Terms and Conditions for Artists (PDF)

Definitions:

• Thame Art Crawl: refers to the promenade art exhibition event.

• The Organisers: refers to the team (primarily volunteers) involved in coordinating the event. Artists exhibiting at Thame Art Crawl can be part of the Organising team, aiding with event administration, helping to practically set up and promote the event.

• Town Centre Venue: refers to the venue allocated to individual applicants as part of the Thame Art Crawl entry process and includes exhibition space for all days of the event. These are Town Centre Businesses that have been arranged directly by The Organisers.

• The Artist: refers to you.

PARTICIPATION TERMS & CONDITIONS

As an exhibitor during Thame Art Crawl, you are joining a collaboration of artists and makers, working together to provide this opportunity to show work and promote art to the public. To ensure the success of Thame Art Crawl we ask the Artist to agree to the following before submitting their expression of interest/entry forms.

ENTRY PROCESS

• All Thame Art Crawl entries will be allocated on the basis of one person per entry, with priority given to professional artists, local to Thame and surrounding areas. However, if an Artists Group collaborate in the production and creation of all their work then it is acceptable to apply as a single Thame Art Crawl entry.
• Applications must be completed in full or will not be accepted.
• Fees must be paid in full within 30 days of receiving an invoice for you participation in the event otherwise your place will be re-allocated.
• Cancellation policy – if an artist decides to withdraw from Thame Art Crawl before 31 August, we will refund your participation fee. Cancellations after 31 August will be non-refundable due to the costs already incurred.
• Once accepted, The Artist must notify The Organisers as soon as possible of any change of their contact details prior to the event. (Some people may have alternative email addresses for their art and correspondence, please note this clearly in the application form or inform the Organisers as soon as possible.)

THE ARTIST’S EXHIBITION

• The Artist commits to providing high quality and finished pieces of work, in keeping with the images provided in their application form.
• The Artist commits to label their art work clearly with a price using the branded Thame Art Crawl label template provided in the publicity pack.
• If the Artist would like to be present to demonstrate their art work during the event, then the Organisers will do their best to accommodate this, but it cannot be guaranteed.
• The Artist understands that neither the Venue nor the Organisers can be held responsible for any damage or theft to art work as a result of involvement in the event, this includes times when The Artist is not present with their work. The Artist commits to obtaining Insurance to cover any damage to their art work as a result of it being exhibited at as part of Thame Art Crawl.
• The Organisers reserve the right to decline entries which are deemed not to be in the spirit of Thame Art Crawl e.g. an entry which is predominantly an advertising opportunity for a business.
• The Organisers will bear no responsibility or liability for any further business that may ensue from an Artist’s participation in Thame Art Crawl.
• After the event, the Artist agrees to complete and return a feedback form (to be provided by the Organisers) providing feedback on the overall experience of the event by the date requested. (This feedback is essential in providing us with a full picture of how the event is fairing year on year and to provide necessary information for reporting to the Organisers, sponsors, and supporters).

FEE TO EXHIBIT IN A TOWN CENTRE BUSINESS VENUE:  £30

Thame Art Crawl is curated as a single exhibition across several venues. Whilst every effort is made to ensure that all artists participating are allocated a space suited to the work they produce, due to the pop-up nature of the event, spaces will vary significantly in nature.

• The Artist consents to the Organisers determining which venue they will be placed in and agree not to approach potential venues directly unless in agreement with the Organisers.
• When notified of the town centre venue allocated Artists will have 2 weeks to confirm their acceptance of this town centre venue in writing. If the offered town centre venue is unacceptable to the Artist and they decline it, the Organisers will then offer that town centre venue to an alternative Artist on the list. Where possible an alternative town centre venue will be found, but The Organisers cannot guarantee this.
• Once the town centre venue is agreed the Artist will be expected to liaise directly with the Venue manager to finalise the layout arrangement of their work and agree a time for setting up and taking down of their exhibition.
• The Artist should work with the Venue to achieve a successful exhibition. If there is any difficulty, or conflict, the Organisers should be informed.
• The Artists are responsible for arranging the taking of payment for the sale of their work. This must not fall to the venue. It is up to the Artist to leave clear information about how to purchase and make payments.
• The Organisers reserve the right to curate the exhibits in each of the town centre venue, to ensure the art work is shown to its full potential.
• At all times, the Artist must remember that they are exhibiting in a Business Premises and therefore the Artist must accept the opening times and needs of the host business.
• The event relies on the good will of the businesses which host the exhibitions for free. Although businesses do commit to support the event, Thame Art Crawl cannot accept responsibility for any town centre venue becoming suddenly unavailable, for example due to closure. Where loss of a town centre venue occurs due to situations outside the control of the Artist, a full refund of their entry fee will be given.

• The Artist commits to collaborate with any other artists sharing a town centre venue, ensuring that expectations are managed about how Artists will work together within a shared space.

PROMOTION OF THAME ART CRAWL

• The Organisers commit to creating and updating a website for the event.
• Once Artist profiles are created for proof reading for an approval deadline, if no response is given by the Artist for amendments by this date, the Organisers will take this as confirmation the content is correct.
• The Artists and Venues must update the Organisers on any changes of details or errors on the website/promotional material as soon as possible to avoid reprinting or incorrect information circulating.
• The Organisers agree to publicize the event including social media, local press releases, posters, leaflets, links to local radio and advertisement in relevant publications (subject to budgets). Whilst every effort will be taken to ensure the profile of the event is high, The Organisers cannot be held responsible for other organisations choosing not to publicise the event as hoped.
• The Artists exhibiting in Thame Art Crawl are actively encouraged to play an active part in advertising and promoting the Thame Art Crawl event.
• The Organisers will provide the Artist with an Event Pack which includes promotional flyers, posters, and Social Media content for sharing.
• The Artist accepts that if they do not provide high quality images alongside their entry form, they will not receive the same profile as other artists in the exhibition until they do. If provided late the images may not be displayed immediately once received.
• The Artist agrees to support the promotion of the event by distributing flyers and posters where possible for them to do so.
• The Artist agrees to promote Thame Art Crawl through any online presence that they have. The Artist will also aim to share and comment on posts shared by other participating Artists to help promote the event. In these posts the Artist will aim to incorporate the following:
  • #thameartcrawl #thame
  • Link to @thameartcrawl sites on Instagram and Facebook
• Whilst every effort will be made to ensure the accuracy of information included in the Thame Art Crawl flyers/website, The Organisers cannot be held responsible for any omissions or mistakes which occur but agree to amend any mistakes where possible.

DATE TO NOTE:  31 July for all application forms to be completed and returned.
This is to aid the Event Organising Team to allocate businesses and commence publicity requirements.

Ver 4.0 | Reviewed and updated: Feb 2026