participating artists, their property or works of art. Artists are encouraged to put in place their own insurance cover for such eventualities.
• In the event the OUS company being wound up, each member would become liable to contribute a maximum of £1 towards payment of any debts or liabilities present at that time.

Copyright Notice.

• All images of original artwork, studio photographs and artist profile photographs provided by the artist remain copyright of the artist
• The artist gives permission to OUS for reproduction of artwork images and artist/studio photographs on the OUS website, within the OUS event brochure and any other OUS publicity materials.

Applications to participate are accepted at the discretion of the Open Up Sheffield committee. Open Up Sheffield reserve the right to decline any application and to cancel the Open Up Sheffield event if inadequate numbers of applications have been received.

Initial applications will be hosted on the web site after at least 10 applications have been received.

• Update our website in a timely manner to promote the event as a whole, including providing details of participating artists and makers
• Promote the event through social media
• Promote the event through the local press
• NOT take any commission on sales of your work
• NOT be liable for any accidents, loss or damage to your work or property

We reserve the right to decline any application and to cancel the Open Up event if inadequate numbers of applications have been received.
Initial applications will be hosted on the web site after at least 10 applications have been received.

If your application is accepted, Open Up Sheffield will make its best endeavours to:

• Update our website in a timely manner to promote the event as a whole, including providing details of participating artists and makers
• Promote the event through social media
• Promote the event through the local press

At its discretion, Open Up Sheffield will maintain the artist’s profile on the web site for a period of time after the event.

Open Up Sheffield will NOT:

• take any commission on sales of your work
• be liable for any accidents, loss or damage to your work or property

Refunds

Should an artist subsequently decide not to take part in the event, fees will not be refunded after the closing date for applications. Cancellations prior to this date may be refunded at the discretion of Open Up Sheffield and subject to a £25 cancellation fee.

The artist acknowledges and agrees that Open Up Sheffield will incur costs in the organising, marketing and advertising of the event, often in advance of the event itself. As such, any refund that may be due to an artist as a result of Open Up Sheffield’s cancellation of the event will exclude amounts required to cover costs already incurred.

Where Open Up Sheffield is unable to proceed with the event for any reason, including but not limited to circumstances outside of its control, the artist may be entitled to a refund as follows:

• Prior to the closing date for applications refund 90% of the fee,
• Prior to the printing of the brochure refund 75% of the fee,
• After the printing of the brochure refund 35% of the fee

Should the cancellation occur prior to the printing of the brochure, the artist will also be offered the alternative of rolling 100% of the fee paid forwards to contribute towards the artists fee for the next available Open Up Sheffield event.

Disclaimer

Open Up Sheffield are not responsible for booking individual studio visits or safety arrangements for studio visits.

Open Up Sheffield cannot accept liability for any loss, damage or injury sustained by any member of the public visiting any site, exhibition, or event. It is the responsibility of exhibiting artists to ensure that their studio is a safe place for members of the public to visit.

Artists must ensure they have Public Liability Insurance.

Open Up Sheffield cannot accept liability for any injury, loss or damage to participating artists, their property or works of art. Artists are encouraged to put in place their own insurance cover for such eventualities.

Copyright Notice

The entries, images and listings may not be reproduced in any form without the prior written consent of the artist or Open Up Sheffield.

Last revised on 11 October 2024