HADDON CLC CO-ORDINATOR GUILDELINES

Purpose

This policy outlines the roles, responsibilities, and operational procedures for the Golden Plains Arts Inc (GP Arts) Haddon Community Learning Centre (CLC) Exhibition Co-ordinator. It ensures a professional, consistent, and safe standard of exhibition changes, while maintaining a strong, respectful partnership with Haddon CLC management.

Scope

This policy applies to all exhibition changeovers, curation activities, and promotional efforts conducted by GP Arts Inc at the Haddon CLC. It governs the actions of the nominated Co-ordinator, participating artist members, and any volunteer curators or hanging assistants.

1. Co-ordinator Responsibilities & Logistics

The nominated GP Arts Haddon Co-ordinator is the primary liaison between GP Arts, the exhibiting artists, and Haddon CLC management.

Communication & Administration

• Single Point of Contact: To ensure Haddon CLC staff are not disrupted, all enquiries from GP Arts members regarding the exhibition must go directly through the GP Arts Haddon Co-ordinator.
• Centre Liaison: Maintain regular contact with Haddon CLC Management (Rick) regarding interest in the display, facility concerns, or operational matters. Ensure all activities respect the day-to-day operations of the Centre.
• Agreement Maintenance: Ensure the official partnership agreement between GP Arts Inc and Haddon CLC is kept up to date.
• Reporting: Provide an exhibition and progress report at both the Committee Meeting and General Meeting following each changeover.
• Financials: Liaise with the GP Arts Committee on progress, issues, and ensure any associated costs are pre-approved by the Committee.

Changeovers & Inspections

• Scheduling: Advise participating artists of project timelines, including entry cut-off dates, installation dates, and collection times.
• Inspections: Periodically visit Haddon CLC between changeovers to ensure the exhibition is in good order and touch base with Centre Management.
• Operating Hours & Access: Coordinate all venue access with Centre Management. Standard Haddon CLC opening hours are (but subject to change by Centre Management):
  • Monday, Tuesday, Thursday: 9:00 AM – 5:00 PM
  • Wednesday, Friday: 9:00 AM – 12:30 PM
  • Saturday & Sunday: Closed (except during specific pre-arranged functions or workshops).

2. Artist & Entry Requirements

• Eligibility: Exhibition entry is strictly limited to financial members of GP Arts Inc.
• Submission Process: Members must submit entries via the GP Arts website, including:
  • Full details of the artwork.
  • An artwork statement.
  • An Artist Statement/Bio (for the exhibition catalogue).
• Presentation Standards: All artwork must be framed and presented in strict accordance with GP Arts hanging and exhibition policy.
• Delivery & Collection: The individual displaying artist is solely responsible for the delivery and collection of their artwork.
• Contingency/Cancellation: The Co-ordinator must maintain a backup plan/reserve list of replacement artworks in the event that an artist withdraws.

3. Curation, Installation & Roster

For each exhibition changeover, the Co-ordinator is responsible for assembling the following rostered volunteer team from the GP Arts membership:

• Member Curator: A volunteer GP Arts member must be nominated to oversee each changeover. Selection and installation layout remain at the absolute discretion of the nominated Curator.
• Installation Assistants: A minimum of two (2) GP Arts members must be rostered to assist with the selection, checking, and hanging of the exhibition under the direct guidance of the Curator.
• Themes: Exhibition themes must be set and communicated well in advance to allow artists sufficient time to create work.
• Hardware Maintenance: The team must inspect all hanging rails and display hardware to ensure they are in safe, working condition.

4. Documentation & Sales

Exhibition Catalogue

The Co-ordinator will compile and print an Artwork Catalogue coinciding with the exhibited works, complete with wall text cards. This catalogue must be situated at Haddon CLC for prospective viewers.

Sales Handling

• Haddon CLC Management is not responsible for sales. They will refer prospective buyers and enquiries to the GP Arts Co-ordinator.
• The Co-ordinator must follow up directly with the artist to ensure the sale is completed.
• The Co-ordinator must promptly update the physical and digital display catalogues once an artwork is sold.

5. Promotion & Marketing

The GP Arts Promotion Officer will work in tandem with the Haddon Co-ordinator to market each exhibition.

• Marketing Collateral: Design and display a high-quality visual poster reflecting the exhibition’s theme at the venue and external outlets.
• Outreach & Media: Utilise the established GP Arts database, social media platforms, local newsletters, postcards, press releases, and local media (including photographers and reporters) to target prospective buyers.
• Artist Support: Encourage exhibiting artists to cross-promote the exhibition and their own art practices. Artist flyers and brochures are welcomed and encouraged on-site.

Exhibition Activations (Optional)

Subject to committee approval and feasibility, the Co-ordinator may organise:

• An official opening launch featuring artist talks.
• Invitations to community leaders, art patrons, and media.
• Public workshops or open-day activities at the Centre.

6. Insurance & Safety

• Safety First: All care must be taken by the installation team and artists to maintain a safe environment during changeovers.
• No Cover Provided: Displaying artwork at Haddon CLC is done entirely at the artist’s own risk. Neither GP Arts Inc nor Haddon CLC insurances cover art on display for damage or theft.
• Proof of Private Insurance: Contributing artists must either:
  1. Provide a copy of their own private insurance coverage; OR
  2. Explicitly sign off that they are comfortable exhibiting with no insurance coverage.