What is the Hosting Agreement?
We stress that artists and venues must work out a “Hosting Agreement” before the artist secures space within a venue (download the template). ArtPrize won’t police if a venue and artist actually signed the agreement. Artist and venue could come to a verbal agreement, but we strongly suggest you get it on paper. I’ll use a tacky analogy about online dating to explain why.
Nancy Artist is looking for a relationship and stumbles across Alan Venue’s profile online.
- Nancy Artist finds Alan Venue appealing
- She clicks “Connect” to let Alan know she’s interested
- Alan is notified that Nancy is interested
- Alan checks out Nancy’s profile
- He likes what he sees
This is the point where the Hosting Agreement comes in. Alan Venue could just say, “Meet me at the Casbah,” but he knows that wouldn’t be prudent. He wants the terms of the relationship to be clear before things get serious, so he doesn’t shock Nancy when he demands she get rid of her cat on the third date.
The Hosting Agreement is a template to address all details an artist will want to know about a venue before deciding to show work and vice versa. It covers things like:
- A description of the work to be exhibited
- How much space it will take up in the venue
- When the artist can start installation
- Specific requirements for the work (like lighting)
- Specific description of the location within the venue
- Any additional open hours beyond the required minimum
- Who is responsible for work removal and how it will be removed
- Who pays for shipping, installation, promotional materials (if any)
- Who is responsible for insurance and security during the event
- Whether or not the artist will give a scheduled talk
- Any fee the venue wants to charge (so far we haven’t heard of a venue charging a fee)
The above details are the ones that–without a Hosting Agreement in place–could be easily missed or miscommunicated and create a real strain between artist and venue, leading to a nasty break up.
Artists and venues are expected to negotiate the terms until both parties are comfortable with the details. Then, let the dating begin!
Download Hosting Agreement template
UPDATE: The host for UICA and The Old Federal Building consulted a lawyer who said it will suffice if both parties simply type their names into the signature section at the bottom of the Hosting Agreement. This means the entire agreement can be done through email without having to print it out, sign it and fax or mail it back and forth.
It still says “coming soon”, its not open yet.
Check now, Damon.
I’m attempting to sign up and pay my $50 fee, but this step seems unable to finalize. Am I forgetting a step, perhaps securing my venue before I can pay the $5o fee? I’m confused. I’ve attempted three times, I’ve looked over my information and see nothing correct that I’ve been asked to recheck. Now what? Barbara
I just registered and when I click on artist’s it says that I have a venue but I didn’t ask anyone. I’m confused..
ARTISTS – I’ve passed all the issues above onto support@artprize.org. You should be getting an email from them soon.
I am registered and printed out the Hosting Agreement, contacted a venue. Do I wait, or pursue? Glad to hear others are having questions. I was beginning to think I might be the only Luddite out here.
Karen,
I’ve passed your question on to Kevin who handles artist relations, kevin@artprize.org.
In general:
1) Make a note of what you’d like to see in the hosting agreement for future negotiation
2) If a venue requests a connection with you, let them know what you are looking for in the hosting agreement
3) If you requested a connection with a venue, wait for them to contact you
Of course, there’s nothing preventing you from following up with an email or call to a venue you’ve already requested a connection with, but I’d suggest using discretion since some venues will be swamped with requests.
I can’t download the agreement, even after activating “active-X”. I got an agreement from the venue, but is a pdf file, and I can’t fill in the blanks or modify it. Can you provide a word file of a typical agreement?
[...] Complete a Hosting Agreement with each artist – What’s this? [...]
I have many questions and concerns, here are a few: How many artists are invloved with artprize at this point? How many venues? There are still some venues that have little or no information about their space. Are there only 9 artists that have secured a venue? Which venues have they secured? I realize that some venues have multiple spaces available, it would be helpful if the artists were made aware of spaces that have already been taken – maybe post a running list. I have contacted perhaps 17 venues and only heard from one and they request a fee for any sort of service I may require.
Good morning from Chicago.
Question about venues- can be only used the one provided in this site? I do have already a verbal agreement with
the Latino Art Museum in Pomona, CA, to show my work in a solo exhibit. Can I use it as a venue to apply for artprize? Advise please. Thanks, Beatriz
I’m really excited about this!
i am still awaiting to get a vanue for my art work. Please someone help me.
Riaz, I think it is acceptable if you research some venues available, and Ask someone to host you.
It is hard for a business owner, or shop or Hotel to think of these things. If you look for Information about area businesses in Grand Rapids, and find a place where your work would be nicely shown, you can contact them, and ask them to host you.
I’m pretty sure they would say yes!
Don’t panic! It is still early! Take care all!
Do you have to pay the $50 if you cannot find a venue that will host you?
This is the part that’s clear as mud! It says press “connect” to get with a venue. Where does it say this? I thought I could post a work and venue owners/operators would see it, but it seems I won’t even show up on the list until I already have a venue? Do I have to go out and “sell” someone on showing my work? After all this? What the heck?
Short form?:
I’m registered.
I’ve posted a JPEG file of my painting.
Now what?
Jerry,
Only artists who have secured a venue are public on the website. Venues, however, can see ALL artist profiles, including yours. Let me know if you have any other questions.
Sorry for the confusion.
I have a Venue that contacted me to host my work– I am in Texas — They are in Michigan. They require artists to put up and take down work. How can work through this.
Sonia
I am so upset. I received two emails from a venue, the first telling me that attached was a hosting agreement. The second said that a hosting agreement was sent.This was in the evening around 6:30. I didn’t receive the emails until later that evening, so the next morning, when I really took a look at it, I realized that there was no hosting agreement attached. When I went to manage my connections it said connection declined. Also, under the list of venue declines, it said such venue was fully committed. I immediately tried to contact the venue which may or may not have been too smart. I also answered both emails. This was on Friday the 31st and I haven’t heard anything back. Am I to understand that because I didn’t get back to them that very evening that I am no longer in the game? I feel totally disappointed.
I secured a venue but did not register by July 31, 2009.
What can I do.
Dennis
in the ‘Manage connections’ area, i have 4 venues ‘requested’. Does this mean they have already been sent a query to view my work? or do I still need to click the ‘contact venue’ button? When I click the button, my browser tries to send an email, but I don’t have it set up to do this. Does that mean i still have not ‘contacted’ them? Should i instead email the ‘contact person’ listed on each of the venue’s profile pages?
Jose,
The venues under your “requested” tab have received a query from you. If you want to follow up with a venue about whether or not they’ve viewed your work yet, contact the person listed on the venue’s profile page.
Okay! I’ve secured a venue, and the things says I have to click the secure venue button! I have yet to find this alleged button! HELP!
And please E-mail me this info! I can’t stare at this screen all day!
Jerry,
See if this other comment I wrote helps:
“Signing a Hosting Agreement with a venue is the first step to securing the venue. Imagine signing a marriage certificate, but not sending in a copy to be filed. That “filing your certificate” piece is what you do online. Depending on whether you requested the venue first, or the venue requested you first, the party who received the request has to click “Secure” on their Connections page.
Let’s say you requested the venue first. That venue goes to the Connections page and clicks “Secure artist” next to your name. You then get an email asking you to finish the process by going to your Connections page and clicking “Secure venue.” Once you do that, ArtPrize knows the agreement is mutually agreed upon and you show up as locked in with that venue.
(If the venue requested you first, the ball is in your court to go and click “Secure venue” on your connections page.)”
To all artists: good stuff, ain’t it??
I think we all win(!) when art is at the
forefront of a community, or a contest.
When this is compared with ‘american idol’ I am
geeked, as the singers get their due, the academy awards
give to actors/tresses…now it is our turn,
“the artist’s” turn!
How do I apply for next year?
This seems to have worked out very well.
Jake Webster
whats the cost the venue pays
Each venue pays a $100 registration fee.
I’m totally confused about getting a venue. There’s a button to contact venues?
I was looking at the venues last week, and there were many; now there are only nine. There was one I was interested in, but it’s not listed now.
Does that mean it’s not available anymore? And why are there fewer venues?
Do I contact the venue I’m interested in, and send them an email with the attached image, as soon as possible to secure a venue later? Do I send a selection of images?
What if I can’t secure a venue, do I lose $50?
A number of links on the ArtPrize site came up Page Not Found.
Hi Linda,
You’re a little early for the 2010 event. The 2009 website was the one you viewed last week. Right now, venue registration is open, which is why you see a smaller number of venues. Starting April 19, artist registration opens. You can contact venues offline anytime, but you will not be able to secure a venue through the website until after artist registration, June 1 – July 1.