Artwork Sale Procedure

Purpose

This policy outlines the step-by-step procedures, administrative requirements, and division of responsibilities for artwork sales occurring during any exhibition, community market, art trail, or display event organised or supported by Golden Plains Arts Inc (GP Arts). It aims to protect the professional reputation of GP Arts, ensure smooth financial transactions for buyers, and establish clear boundaries between artists, host venues, and the Association.

Scope

This policy applies to all active financial members of GP Arts Inc who display or exhibit artwork for sale at any GP Arts-associated event, as well as the nominated Event Coordinator(s) managing those displays.

1. Pre-Exhibition Preparation & Pricing

To ensure transparency and prevent pricing disputes at the point of sale, exhibiting artists must adhere to the following labelling standards before hanging or displaying their work:

• Exhibition Catalogues/Price Lists: Artwork pricing must be clearly and accurately provided to the Event Coordinator prior to the opening of the event to compile the official catalogue or price list.
• Physical Labelling: The back of each physical piece of art must feature a secure label displaying the artist’s name, contact details, title of the work, and the price clearly marked.

2. Sales Process & Artist Responsibilities

Unless explicitly stated otherwise for any exhibition, GP Arts operates on a Direct-to-Artist sales model.

• Direct Sales Handling: All sales transactions, buyer negotiations, and payment processing are handled directly by the individual artist.
• Terms of Sale: Any deposit structures, layby terms, or payment plan arrangements are to be organised, administered, and managed solely by the artist.
• Invoicing & Receipts: The selling artist is responsible for issuing a professional invoice or receipt to the buyer. This documentation must include:
  • Full details of the artwork (title, medium, dimensions).
  • Buyer contact information.
  • Payment confirmation and date.
  • The artist’s ABN (if applicable).
• Certificates of Authenticity: The artist must provide a physical Certificate of Authenticity to the purchaser upon request.
• Online Sales: Any sales generated via GP Arts social media promotion or website inquiries are referred to the artist to complete.

3. Venue & Administration Protocol

To preserve a professional partnership with host venues and external businesses, communication must flow strictly through the designated channels.

• Host Venue Boundaries: Host venue staff or volunteers are not responsible for processing sales or handling payments.
• Enquiry Referral: If a visitor shows interest in purchasing a piece, the host venue management or event volunteers will record the prospective buyer’s contact details and pass them directly to the GP Arts Event Coordinator or the artist.
• Member Enquiries: To minimize disruption to host venue staff, all inquiries from participating GP Arts members must be directed to the GP Arts Event Coordinator, never directly to the venue’s administrative staff.
• Commission-Based Events: For specialised events, art trails, workshops, or exhibitions where a commission is attached to support GP Arts or the host venue, the specific commission percentage, handling fees, and payment processing terms must be clearly outlined in writing to the artist prior to the event.

4. Coordinator & Post-Sale Duties

The designated Event Coordinator oversees the administrative integrity of the exhibition throughout its duration.

• Sales Tracking: The Coordinator will maintain contact with host venue management, follow up with the relevant artist to ensure any referred sales are successfully completed, and report on progress and sales figures at GP Arts Committee and General Meetings.
• Catalogue Maintenance: Promptly following a confirmed sale, the Coordinator must ensure the physical or digital Exhibition Catalogue / Price List is updated to reflect the sale (e.g., marking the piece with a red dot or as “Sold”).
• Replacing Sold Works (Changeovers):
  • The collection of sold artwork and its replacement with a new piece must be coordinated directly between the Event Coordinator and the artist.
  • To maintain a full and visually appealing gallery, replacement work should be hung as soon as practical.
  • All physical changeovers must be pre-arranged with the host venue and conducted swiftly to ensure minimal disruption to the venue’s day-to-day operations.

5. Sale of Artwork Displayed on the GP Arts Inc Website Gallery

The GP Arts Inc Website Gallery functions as an online promotional platform where artists may display artwork available for sale.

All purchase enquiries relating to artwork displayed in the online gallery will be directed to the artist using the contact details provided on their gallery page.

GP Arts Inc does not negotiate sales, process payments, or arrange delivery of artwork unless formally stated for a specific program or event.

Artists are responsible for ensuring that all artwork details, pricing, and contact information displayed on their gallery page are accurate and kept up to date.

Following the sale of an artwork, the artist must notify the GP Arts Inc Website Coordinator as soon as practicable so the artwork can be marked as “Sold” or replaced with another available piece.

Artists must ensure that only artwork currently available for purchase is displayed in their online gallery.