Please review the Submission Guidelines below BEFORE completing the online submission form. All submissions are reviewed by the Board of Directors and selected based on the Gallery’s exhibition goals, available display space, and the overall balance of the exhibit.

Purpose

The South Lake Art League Gallery Art Display Program provides members with opportunities to exhibit and sell artwork in a professional, organized, and welcoming gallery environment. This policy applies to artwork displayed in the gallery outside of juried exhibitions, special events, or Board-approved shows.

Our gallery is dedicated to exhibiting original artwork that demonstrates artistic vision, quality craftsmanship, intentional design, and professional presentation. Our goal is to elevate the quality of exhibitions while continuing to support and encourage artists at all stages of their development.

Member Eligibility

Only current South Lake Art League members in good standing are eligible to submit artwork for consideration in the Gallery Art Display Program.

To be eligible to display artwork in the gallery, members must have completed volunteer service hours through gallery shifts or other South Lake Art League-approved volunteer activities.

Members earn display privileges at the rate of one (1) display space for each one (1) hour of volunteer service completed.

A maximum of four (4) display spaces may be used by any member at one time.

Display privileges are earned through volunteer service; however, display space is limited and participation is not guaranteed. Final acceptance and placement decisions shall be made by the Gallery Chairperson and/or Board based on available space, exhibit balance, and gallery needs.

The Gallery Chairperson may adjust display allocations based on available space, exhibit balance, and gallery needs.

Volunteer hours eligible for display privileges shall be tracked and maintained through official South Lake Art League records.

Artwork Eligibility

The South Lake Art League accepts original two-dimensional (2-D) and three-dimensional (3-D) artwork for consideration.

Eligible media may include, but are not limited to:

• Painting
• Drawing
• Printmaking
• Photography
• Sculpture
• Ceramics
• Fiber Arts
• Mixed Media
• Other original visual art media approved by the Board

All artwork submitted must be the original work of the exhibiting artist.

By submitting artwork, the artist certifies that they own all rights necessary to display and sell the work and that the artwork does not infringe upon the copyrights, trademarks, or intellectual property rights of others.

Artificial intelligence (AI)-generated artwork is not eligible for display.

Original photography is eligible for display and sale. Photographs may be offered as limited-edition fine art prints created from the artist’s original image. The edition size and print number (for example, 2/25) must be disclosed on the Artwork Submission Form and identification card.

Mass-produced reproductions, posters, giclées, and other reproduction prints are not permitted.

All artwork must be family-friendly and suitable for display in a public venue frequented by visitors of all ages.

The Board reserves the right to reject any artwork deemed inappropriate, unsafe, offensive, inconsistent with the mission of the South Lake Art League, or otherwise unsuitable for exhibition.

Presentation and Craftsmanship Standards

All artwork submitted for display shall demonstrate professional presentation and quality workmanship appropriate to the medium.

Artwork must be clean, complete, and ready for display. Artwork shall be free of dust, pet hair, fingerprints, smudges, stains, and other visible debris or defects that detract from its presentation.

Artwork must be submitted in display-ready condition and require no additional assembly, repair, cleaning, framing, or finishing by South Lake Art League personnel.

Frames should be selected to enhance and complement the artwork without distracting from it. Neutral frame finishes, including black, white, gray, natural wood, silver, and gold, are recommended.

Unframed canvases must have finished edges.

Frames, mats, and display components shall be clean, undamaged, and in good condition. Chipped, cracked, heavily scratched, warped, or otherwise deteriorated framing materials may be grounds for rejection.

Submissions may be declined for any of the following reasons:

• Visible adhesive, glue residue, tape, or unfinished attachment methods
• Damaged, warped, broken, stained, or deteriorated materials
• Dust, pet hair, fingerprints, smudges, or other visible contamination
• Exposed hardware, rough edges, splinters, or unfinished surfaces not intended as part of the artistic design
• Inadequate framing, matting, wiring, hanging hardware, or display supports
• Excessive wear, fading, discoloration, or deterioration that negatively impacts presentation
• Unstable construction or artwork that presents a safety hazard
• Three-dimensional artwork that cannot be safely displayed without additional support beyond normal display fixtures

The Gallery Chairperson and/or Board shall have final authority regarding whether artwork meets acceptable presentation and craftsmanship standards for display.

Artwork Size and Weight Requirements

Maximum dimensions for wall-mounted artwork: case-by-case basis – you will be contacted should we have any questions or concerns

Maximum weight for wall-mounted artwork: case-by-case basis – you will be contacted should we have any questions or concerns

Three-dimensional artwork must fit safely within designated display areas and shelving.

The Board reserves the right to decline artwork that exceeds available display space or presents installation or safety concerns.

Artwork Submission Requirements

Each artwork submitted for display must be accompanied by a completed online Artwork Submission Form.

A digital photograph of each submitted artwork must be uploaded with the online submission form.

Artists must also provide a brief artist biography of 100 words or less. The biography may be displayed alongside the artist’s work in the gallery and/or used in South Lake Art League promotional materials.

South Lake Art League reserves the right to edit artist biographies for grammar, spelling, formatting, length, and readability.

Appointments may be arranged for members who require assistance with online submissions or digital image uploads.

Submission of artwork does not guarantee acceptance for display.

The South Lake Art League reserves the right to decline any artwork based on space limitations, quality standards, safety concerns, or suitability for the gallery environment.

Artwork Submission and Installation

Artwork may only be delivered and installed on designated intake dates established by the Gallery Chairperson or Board. At least two Board members or designated representatives will be present during scheduled intake and installation periods.

Artwork shall be installed under the direction of the Gallery Chairperson or designated representative. Artwork may not be installed at any other time without prior permission from the Board President or Gallery Chairperson.

Artwork may not be displayed, moved, relocated, replaced, added, or removed without approval from the Gallery Chairperson, Board President, or Board. Artwork shall remain on display for the duration of the assigned display period unless sold or approved for removal by the Gallery Chairperson or Board.

Artwork Rotation

Artwork will remain on display for approximately 30 to 60 days unless otherwise directed by the Board.

Artwork shall be rotated out at the conclusion of each display period. The same artwork may not be displayed again within twelve (12) months.

Artwork sold during a display period may be replaced with another approved artwork, subject to available space and completion of all required submission procedures.

Artwork Identification

South Lake Art League will create a standard identification card for each accepted artwork.

The identification card shall include:

• Artist name
• Title of artwork
• Medium
• Sale price or NFS designation

For limited-edition photographs, the edition number shall also be included on the identification card. Identification cards will be attached using removable putty only. Tape or other wall-damaging adhesives may not be used.

Artwork must also contain artist contact information on the back of each 2-D artwork or hidden location on 3-D artwork.

Sales Procedures for Accepted Artwork

The South Lake Art League acts as the exclusive dealer and sales agent for all artwork displayed in the gallery.

Artists may not display personal business cards, promotional materials, marketing signage, QR codes, website addresses, social media information, or instructions for direct payment through services such as Zelle, Venmo, PayPal, Cash App, or similar platforms.

Artists may not sell, reserve, negotiate, or otherwise arrange direct sales of artwork displayed in the gallery outside of the South Lake Art League sales process.

All sales transactions must be processed through South Lake Art League.

South Lake Art League will collect and remit all applicable sales taxes in accordance with state and local regulations.

Any applicable processing fees, transaction fees, sales taxes, or other required deductions shall be deducted from the gross sale amount prior to calculating commissions.

The remaining net proceeds shall be distributed as follows:

• Artist: 80%
• South Lake Art League: 20%

Artist payments will be issued within fifteen (15) days following receipt of payment and completion of processing by check or direct deposit.

Commission percentages may be modified by Board action with notice to members.

When artwork is sold, the artwork identification card shall be retained with the sales receipt and payment documentation.

Photography and Promotional Use

By submitting artwork for display, artists grant South Lake Art League permission to photograph, reproduce, and use images of submitted artwork for promotional, educational, archival, website, social media, newsletter, and marketing purposes without additional compensation.

Copyright ownership of the artwork remains with the artist.

Administrative Requirements

Artists exhibiting artwork may be required to complete and submit:

• Gallery Display Agreement
• Liability Waiver
• IRS Form W-9
• Direct Deposit Form
• Current Contact Information Form

Artists are responsible for maintaining current contact information with South Lake Art League and notifying the organization of any changes.

South Lake Art League shall maintain records of artwork submissions, sales, and artist payments.

Year-end tax reporting shall be completed in accordance with applicable federal and state requirements.

Display Count and Shelving

Shelving units used to display three-dimensional artwork count as one display space.

Multiple items displayed on a shelf are considered part of that shelf allocation.

The Gallery Chairperson may make adjustments to display allocations as necessary to accommodate space limitations and maintain a balanced presentation.

Artist Responsibilities

Artists are responsible for ensuring that artwork is display-ready and professionally presented.

All wall-mounted artwork must have appropriate hanging hardware installed prior to submission.

Sawtooth hangers are not permitted.

Artists are responsible for maintaining accurate pricing information and notifying the Gallery Chairperson of any requested changes.

Artists shall comply with all gallery policies and procedures.

Liability and Artwork Pickup

Artists exhibit artwork at their own risk.

While South Lake Art League will exercise reasonable care in handling displayed artwork, South Lake Art League, its officers, directors, volunteers, employees, and representatives shall not be liable for any loss, theft, damage, deterioration, or destruction of artwork for any reason.

Artists are encouraged to maintain their own insurance coverage for displayed artwork.

Artists are responsible for picking up artwork within seven (7) days following the end of the display period.

Reminder notices may be sent as a courtesy but are not guaranteed.

Artwork not claimed within fifteen (15) days following the end of the display period shall be considered abandoned property and may be handled at the sole discretion of South Lake Art League, including donation, disposal, or sale.

Any proceeds resulting from the sale of abandoned artwork shall remain the property of South Lake Art League.

Board Authority

The South Lake Art League Board reserves the right to approve, reject, relocate, remove, or otherwise manage artwork displayed in the gallery to maintain a professional, safe, organized, and welcoming exhibition environment. The Board reserves the right to make reasonable exceptions to this policy when doing so serves the best interests of the organization and the gallery program.

Interpretation and Amendments

The South Lake Art League Board shall have final authority regarding interpretation and enforcement of this policy. The Board reserves the right to amend this policy as necessary to support gallery operations and further the mission of the organization.

Complete the Submission form here