Alberta Community Art Clubs Association
Delivery and Retrieval of Art To and From Shows
Guidelines for Receiving and Returning paintings at Zone Show
You will need at least 3 tables set up to receive paintings, Digital Art, Fibre Art and sculptures with 3 people, 1 for signing the Consignment Sheets, 1 to check and take the Art pieces, one to make sure the color coded tape for each Zone is applied in an “X”.
- Youth, Beginner, Digital, Signature
- Intermediate, Fibre Art, Sculpture
- Advanced and Masters
Each table should have pens, the Consignment sheets for their category; Labels with Title and Consignment numbers, and Title Cards for each piece of art registered, as well as blank ones for any changes upon receiving the Art. The Zone Color of masking tape for boxes) and a Measuring tape.
One person will do the necessary paperwork. (As follows under procedures)
One person will add the control # and check the painting for proper construction, wires, etc. or damage and then take to the hanging area.
One person will take the empty boxes to be filed by category in storage area.
The hangers are designated volunteers who will hang the paintings.
The Procedure
- As artists arrive, look on consignment sheet for their artwork.
- If it is listed, be sure they sign the consignment sheet then proceed to step 2.
- If there are any changes from the back of painting label:
- Record the changes on the consignment sheet
- If title is different record it on a blank title card
- Record the changes to the entry registration form
- Have the artists take their paintings out of boxes. At this point the boxes and paintings can be checked for conformity to required labeling, construction etc.
- Please ensure size and weight restrictions are met and the artwork complies to requirements. (refer to ACACA recognized Art Categories Sheet)
- The artwork must be stored in a securely covered, hard-sided rigid box (i.e. cardboard, plasticore, wood); preferably with handles (no protruding screws or bolts); and reclosable for safe delivery, handling and transportation.
- Neither the ACACA nor the sanctioned Host club is responsible for any shipping fees or insurance coverage involving the transportation of artwork to and from the drop off and pick up locations.
- Contact (name, address), zone, show identification, category and title labeling must be securely affixed to the outside of the transportation box on all six (6) sides: front, back, top, bottom and two upright edges.
NOT ACCEPTED: No open containers, cardboard envelopes, plastic bags, pillow cases, plastic stretch wrap, wrapping or brown paper, tape (not resealable).
Check out the design instructions for artwork transportation box at www.acaca.ab.ca
Insurance and Liability
- Artists are encouraged to seek insurance coverage for their artwork during transportation and for the duration of the exhibit.
- The sale price of the artwork should be equivalent to its insurance cost.
- While the ACACA and sanctioned host clubs make every effort to ensure careful handling, hanging and displaying, neither is responsible for any damages to the artwork piece or loss of artwork entered into the ACACA sanctioned show.
- By submitting their artwork to this exhibition, artists are acknowledging and agreeing that neither the ACACA nor the sanctioned host club is responsible for reimbursement or replacement of lost, stolen or damaged artwork submitted to the exhibition.
- Put the control numbers on the top and 2 narrow sides of the boxes.
- Record the control number on the Artist’s label which should be on the back of the painting.
- Attach the title and Consignment number card to the front of the painting with non-damaging sticky tack so the control number is showing below the painting. This is so jurors can place the dots on them. (This will be replaced at completion of the jurying process, to show the artwork information).
- The Hanging committee will take the paintings to hang in the appropriate category and be sure the preliminary title cards with Consignment Sheet numbers and Art Title are placed appropriately. The Jurors would like to see a card with just the Number and Title only, for their process.
- The boxes will be filed in storage area with the control number on the top, front and back and 2 sides at the top. They will be filed by category. Make sure an “X” with the appropriate masking tape is affixed to the boxes for the different zones. Blue for Southern, Yellow for Central and Green for Northern Zones.
- Once the jurors are finished with their exercise, place final title cards, with the corresponding Blue dots on the front or beside the art pieces. One blue dot means the piece is going on to the Alberta Wide Show, Two blue dots means the piece has won an award and three blue dots means the piece has won Jurors’ Choice Award.
- Also have ready Award cards with the Type of Award and Name of the Artists ready to place on the wall, easel, or pegboard so that the winning paintings stand out above the rest.
- Relax and have a great show.
Release of Works
- Three tables to be set up with a) Youth, Beginner, Digital, Signature b) Sculpture, Intermediate, Fibre Art and c) Advanced and Masters.
- When the artists come to sign out their paintings, a runner will collect the painting (only if it has no blue dot), as these are the ones not going on to the Alberta Wide Show. When the artist has their painting they can have the box runner retrieve the box and pack the piece
- When all non-selected paintings have been retrieved and taken, the volunteers then pack them in correct boxes.
- Be sure all the paintings are checked against the consignment sheets.
- The person in charge of the consignment sheets will then remove those listed paintings that were taken home.
- This new consignment sheet will show only the pieces going onto the AB Wide show along with the registration forms. . NOTE: If any piece of art does not have a corresponding Box, even if it is a deemed a winner in the Zone Show, that piece of art will not be allowed to go forward to the Alberta Wide Show. Please note, it is important that all art pieces have boxes, in order to maintain safe Storage and travel to the next show. It is very important to the ACACA, as we are fully promoting the Artists throughout Alberta that all of the Art pieces are taken care of and it is impossible to do that if there are no boxes for this task.
- All art pieces that are going on to the Alberta Wide show are then transported to a storage area so that they can then be taken to the AB Wide all at the same time by designated drivers.
- NOTE: Paintings going on to the AB Wide cannot be taken home or they will be refused entry into the AB Wide show, and consequently, the Alberta Spirit Show.
- Tear down the show.
Transportation/Handling
- The artwork must be stored in a securely covered, hard-sided rigid box (i.e., cardboard, plasticore, wood); preferably with handles (no protruding screws or bolts); and reclosable for safe delivery, handling, and transportation.
- Contact name, address, zone, show identification, category and title labelling must be securely affixed to the outside of the transportation box on all six (6) sides: front, back, top, bottom and two upright edges.
- Neither the ACACA nor sanctioned host club is responsible for any shipping fees or insurance coverage involving the transportation of artwork to and from the drop off and pick up locations.
NOT ACCEPTED: No open containers, cardboard envelopes, plastic bags, pillow cases, plastic stretch wrap, wrapping or brown paper, tape (not resealable). There will be a table set up with all the equipment needed to prepare a box for your art at delivery time, which would allow you to be a participant in the show.
Check out the design instructions for artwork transportation box at www.acaca.ab.ca
Originality of Artwork Policy/Procedure
- The artwork must be original, created and completely owned by the artist; the artwork cannot belong to another person or company.
- If a piece of artwork registered in an ACACA event is suspected of copyright infringement, it will be reported to the Exhibits Committee Chair for a ruling to determine within a reasonable timeframe if copyright laws have been violated.
- The ACACA Exhibits Committee may refer to outside professional resources to assist in their final decision.
- Artwork found in violation of copyright laws will be immediately disqualified from any ACACA Zone, AB Wide Show, Alberta Spirit Show or ACACA Permanent Collection.
- Should the artwork prove to violate copyright, any award(s) will be stripped from the artwork immediately. The piece in violation and any other entered artwork in that show will be returned to the artist immediately by the Exhibits Committee.
- The artwork violation details, and artist’s name will be entered into the ACACA files as a tagged violation.
- Member Discipline: The artist must return any ACACA awards or accolades associated with the piece; the artist’s ACACA membership will be revoked for the balance of that show season and one full association year thereafter; and no refunds (membership or entry fees) will be forthcoming to member.
ACACA Recognized Art Categories
Two-Dimensional Art Category
Paintings, etc.
The ACACA recognizes that a piece of Two-Dimensional Art is solely created to hang on a wall as fine artwork. It is dimensional and provides diversity through the methods and medium used, such as, but not limited to oils, acrylic, watercolor, pencil, graphite, encaustic, mixed media.
Size criteria: The exterior measurement of the finished artwork cannot exceed 1,280 square inches (3,251 cm sq).
Weight: If artwork weighs more than 15 lbs. (6.8kg), the selected artist must be present for installation.
Exhibit criteria: NO sawtooth or wall buddies are permitted.
Framed: For your work to be exhibited it must have D-rings and strong gauge wire attached correctly approximately 1/4 of the way from the top of the piece; lower or higher wire will not hang properly.
Framed under glass: Any artwork exceeding 24 inches (61 cm) x 36 inches (94.5 cm) that would normally be framed in glass, must be framed in plexiglass instead. Long pieces exceeding 24 inches (61 cm) should have plexiglass even if height is less than 18 inches (46 cm).
Unframed: Canvas edges must have a gallery wrap or painted out with a solid color to neaten it professionally.
Sculpture
Sculpting: additive or subtractive, in a 3-D format which includes many recognized classical and contemporary mediums, but not limited to: stone, wood, bronze, clay, bone, antlers, precious metals.
Must be free-standing. The types of materials must be solid in consistency.
Size criteria: Size of piece not to exceed 20 inches (51cm) x 20 inches (51cm); maximum weight 26 pounds (11.8 Kg).
Exhibit Criteria: For your work to be exhibited it must be free-standing to be placed on a plinth or table. If it requires a secure stand, that must be supplied by the artist for display purposes and included in the transportation box with the artwork.
Fibre Arts
The ACACA recognizes that a fibre or textile art piece is solely created to hang on a wall as fine artwork. It is created to delight in its color, shape, and composition.
Fibre arts focus on the materials chosen, and manual labor of the artist as part of the work’s significance. Fibre arts revolve around the use of natural fibres occurring in plants and animals, for example cotton, hair, fur, bark, silk, flax and wool. Natural textiles may be hand-woven, hand-dyed, or hand-spun. Synthetic fibres may be used.
It prioritizes aesthetic value over utility. It cannot be functional.
Size criteria: The exterior measurement of the finished artwork cannot exceed 1,280 square inches (3,251 cm sq).; maximum weight 15 pounds (6.8 Kg).
Exhibit criteria:
Framed: For your work to be exhibited it must have a strong gauge wire attached correctly to the back of the framed piece with which to hang the artwork.
Frameless: For your work to be exhibited it must have a hanging sleeve (rod pocket), supplied rod to fit pocket of correct length; strong gauge wire attached to rod with which to hang artwork.
Digital Arts Categories
Digital arts are custom, original illustrations or images done completely by the designer on any digital device (i.e., computer, tablet, digital camera) using digital software (programs, apps). The imagery must be original, created and completely owned by the artist. The completed digital artwork asset must be output to a fine art piece for exhibition.
Category DA-I: Illustration
- No manipulated stock imagery or purchased photos or art; it cannot belong to another person/company (copyright infringement).
- Must provide acceptable proof of process (i.e., screen shots, statistics, video) with entry.
Category DA-M: Photo Manipulation
- Manipulation of artist’s original photos (i.e., can be collages, abstracts, filters, or other software tools applied to images).
- Must provide acceptable proof of process (i.e., screen shots, statistics, video) with entry.
Size: The exterior measurement of the finished, output artwork cannot exceed 1,280 square inches (3,251 cm sq).
Exhibit Criteria:
- Hanging: For your work to be exhibited it must have a strong gauge wire attached correctly to the back of the piece with which to hang the artwork.
- Free-standing: If it is a free-standing piece, a secure stand must be supplied by the artist for display purposes.
Note: The ACACA currently does not recognize 3D digitized work or motion graphics (moving art made from digital assets and animated with motion).
NOTE
Edition prints/reproductions or photographs are not accepted as fine art under any ACACA art categories criteria.
Diptychs and triptychs must be submitted with a filed image (photograph or photocopy) accompanying the pieces showing how the pieces work together and must be individually labeled separately to avoid any confusion at handling/curating time.
Drop Off or Pick Up of Accepted Art
- If an artist cannot drop off their artwork at the venue on the indicated date/time, then arrangements must be made to ship or have someone deliver the work to the venue directly within the timeframe indicated, at the artist’s expense.
- If an artist cannot drop off their artwork piece(s) and it is transported by another artist, a permission slip signed and dated by the artist, including the title(s), size(s), medium(s) and any special handling instructions must be presented by the transporter at the venue.
- If an artist cannot pick up their artwork piece(s) at the venue on the indicated date/time, then arrangements must be made by the artist to have piece(s) picked up at the venue directly at the artist’s expense.
- If an artist cannot pick up their artwork piece(s) and will be picked up by another artist, a permission slip signed and dated by the artist, including the title(s), size(s), medium(s) and any special additional instructions must accompany the person responsible for picking up the artwork.
Insurance and Liability
- Artists are encouraged to seek insurance coverage for their artwork during transportation and for the duration of the exhibit.
- The sale price of the artwork should be equivalent to its insurance cost.
- While the ACACA and sanctioned host club make every effort to ensure careful handling, hanging and displaying, neither is responsible for any damages to the artwork piece or loss of artwork entered into the ACACA sanctioned show.
- Submitting their artwork to this exhibition, artists are acknowledging and agreeing that neither the ACACA nor the sanctioned host club is responsible for reimbursement or replacement of lost, stolen or damaged artwork submitted to the exhibition.
Zone Show Categories and Talent Levels Sheets for signing in works of art at the shows.
All Categories have to have a sheet or sign which depicts the category of the art works. This makes it easier for the volunteers who are taking in the art.
Make the sheet size for each of the Categories 11×14 inches to tape on the tables receiving the Art.
The following are the ones needed to be drawn up.
Talent Levels
Youth
Beginner
Intermediate
Advanced
Masters
Signature
Categories
2D Painting/ Drawing
Digital -Illustration
Digital -Manipulation
Sculpture
Fibre Art
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