Risk Management and Exhibition Safety

Purpose

This policy establishes a proactive framework to identify, assess, and mitigate physical and operational risks during GP Arts exhibition setups, display periods, and changeovers. It outlines the practical safety measures required to protect the health and well-being of GP Arts members, volunteers, visitors, and venue partners.

Scope

This policy applies to all GP Arts members, rostered volunteers, and Curators participating in the installation, maintenance, and dismantling of exhibitions at any GP Arts partner venue.

1. Risk Assessment & Hazard Mitigation

• Continuous Assessment: The nominated Exhibition Coordinator, in tandem with the rostered Curator, must perform a visual inspection of the space prior to any installation. Any identified internal or external hazards must be addressed, minimised, or eliminated immediately before work commences.
• Incident Reporting: Any near-miss, equipment failure, or physical injury must be documented and reported to the GP Arts Committee within 24 hours of the occurrence.

2. Physical Installation Safety

Ladder & Height Safety

• Stability: Ladders must only be used on completely flat, level, and solid ground.
• The “Two-Person” Rule: A ladder must never be used by a solo installer. An assistant must always be stationed at the base of the ladder to hold it steady and secure the immediate perimeter.
• Usage Standards: Members must not overreach or carry heavy artwork while climbing; materials should be passed up carefully by the ground assistant.

Trip & Environment Hazards

• Path Clearance: Keep all walkways, emergency exits, and corridors entirely free of packing materials, bubble wrap, toolboxes, and artwork during setup.
• Adequate Lighting: Ensure the work area is fully illuminated. Report any blown globes or dark corners to host venue management before hanging works to ensure safe alignment and prevent accidents.

Hardware & Rail Security

• Pre-Installation Check: Prior to hanging any artwork, the Curator must physically inspect all art hanging rails, wires, and hooks for signs of wear, loosening, or potential equipment failure.
• Weight Limits: Ensure the weight of the framed artwork does not exceed the manufacturer’s recommended load limit for the hanging system.

3. Venue Facilities & Emergency Procedures

GP Arts utilises the established safety infrastructure of our partner venues. Rostered members must familiarise themselves with the location of on-site provisions.

Fire Safety

• All fire extinguishers, fire blankets, and marked emergency exit routes are maintained by the host venue.
• GP Arts members must ensure that no display boards, easels, or hung artworks block or partially obscure fire extinguishers or designated exit doors.

First Aid

• First Aid kits are located on-site and managed by the host venue staff.
• In the event of a minor injury during a GP Arts setup, members should immediately notify the Coordinator to access the venue’s first aid supplies. For serious emergencies, call 000 immediately.

4. Artwork Security & Insurance

• Artist Risk: Exhibiting artwork is done entirely at the artist’s own risk. Neither GP Arts Inc nor the host venue provides insurance coverage for theft, vandalism, accidental damage, or loss of artworks on display.
• Artist Obligation: Displaying artists must sign a waiver acknowledging they accept this risk or, alternatively, provide proof of their own private coverage (e.g., NAVA insurance) prior to the exhibition.

5. After-Hours Venue Security (Lock-up Protocol)

To prevent unauthorised access outside of regular operating hours, the following strict controls are in place:

• Authorised Access Only: GP Arts members may only access the venue outside of public hours if accompanied by, or under the direct arrangement of, the venue manager.
• Keyholder Responsibility: If the GP Arts Coordinator is granted temporary key/alarm access by Centre Management:
  • The Coordinator is personally responsible for ensuring all external doors and windows are securely locked before leaving.
  • The alarm system must be fully armed in accordance with the venue’s instructions.
  • Keys/access codes must never be handed over to unauthorised members or third parties.
• No Lone Working: No member is permitted to work in the venue alone after hours; a minimum of two (2) members must be present for any after-hours activities to ensure personal safety.