SUPPORTING MEMBER-LED ACTIVITIES

Purpose

GP Arts welcomes and encourages members to create exhibitions, workshops and other arts activities that bring people together, build creative skills and contribute to our local community.

This policy explains how GP Arts may support a member-led activity and what members need to do when requesting that support. It also explains the difference between an official GP Arts event, an approved member-led activity and a private activity organised by a member.

Our aim is to make the process fair, supportive and easy to understand while protecting the people involved and GP Arts as an organisation.

Scope

This policy applies when one or more current financial GP Arts members independently organise an arts activity and ask GP Arts to formally support or affiliate with it.

Member-led activities may include:

• exhibitions;
• workshops or demonstrations;
• creative learning activities;
• community arts projects;
• artist talks;
• markets or displays; and
• other activities that support arts participation and community connection.

There are three types of GP Arts-related activities.

Official GP Arts event

An official GP Arts event is initiated or formally adopted by the GP Arts Committee and run by GP Arts through the Committee, Events Coordinator or other authorised members. GP Arts has overall responsibility for the event.

Approved member-led activity

An approved member-led activity is initiated and run by one or more financial members but has been formally approved by the Committee for particular GP Arts support.

The organising members continue to manage the activity. GP Arts provides only the support listed in its written approval.

Private member activity

A private member activity is organised by a member but has not been formally approved by the Committee.

Being a GP Arts member does not automatically make a private activity a GP Arts activity or provide access to GP Arts insurance, equipment, promotion, funding, name or logo.

An activity becomes an approved member-led activity only after the organising members receive written confirmation from the Committee.

Regular commercial classes, workshops or trading activities will usually require the organiser to have their own insurance.

An approved member-led activity may include artwork sales or participation fees. Earning income does not automatically make an activity ineligible for GP Arts support.

Principles

GP Arts aims to support member-led activities in a fair, practical and welcoming way. Support is intended to help members share creative opportunities with the community while making sure responsibilities are clear, resources are used wisely, and activities remain consistent with GP Arts’ purposes as a volunteer-based not-for-profit membership group.

We will prioritise support for activities that:

• bring people together through the arts;
• create opportunities for members;
• build creative skills and confidence;
• encourage participation in the arts;
• benefit the local community; and
• reflect the purposes and values of GP Arts.

Support will depend on the nature of the activity, available resources, safety considerations and GP Arts’ insurance arrangements.

Members do not have an automatic entitlement to support, but the Committee will work constructively with organisers wherever possible.

Responsibilities of Organising GP Arts Members

Organising members are responsible for planning and running their event, including:

• Selecting, booking and managing event locations and venues.
• Determining event dates, operating hours and logistics (including set-up and pack-up).
• Obtaining necessary local council permits, venue approvals, or other licenses.
• Designing, printing and distributing any printed promotional material.
• Promoting the event through their own websites, social media platforms, mailing lists and community networks.
• Identifying and managing reasonable safety risks.
• Arranging suitable supervision and checks where children are involved.
• Making sure contractors or stallholders have any insurance, qualifications or approvals required for their role; and
• Letting GP Arts know promptly if important details change.
• Reporting any accident, injury, property damage or incident to GP Arts as soon as possible.

GP Arts can provide guidance, but approval of an activity does not mean that GP Arts takes over its organisation or financial responsibilities.

Available GP Arts Inc Support

Subject to formal Committee approval and resource availability, GP Arts may provide the following support:

• Public Liability Insurance (PLI): consideration of whether the activity may fall under the GP Arts’ Public Liability Insurance.
• Promotional Support: Inclusion on the GP Arts website, event calendar, social media platforms and other GP Arts distribution lists.
• Equipment Loans: Use of available art display equipment, easels, display boards and flags.
• Financial Support: A grant, reimbursement or sponsorship approved by the Committee.

Application and Timeline Requirements

To request support, members must submit an application to the GP Arts Committee at least 30 days prior to the event date. Early notification is required to:

• ensure the event complies with GP Arts’ insurance policy requirements.
• allow sufficient time for promotion through the GP Arts website and social media channels (where requested).
• enable the Committee to assess and approve any loan item requests.
• ensure adequate planning and coordination of resources to support the event.

Submissions must include:

• Written event details (date, venue, nature of activity, expected attendance).
• Draft copies of marketing materials for review.
• Equipment loan requests (if applicable).
• A formal financial/sponsorship request (if seeking monetary support) including how the funds will be used.

How Applications are Considered

The Committee will consider:

• how the activity supports GP Arts’ purposes;
• its benefit to members or the community;
• whether it can be supported under GP Arts’ insurance arrangements;
• whether reasonable safety measures are in place;
• the experience and needs of the organisers;
• the resources requested; and
• fairness to other members.

The Committee may approve the request, approve it with reasonable conditions or work with the organisers to adjust the proposal.

The decision will be recorded and provided to the organisers in writing.

Organisers must wait for written approval before describing the activity as supported, affiliated, sponsored or insured by GP Arts.

Public Liability Insurance (PLI) Conditions

• Eligibility: GP Arts’ PLI may apply to approved activities involving current financial members, subject to the terms of the insurance policy.
• Event Branding: Approved events must state “Affiliated with Golden Plains Arts Inc” on promotional materials.
• Frequency Limits: GP Arts PLI applies to one-off or ad-hoc events. Members hosting ongoing, recurring classes or regular commercial workshops must maintain independent professional indemnity and public liability insurance.

Public liability insurance does not normally cover the loss, theft or damage of artworks or members’ personal property. Members should arrange their own cover if required.

Loan Equipment Conditions

• Approval and Sign-out: Equipment loan requests must be approved in advance. All items must be signed out upon collection and signed back in upon return.
• Care and Liability: Borrowers must sign an Equipment Loan Agreement prior to collection. Members are responsible for transport, safe handling and return in clean condition.
• Damage or Loss: Members are liable for the cost of repair or replacement of lost, stolen or damaged items through negligence or misuse (except fair wear and tear).

Financial Support

GP Arts does not automatically provide financial support to member-led activities/events.

The GP Arts Committee will consider each financial support or sponsorship request in consideration of:

• available budget;
• community benefits;
• fairness to other members; and
• alignment with GP Arts’ objectives.

If financial support is approved, receipts must be provided to the Treasurer within 14 days of event completion.

Changes or Withdrawal of Support

Approval applies to the activity described in the application.

Organisers must tell GP Arts if there is an important change to the date, venue, activities, attendance, fees, tutors, stallholders or safety arrangements.

GP Arts will work with the organisers to determine whether the approval can continue.

Support may be changed or withdrawn if:

• the activity no longer matches the approved application;
• an important requirement has not been met;
• insurance is not available; or
• a significant safety, financial or reputational concern arises.

If approval is withdrawn, the activity must no longer be promoted as affiliated with or supported by GP Arts.

Dispute Resolution

If a request for support or an equipment loan is not approved, the Committee will provide written reasons. Members are welcome to ask for a discussion with the Committee to better understand the decision, explore possible adjustments, or review the request in line with the dispute resolution principles in the GP Arts Model Rules.

QUICK GUIDE

Planning a Member-Led Activity? Start Here

GP Arts welcomes member-led exhibitions, workshops and other creative activities. If you would like GP Arts support, follow these steps.

Please speak with us early. We want to help members create enjoyable arts activities that bring people together.