ArtSea Gallery Rental Package

Space for Renters:

The ArtSea Gallery in Tulista Park is a public space that accessible and welcoming to all visitors and members of the community. As the Arts Council for the region, ArtSea is pleased to make a portion of this space available for local artists and artisans to exhibit and sell their work, or to hold workshops or classes. We ask that all renters kindly remember that this is a public space that is maintained and operated by a small team of staff and volunteers, and made available as a valued community resource and a hub for local arts and culture.

• An ArtSea Gallery Floorplan: A floorplan diagram is included in this document. The space highlighted in blue is available for Renters to display their work or host classes or workshops. Wall space measurements are included on the floorplan. ArtSea also provides display equipment that can be used and arranged within the space that is available to Renters to enhance the display of your work and create an engaging experience for visitors.
• The ArtSea Gallery is an odor-free and allergen-free public space – please avoid using perfumes, or including incense, or other allergens as part of your exhibition.

Space for ArtSea Community Arts Council:

Certain areas of the gallery are reserved for the use of ArtSea staff and volunteers (see floorplan).

• ArtSea Area: The area at the back of the gallery is used to promote membership and other ArtSea and community programs. Renters must not block this space or use this area for display or storage.
• Volunteer Gallery Hosts: An ArtSea Volunteer Gallery Host may be present in the ArtSea Area to inform visitors about ArtSea and other local arts and culture programs. Although Gallery Hosts are not available to assist renters, these volunteers help to make this community space available for Renters, please treat volunteers with kindness and courtesy.
• Storage: Renters must take all materials out of the gallery during the rental week. There is no storage space available for extra supplies, materials, artwork, or packaging that belongs to Renters. The ArtSea Storage Area must remain accessible at all times as it houses the furnace. This area is subject to random inspection by the Town of Sidney and Fire inspector.
• Administrative Access: ArtSea team members may need to access the administrative offices during your rental week. Please ensure the office door remain accessible.

Windows:

Windows can be used to create eye-catching displays, attracting visitors even when the gallery is closed.

• Window Restrictions: Do not open the small lower windows at the front of the building (facing Fifth Street) due to unreliable locks, which may affect the security system.

Kitchen:

• Kitchen Use: Renters can use the gallery kitchen, including the Keurig coffee machine (coffee pods not provided), kettle, microwave, etc., but must clean up after use. Appliances must be unplugged each day.
• Dishes and Utensils: Renters must bring their own dishes and utensils (please wash and dry daily).
• Food Storage: Food must be stored in airtight containers or the refrigerator and removed daily. Highly scented foods may be off‐putting to some visitors.
• Alcohol is not permitted: The gallery is a public facility without a liquor license. Non-compliance may result in fines and closure of the gallery.

ArtSea Bathroom and Materials Storage:

• Bathroom Use: The gallery bathroom is for renters and ArtSea staff/volunteers only and must be kept clean. Renters are responsible for removing bathroom garbage along with other waste materials.

• Public Restrooms: visitors should be directed to the public restrooms outside the gallery.
• Paper towels and other materials in the storage and bathroom areas are not for use in artwork production or demonstrations. Renters must provide their own materials for these purposes.

Hanging System for Displaying Artwork on Gallery Walls:

• A new rail system for hanging and displaying 2D work at the gallery was installed in 2022.
• Hanging hardware is provided by the gallery.
• Do not bring your own clips.
• Please ensure that all clips used to hang your work remain at the gallery.
• A demonstration of the of the rail hanging system will be provided at the Renter Orientation Session.

The weight limit of the rail hanging system is 50lbs per rail.

It is essential that the weight limit is not exceeded.

Exceeding the weight limit will cause undue wear on the system
and may lead to damaged artwork and injury (for yourself or future users).

Additional Equipment Available to Display Artwork at the Gallery

• Grid walls, plinths, glass cabinets, small display boxes, and other items are provided by the gallery for the use of Renters (more detail below). In 2023, ArtSea was fortunate to receive a generous donation from Peninsula CO-OP to purchase new equipment for the gallery.
• In November, 2023, Peninsula Co-op provided a generous donation to the ArtSea Gallery to replace and upgrade equipment that is available for Gallery Renters and the ArtSea Team. See the next section, “New Gallery Equipment – Peninsula CO-OP Donation” for a list and description of the new equipment that has been made possible thanks to this generous donation.
• Available equipment may change without notice, it is a good idea to visit the gallery well ahead of your rental week to review the equipment that is available and plan your exhibition.
• Artists may bring their own display items with the approval of the Gallery Team, ensuring that the items do not leave debris, cause damage to the gallery’s interior or exterior, block entry or exits, or pose any harm to ArtSea staff, volunteers, or visitors. All personal display systems must be removed at the end of the exhibition and cannot be left behind or donated to the gallery without prior written approval from the ArtSea Gallery Team.
• The telephone is located in the ArtSea Administrative offices but is not available for Renters.
• Rental of the ArtSea Gallery does NOT include access to the ArtSea office, use of the ArtSea storage or public information area, office equipment or supplies, or any materials needed for producing artwork, artist demonstrations, or workshops. Renters must provide all necessary materials for their activities.

New Equipment Available (2024)

Thanks to a generous donation from Peninsula Co-op in late 2023, ArtSea has been fortunate to initiate the process of replacing some well-loved equipment at the ArtSea Gallery in Tulista Park. We are pleased to offer the following equipment for use within the gallery during Renter exhibitions and workshops throughout their rental week. Please note that this equipment is intended for use exclusively within the ArtSea Gallery facility.

THANK YOU!

Exterior Signage – Portable Yard Signs to increase visibility of your art show

Signs with metal frame	Quaintly Available
18″ x 24″	Two (2)

This new outdoor signage is light and portable and can be placed along Lockside Trail (Fifth Street) and along the Sidney Waterfront Walkway to increase visibility of your exhibition.

Maple Risers/Plinths – White

Plinth Dimensions	Quaintly Available
24″ H x15″W x 15″W	Two (2)
30″ H x 15W x 15″W	Two (2)
36″ H x 15W x 15″W	Two (2)

Acrylic card holders to display cards or prints on the slatted wall

Acrylic Card Holders	Quaintly Available
24″W X 2″D X 2 1/2″H	Four (4)

Chairs for Gallery Renters and Visitors

Chairs	Quaintly Available
White Charis	Four (4)
Wooden Charis	Two (2)

Glass Display Case in the ArtSea Area – (not available for Renter exhibitions)

The Glass Showcase is used to promote arts and culture in the community and is part of the ArtSea Area of the Gallery. The Glass Showcase is curated by ArtSea Volunteer, Hope Hillard (photo), to feature the work of new members and Artsea volunteers. The showcase is not available for Renters.

Dimensions	Quaintly Available
31 1/2″W X 17 3/4″D 71″H	One (1)

Storage Rack for Plinths (not for display or exhibition)

The movable storage rack will live in the ArtSea Gallery Storage Room and will be used to store the new plinths when not in use. Renters are permitted to load and move plints within the gallery when setting up/taking down their exhibition.

Storage Rack must not be taken outside and cannot be used to transport artwork or other items that belong to renters. Please do not step on storage rack or use as a ladder.

The ArtSea Gallery is a vital arts and cultural resource for the community. To preserve the value of this asset, ArtSea is committed to providing a clean and accessible space for Renters to show their work.; it is the responsibility of Renters to ensure that their work and their exhibition is professional and well‐organized. Exhibits and workshops should be planned ahead of time and should involve all participating Renters. It is recommended that Renters visit the gallery space to see the layout, lighting system, and available display equipment. It can also be helpful to see how others display their work.

All artwork on display at the ArtSea Gallery must meet the following presentation standards:

• Frames and mats for framed art should be good quality and in like new condition (undamaged), and clean.
• Prints should be mounted in a presentable manner (e.g. matted or on good quality backing).
• Fabric art must be clean and free of lint and hair.
• 3D art must be clean and dust free.

• All artwork must have printed title cards or tags:
• Title Cards are mounted to the wall at the bottom right corner of the work.
• Title cards must include the Artist’s name and/or company name, Title or description of the artwork, and medium. Optional information: artist contact or social media information. Price may be indicated on the front or back of tag.
• Title cards must be easy to read and should be computer printed (rather than hand‐written).
• Tags are appropriate for artwork such as jewelry, fibre arts, sculpture, pottery, woodwork; and should be firmly attached to the product.
• If using the grid walls, there are small, lightweight clips for the grid systems for holding title cards.
• Adhesive white putty or UHU white tack or low tack painter’s tape may be used to mount title cards and lightweight items. These items are not provided by the gallery.

All Renters and participants should plan on attending the Gallery Orientation Session at 6pm on Thursday evening (prior to their opening day), including those that have previously rented or displayed at the gallery. The Orientation Session will include important updates and instructions for Renters about set‐up/take down procedures, and daily operations and opening/closing procedures at the gallery.

Gallery Orientation Session: Thursday evening at 6pm

A Member of the ArtSea Gallery Team will provide a Gallery Orientation Session for Renters at the beginning of their scheduled rental set up. All Renters should attend the orientation, which will include information, such as:

• The location of light switches.
• An important review of the windows and doors.
• A demonstration of the grid wall system and rail hanging system.
• The locations of the tool box, step ladder and small display items.
• Wi-Fi code and password.
• Location of the ArtSea Gallery Donation box (donations are used to support and promote arts and culture in the community and are managed by the ArtSea Staff and Board of Directors).
• A Review of the Front Door lock and entry code.
• A demonstration of the security system and codes; Renters will also be instructed on procedures to follow in the event that an alarm is triggered in error.

Exhibition/Workshop Set Up:

• Exhibition / workshop set up can begin immediately following the Orientation Session on Thursday evening.
• The Gallery should be set up and ready to welcome visitors on Friday morning by 10am.
• Incoming and outgoing Renters must not be in the gallery at the same time. The front deck can be used for a staging area for incoming shows while awaiting access to the gallery. The exiting show will use the front door to remove their artwork and material.
• A member of the ArtSea Gallery Team will be on site to ensure a smooth transition.
• All Renters must review the ArtSea Gallery Rental Package and sign the ArtSea Gallery Rental Agreement prior to Set Up. Renters that are unable to attend the Orientation Session must sign the Agreement ahead of time (the signed agreement must be brought to the orientation session).

At the beginning of each day, Renters must:

• Enter the gallery by following the process outlined on the following page, Security Systems: Enter and Exit Procedures.
• Turn the Open/Closed sign to Open.
• Turn on the lights.
• Put out the sandwich board signs

At the end of each day, Renters must:

• Turn the Open/Closed sign to Closed.
• Bring in all sandwich signs.
• Close and lock all windows.
• Sweep the floor as needed and package up all garbage, recycling, and compost to remove from the gallery.
• Turn off all lights.
• Exit the gallery, following the process outlined on the following page, Security Systems: Enter and Exit Procedures.

Renters are expected to keep the gallery open on the final day of their show and continue to welcome members of the community into this important community space.

On the final day of the rental week, Renters must:

• Remove all artwork, display items, packaging material and garbage by 5pm (Thursday) to allow time for the scheduled cleaning service to conduct a thorough clean of the gallery in preparation for the incoming Renters.
• Cleaners will arrive at 5pm, sharp. The incoming Renters will arrive at 6:00pm.
• Ensure all wall surfaces are cleaned of any putty or tape residue.
• Place all cloths, hooks, etc. in the appropriate bins and/or containers. Please ensure that all hooks that belong to the gallery remain at the gallery.
• Be certain the kitchen is cleaned and any dishes, food, or garbage is removed.
• Be sure to leave the bathroom clean and tidy, and remove any garbage that has accumulated.
• Renters must sweep the floors and remove all work, food, garbage, and other materials from the premises.
• Renters will be provided with a move‐out check‐list (at the Orientation Session) to aid in this process.
• Please Note: ArtSea does not have a garbage or recycling collection service; renters must remove and take home all garbage, compost, and recycling products from the gallery daily (to discourage rodents), and upon the completion of their rental week.

The ArtSea Gallery has two levels of security to protect the space and your work.

Please note: The Front Door key pad lock, and the Gallery Security System are two separate systems and require separate entry and exit procedures.

ENTRY AND UNLOCK (beginning of each day)

STEP 1: Front Door ‐ to unlock the front door type the Front Door Code (provided during the Renter Orientation Session) into the number pad on the exterior door handle.

• DO NOT press the center lock/unlock button; hitting the lock/unlock button will cause the door to relock immediately.
• If the door does not unlock the first time, try again. Ensure you are entering the correct front door lock code. This process will not have any effect on the interior security system – they are not linked.
• Once you open the front door, the Gallery Security System will sound, indicating that it must be disabled.

STEP 2: Gallery Security System ‐ to disarm the security system at the beginning of the day:

• Lift the panel on the alarm system and enter the Security System Code (provided during the Renter Orientation Session). The beeps should stop, indicating that the security system has been disabled.
• If the beeping does not stop, do not panic. Read the panel on the security pad to see if there is a message. Ensure that you are entering the correct code (the Security System Code, and not the door code) and make a second attempt at disarming the security system.
• If there is a problem with the alarm, there is a document inside the gallery on the wall to the west of the front door with information about who to contact. More details will be covered in the Orientation Session at the start of your show. Please note: this system is monitored.

EXIT and LOCK (end of each day)

ENTRY AND UNLOCK (end of each day)

STEP 1: Gallery Security System ‐ to activate (arm) the security system at the end of each day:

• Ensure all windows are closed and locked, and all but one person has exited the building, and the front door is closed. The alarm will not set if it detects movement or open doors/windows.
• Lift the cover on the wall panel and press the EXIT button on the Security System key pad. The display should indicate, “System Armed”.
• Promptly exit the building and close the front door behind you. Wait to hear three beeps, indicating the security system is armed.
• If the alarm does not set, read the panel on the security pad to see if there is a message. Ensure all windows are closed and locked and that you are entering the correct code (the Security System Code, and not the door code) and make a second attempt at arming the security system.
• If there is a problem with the alarm, please refer to the document inside the Gallery on the wall to the west of the front door that includes contact information.

STEP 2: Front Door ‐ to lock the front door (this must be done after the alarm is set and all persons are outside of the gallery) press the lock image button on the outside of the front door.

• Please note that setting the alarm does not automatically lock the front door.
• Re‐opening the front door after the security system has been set (armed) will trigger the alarm.

ArtSea is committed to following the most up‐to‐date provincial and regional health and safety regulations. The ArtSea Board of Directors reserves the right to impose additional protocols at any time, intended to protect Renters, visitors, and our community. Renters will be made aware of current protocols and are expected to follow all regulations while operating within the ArtSea Gallery. Examples of Health and Safety protocols that may be put in place prior to, or during your rental period include:

• Limiting Gallery occupants: At times, it may be necessary to limit the number of gallery occupants. The total number will include Renters and visitors. Mandated limitations must be monitored and enforced by Renters.
• Mandatory or voluntary use of hand sanitizer upon entry and in the kitchen area (ArtSea to supply).
• Frequent sanitizing of high touch areas like door handles, to be conducted throughout the day by Renters.
• Mandatory or voluntary use of face masks. Renters are encouraged to supply masks for visitors.
• Directional use of the gallery space (entries through the front door and exits through the back door).

ArtSea is a charitable organization that is able to operate thanks to the time and energy of a handful of dedicated volunteers, supported by a very small staff. The ArtSea Gallery and artist‐directed exhibitions would not be possible without this team. The Gallery Team is happy to respond to any questions and will remain as flexible and responsive as possible. During or prior to your rental week, inquiries can be sent to: artseagallery@artsea.ca or submitted through the ArtSea website using the Contact Us form. If you have comments or feedback after your rental week, we would love to hear from you – please fill out the ArtSea Gallery Rental Feedback form on the ArtSea website, on the Gallery Rental page.

• Please show kindness and respect to the ArtSea Team; Rude or insolent behaviour will not be tolerated!
• Please refrain from “asking for forgiveness, not permission,” which leads to complications for the ArtSea Gallery Team and future Renters.
• The gallery is a public facility and does not have a liquor license. Alcohol is not permitted at the ArtSea Gallery; failure to comply could result in fines and closure of the gallery.
• Renters must keep the gallery clean during their show and remove all garbage, recycling, and compost on a daily basis, and at the end of the rental week.
• ArtSea Community Arts Council follows the personal information and privacy rules set out in the Personal Information Protection Act (PIPA) in the collection, use or disclosure of personal information. www.oipc.bc.ca

ArtSea Gallery reservations are made through the ArtSea website (www.artsea.ca), on the Gallery Rentals page.

Step 1: Review the ArtSea Gallery Rental Package.

Step 2: Select an available rental week; check the ArtSea Gallery Rental Calendar to identify a preferred AVAILABLE rental week, as well as two alternate weeks. ArtSea Members can apply to rent the Artsea Gallery space for a duration of one-week (Friday to Thursday). All exhibitions and workshops are artist directed.

STEP 3: Fill out the online ArtSea Gallery Rental Application Form on the and pay a $200 deposit, with the understanding that your gallery rental or your preferred date is not guaranteed. Your dates and application will be reviewed according to the “Gallery Rental Criteria for Approval.” A member of the ArtSea Team will contact you within two to four weeks to confirm your rental date. If your application does not meet the criteria, or a suitable date cannot be secured, the $200 deposit will be returned. Once your rental date is confirmed, the $200 deposit is non-refundable.

• Exhibition information, including: title, description, and exhibition poster/image, as well as a list of all participants should be included on the ArtSea Gallery Rental Application form. If necessary, this information can be updated or modified by filling out the Update Exhibition/Workshop Details form on the Gallery Rentals webpage.
• Exhibition or workshop information should be provided as soon as possible; local tour organizations and tourists view the gallery calendar well in advance to plan their visits.

STEP 4: The $300 Balance of the Gallery Rental Fee is Due 2 months prior to the scheduled rental week. A Member of the ArtSea Gallery Team will follow up with the Main Contact prior to the scheduled rental week.

• If you must cancel or re-book your gallery rental week, please contact ArtSea as soon as possible at artseagallery@artsea.ca, or through the Contact Us form on the website.

STEP 5: Ensure ArtSea Memberships are current for all participating members of the rental week. All participants must have a valid membership at least two months prior to the rental date (to coincide with payment of the Gallery Rental Balance).

• New ArtSea Memberships can be purchased through the ArtSea website. Memberships are valid for one full year from the date of purchase.
• Returning ArtSea Members will receive an automated email reminder to renew their membership upon expiry of their membership (365 days after purchase). The email includes an invoice and a link (button), which allows returning members to renew membership directly through our online payment system, The Square.

STEP 6: Plan the rental week and promotion of your show ahead of time and have fun sharing your work with the community!

Posters for ArtSea:

• Renters must provide one electronic poster. Posters should be submitted with the ArtSea Gallery Rental Application form. Updated posters or information can be submitted using the Update Exhibition/Workshop Details form on the ArtSea website (Gallery Rental page), or by emailing artseagallery@artsea.ca.
• Renters should provide two printed posters for display at the ArtSea Gallery, prior to the exhibition or workshop; one to display in the enclosed display case outside the gallery and the second for display in the Artsea area of the gallery.

Exterior Signage:

Portable yard signs are provided by ArtSea and are available for Renters to help draw attention to the gallery and their show. The signs measure 18” X 24” and are light-weight and portable with a metal “H” frame that must be pushed into the ground. This signage is not customizable and cannot accommodate exhibition information.

The Town of Sidney has bylaws pertaining to signage that is allowed near the ArtSea Gallery. The signs should be placed as follows:

Social Media

Send an email message to your personal contact list(s), and share your event through your own social media channels, including Facebook, Instagram, Twitter, etc. Don’t forget to share your post and tag local organizations or interest groups, which might include:

Online promotion:

Post your event information on community websites, for example:

Rack Cards and Posters in the Community:

Consider printing posters and/or rack cards and distributing them at the following locations:

ArtSea Community Arts Council

The ArtSea Gallery in Tulista Park

Download The ArtSea Gallery Logo (Jpg)

• Please do not recreate or distort logos (to change the size, please drag from the corner).
• Correct colours: Blue PANTONE 27257 UP, Aqua PANTONE 2275 C, Red PANTONE 186 C (or CMYK equivalent).
• A black and white version of the logo should only be used when colour is not possible.

ArtSea Gallery Rental Agreement – Page 1

ArtSea Community Arts Council is a charitable organization that works to ignite interest and appreciation for all forms of the arts and cultural activities on the Saanich Peninsula. ArtSea is fortunate to operate within the unceded territory of the Coast Salish People – within the traditional territory of the W̱SÁNEĆ Nation – Pauquachin,
Tsartlip, Tsawout and Tseycum peoples.

The ArtSea Gallery in Tulista Park is one of several programs that ArtSea presents throughout the year, and is an important connection point, and an accessible space for artists, visitors, and volunteers in our community. The gallery space is made available for arts and cultural practitioners to present their work, or to provide classes and
workshops. One‐week gallery rentals are open to all ArtSea Members; equity‐deserving individuals and groups are accepted and encouraged!

The ArtSea Gallery in Tulista Park is situated along the beautiful waterfront walkway in Sidney, BC
Hours: The gallery is open to visitors 7 days a week from 10:00am to 4:00pm.
Street Address: 9596 Fifth Street Sidney, BC V8L 1T3
Mailing Address: Box 2221, Sidney BC V8L 3S8
Email: artseagallery@artsea.ca
Phone number: 250‐656‐7400
Please note: The ArtSea phone is located in the ArtSea Administrative Offices and it is monitored by part‐time staff and volunteers; messages will be responded to as soon as possible.

ArtSea is able to provide the ArtSea Gallery space for our members and for the community, thanks to:

• A small group of volunteers that donates their own time to manage the planning, budgeting, maintenance, scheduling, coordinating, etc., that is involved with running the gallery. The gallery would not be possible without the valued contribution from the ArtSea Gallery Team and the volunteer Board of Directors.
• The Town of Sidney that leases the building to ArtSea and maintains the building exterior and property.
• Annual funding from the Province of BC, the Town of Sidney, and the District of North Saanich; ArtSea allocates a portion of this funding to support the operations and maintenance of the gallery.
• Grants received from local and regional foundations. ArtSea is dedicated to diversifying our funding sources and invests time to seek new and ongoing sources of funding to support ArtSea programs, including the ArtSea Gallery in Tulista Park.
• Donations and support from our wonderful community. ArtSea is a charitable organization and is able to provide a tax receipt for charitable donations in any amount. Cash donations made at the gallery, as well as donations made through the ArtSea website or through Canada Helps, are used to support ArtSea programs, including the gallery. Donations are always welcome from ArtSea Members and Gallery Renters to help support arts and culture in our community!