Information For Exhibiting Members

Please see below for information on Exhibition Conditions of Entry and Stewarding.
Please read these Conditions of Entry as submission of work implies their acceptance.

Exhibition Conditions of Entry


To ensure work is accepted for exhibition, it is mandatory for entrants to help steward the show.
Every exhibitor will need to steward for a minimum of 3 separate time slot sessions. We need at least one person per session, in the first instance, in order to be able to cover the entire exhibition. If you can bring along a friend / partner to your duties, that would be very helpful, too, and if you are able to do more than three separate duties, please feel free to offer!

The rota will be finalised when artists deliver their work. To avoid clashes, try to have several dates in mind. If you’d like to familiarise yourself with everything you need to know about stewarding beforehand, go to the Exhibition section of the website.

If you are not delivering your work, you can prebook your stewarding. To do this, go to the WVAS website to view the latest version of the stewarding rota and then email Keith Aldridge on with your preferred times from the available slots. The online rota will be updated daily.

Copies of the rota will be available at the Private View and during the exhibition – if you need to change your duty slot, it is your responsibility to arrange an exchange with another member.

Number of Entries

An extra work may also be submitted for the appropriate section of the exhibition, as shown below. Maximum one NFS entry.

Spring Exhibition only— Theme, to be notified near the time.
Autumn Exhibition only— Small ‘affordable art’. To qualify, all paintings, prints or drawings must be contained within frames with outside edges measuring no larger than 11” x 9” (28cm x, 23cm). Sculptures are limited in size to no more than 8”x8”x8” (20cm x 20cm x 20cm). All Small Works must be priced at £75 or less.

Browsers: Items for the browsers may only be lodged by those artists who are submitting artworks for consideration by the selection panel. These are restricted to works on paper or thin card, but they should be well presented ie: mounted and cellophane wrapped. Please stick labels showing the artist’s name, name of the work and the price (if for sale) on the rear of each item.
Please list all browser items on a separate piece of paper, together with prices and your name and lodge this with the organisers when you bring work to the gallery. These pictures will not be selected or catalogued. Normal commission is charged on sales.


Pictures will only be accepted for selection if they are properly and securely framed, with a cord tightly stretched across the back using D- rings or small screw eyes. Clip frames are not acceptable. Paintings without frames (ie. stretched canvases without nails or staples showing and the painting continued at the sides) may be accepted if the selection committee agrees they meet the required standard. Conventional picture glass should be used for all glazed work.


Etchings, lino prints, screen prints and collographs are accepted as limited editions, carrying a description of the print process used. Machine -produced copies, such as giclee prints, will not be hung but may be placed in the browsers. Prints generated by the artist using a computer may be submitted for hanging provided the way the print was made is clearly shown on the label.
Bearing in mind that we are not a photographic society, the committee has confidence that the exhibition selection committee will make the correct decision where photographic images are concerned.


Each entry must bear two labels. One label must be stuck to the back of the picture and state title, medium, price, artist’s name, address and telephone number.
The second label is used by the hanging team to identify work for the catalogue once it has been hung. It should be not less than 2”x3” and should show the title and artist’s name printed clearly. Attach it to the hanging wire on string or wool so that it shows below the picture when hung.

Sculpture labels

Please label sculptures underneath and also tie on an easily removable label.
For the selection process — To maintain entrant’s anonymity, any signature on your work should be covered with a removable strip of masking tape or similar.


It is a explicit condition of WVAS exhibition entry and participation that each submission is the artist’s own original unaided work and not copied, in whole or in part, from any other artist or professional photographer. Artists must also certify that the works have not been exhibited previously at a WVAS exhibition.


The copyright of all work will be retained by the artist, but unless the artist indicates in writing otherwise, exhibited works may be photographed without fee for use by the Society or Press in connection with the exhibition.


A commission of 20% will be charged on sales, (whether the sale is arranged between the artist and the buyer or the steward in charge of the exhibition). An extra 1.69% will be levied for credit card purchases. Paintings may not be collected until the end of the exhibition. Any arrangement for delivery has to be made between the artist and purchaser.


Every possible care will be taken of works submitted, but neither the Society nor the Stamford Arts Centre Management will hold itself responsible for any loss or damage. The gallery bar may be open at times we are unaware of and therefore not stewarded.

The Society does not have any storage space for members’ work so it is important that artists remove any pieces not displayed at the Private View (if not collected they will be left behind the stewarding desk) and remember to collect their work at the end of the exhibition.

This information is also available on the website Any further queries, please contact Sue Bagshaw on

Daily Guidance Notes For Stewards

ON ARRIVAL (First stewards of the day)

  1. Pick up cash box and card machine from Arts Centre Front office. Inside it there will be the previous day’s receipts (credit card receipt, cash and/or cheques) and the Daily Sales Receipts sheet.
  2. These will be collected by the Treasurer or other committee member for banking. Ensure the cashbox is secured to the stewards’ table with its chain.
  3. Please take out new Daily Sales Receipts Sheet from the pack and enter that the date in the top right hand corner.
  4. Take wooden exhibition noticeboards and fix to wall hooks either side of the Arts Centre entrance

DURING THE DAY(all stewards on duty)

  1. At the start of your shift, please spend time reading the notes on Artwork Sales – Your step by step guide so that you can deal confidently and quickly with would-be purchasers. Also familiarize yourself with the Guide to Credit Card Sales
  2. Please wear your name badge during your shift. If your fellow steward does not turn up, please try to contact them (numbers may be listed on the Stewards Roster sheet) to determine the cause.
  3. Ensure the Visitors book, exhibition catalogues and Do You Love Art promotional leaflets are displayed on the stewards’ desk
  4. To deter would-be thieves, stewards should move round the gallery space from time to time, particularly when the gallery is crowded.
  5. Engage verbally with visitors and encourage them to vote for their favourite artwork. The voting box should be positioned prominently. Ensure there are plenty of blank voting slips next to the box plus pens for visitors to use. Spare voting forms are in the folder
  6. Mark off visitor numbers in the visitors book
  7. In the event of encountering a problem you feel you cannot resolve, contact one of the following:

    Exhibition Secretary – Sue Bagshaw 0780 106 3008
    Barbara Allen 01780 765480
    Teresa Sands 01780 767138
  8. Please ensure that entries in the Stewards comments Book are legible and that full contact details are logged for visitors who leave queries, so that exhibitors or committee members can respond.

END OF THE DAY (Last stewards on duty)

  1. All monies collected during the day should be placed with a Daily Sales Receipts Sheet, in the cash box. Leave the cashbox and card machine (turned off) with the Arts Centre front office for collection by the WVAS Treasurer
  2. Bring advertising boards back into the gallery and place behind stewards’ desk
  3. Bolt the gallery door and tell Arts Centre staff you are leaving so the alarms can be re-set.

Artwork Sales – A Step By Step Guide

Each sale must be entered into the Sales Invoice Book and listed on the daily record sheet.

Customers can pay in full or a 20% deposit (balance payable on collection). NB No deposit – No sale.

When a customer pays the balance on collection, the balance just needs adding to their existing order in the Sales Invoice book.

Sales invoice book

  1. Check the cardboard barrier sheet is in place (between the YELLOW & WHITE sheets) BEFORE filling out a new invoice. Write firmly and clearly WITH A BIRO to ensure duplicate can be easily read.
  2. Please ask the buyer if they would like to be informed of future events and make ensure they have read the notice regarding Personal Data
  3. On completion of paperwork, give the buyer the YELLOW copy . Leave the other copies in the book.
  4. Please use a separate sheet for each sale.
  5. Payment can be made by cash, credit card, BACS or cheque (Ensure cheques are made payable Welland Valley Art Society)
  6. After every financial transaction, enter the details on the Daily Cash Sheet.
  7. Once the sale is complete, please affix a red dot to the work in question and mark it as sold on the browser list or master catalogue

Collection of sold artworks

NB Inform the buyer they MUST bring the YELLOW copy with them when they collect their work, as proof of purchase. Tell the buyer where and when they can collect their artwork. Collection of purchases is between 1pm and 5pm on the last day of the exhibition.

If they cannot collect the artwork at the end of the show, they can email to contact the Exhibition Secretary, in advance, who will contact the artist to make alternative collection arrangements.

Collection of browsers

Browsers may be taken immediately on full payment