HEMET VALLEY ART ASSOCIATION, INC.

GENERAL GALLERY RULES AND PROCEDURES

NOTE: The following rules and requirements are furnished for all HVAA mmbers.

GALLERY STAFFING

The Hemet Valley Art Association, Inc. (HVAA) is a non-profit, incorporated organization. The HVAA Gallery is open to the public five days a week (Tuesday through Saturday), from 10 a.m. to 4 p.m. Normally this is accomplished on a shift basis with members manning the Gallery in three-hour increments., i.e. 10 a.m. to 1 p.m. and 1 p.m. to 4 p.m. All positions associated with the Gallery are filled by volunteers on an unpaid basis. Depending on circumstances (to be determined on a year-to-year basis) the HVAA Gallery may be operated on a curtailed schedule (12 noon to 4 p.m. weekdays) during summer months.

Hosts:

All members who hang or display their art will be required to sit one half a day (3 hours) a month. The Gallery Director(s) must be notified of any change to the sitting schedule. Rules for Hosts are included in membership packets and may be found on the Host's desk. There must be no eating at the desk. Hosts may go into the workroom to eat and are asked to take their litter away with them. Hosts must not attend a class while sitting. New members are asked to attend an orientation meeting to familiarize themselves with Host duties and the Gallery. The time and date will be advertised in the monthly HVAA newsletter, The Palette.

CALENDAR:

The Gallery Director(s) will be responsible for keeping and maintaining the Host's Calendar to ensure that the Gallery is adequately staffed during all open hours. The Gallery Directors) will create and maintain a list of members who can sit as host in an emergency. Only members of the Association can host the Gallery.

 GALLERY KEYS:

Only members of the Art Association Board of Directors and instructors are permitted to have keys to the Gallery. Keys will not be given to another person without the approval of the Gallery Directors or Association President and must be signed for.

INSTRUCTORS:

All individuals instructing classes at the Hemet Valley Art Association's workroom must be HVAA members. All instructors must sign a contract with the Association stating that they are aware that all HVAA mailing lists, referrals and contact lists generated or provided by the Association remain the property of the Association and must be returned. In addition, all said lists are not saleable or transferable to other art associations, agencies or individuals without the express permission of the HVAA Board of Directors. Further, such lists may never be utilized for personal gain nor for any other promotion not connected with HVAA activities. Instructor applicants will be advised that the Association does not supply classroom materials (except for children's classes) nor does the Association collect student fees. Further, it is the responsibility of the individual instructor to submit gallery fees to the Treasurer at the end of each class session. All instructors should encourage their students to participate in hanging competitions and other Gallery activities. A listing of current students in all classes and contact information will be maintained within the Gallery. In the event that a class sessions) or other class activity is canceled for any reason it is the individual instructor's responsibility to notify all students slated to attend.

PAINTINGS:

 HVAA artists (in all media) may show and win ribbons with entries in their category (see point system) as well as miniature and special subject categories.

PHOTOGRAPHS:

Photographic prints may also be shown in each of four categories (see point system).

NUDITY:

Nude subjects, in paintings, photographs and sculpture, may be entered in competition or hung on members panels, providing they are in good taste. The Gallery Director and the Gallery Committee will have final say on their approval or disapproval. (Note: the Gallery Committee is comprised of change of paintings day volunteers who manage the payment of fees, monthly paperwork and the workflow of art to the Gallery for hanging.)

EXHIBITION MONTH: This period will run from each change of paintings day (usually the first Monday of the month) through to the following change of paintings day. In general, all exhibited art or photographs must remain on display during the entire exhibition month.

GALLERY FEES AND COSTS:

Fee schedules for all HVAA classes and workshops shall be set by individual instructors. Instructors shall remit 20% of the total fee to the Treasurer. Based on HVAA needs and local or current economic trends, all fees and other set dollar amounts covered in these Rules and Procedures must be considered as being flexible. Standing fees and costs, therefore, may be increased or decreased by simple majority vote (51 percent or more of members attending) at any scheduled or emergency Board meeting.

BASIC PRICING OF FOR SALE ITEMS:

All prices on items listed for sale within the HVAA Gallery shall be set by the originating artist or photographer.

FEATURED ARTIST:

Any member of HVAA may, at his/her choice, apply to become the Featured Artist for an exhibition month. The Featured Artist display area shall consist of 4 panels (grids) in a prominent gallery location. Yearly applications for Featured Artist may be made beginning January first of each year through the Gallery Director(s). Cost per month is $60.00 Featured Artists may, with the cooperation of the Gallery Director(s), pay for and host an artist's reception in the HVAA Gallery. All artwork or photographs on the Featured Artist's panel must remain for the full exhibition month.

REGULAR PANEL RENTAL:

HVAA members may rent individual panels for display of their artwork or photographs. Rental costs for one exhibition month for large panels, $30.00,  medium panels $20.00 and small panels, $10.00. To guarantee a panel rental and a panel position within the Gallery, panel rental fees must be paid at the time of scheduling by the individual member. Class sponsored and instructor facilitated panels will be paid for as they occur. All panel rental fees are non-refundable. Rental may also be split among two or more members. While there is no basic size limitation for art or photographs hung on large rental panels, they may not exceed the size of the panel (grid) itself. All exhibited art or photographs must remain in place for the entire exhibition month. Exhibiting individuals are responsible for properly identifying their work, including the price and contact information, on a card placed in plain view on their work.

BASIC PANEL USAGE:

As a courtesy to other HVAA members, the reservation of panels in the Gallery is limited to 3 consecutive months. Members must let at least one month lapse between applications for these exhibition spaces. The Gallery Director(s) will maintain a usage schedule for all Gallery rental panels.

OTHER RENTAL FEES:

PRINTS: All prints not framed are to be in suitable sleeves. Print racks are available for $5.00 per exhibition month for a 20" space.

STANDING RACKS: Racks are available for unframed art at $5.00 per exhibition month.

CARDS: The card rack has a $5.00 fee per exhibition month per artist charge.

PEDESTALS: Rental per exhibition month for each pedestal is $5.00.

OTHER DISPLAYS: Monthly rental for other displays is $5.00.

 SOLD ART AND PHOTOGRAPHS:

The Gallery Director(s) or Sitting Host will ensure that all checks for sold items are made out to HVAA. HVAA receives a 30% commission on all sold art over $10 and 10% on sales of $10 or less which includes the collection of State and Local Sales Tax.

 HANGING REQUIREMENTS:

Paintings and photographs must be hung with multi-strand wire and metal "D-Ring" hangers (see illustration, last page) and must be properly framed (unless a wrap-around canvas or photograph is employed). The Gallery Directors and Gallery Committee have the final say on approval or rejection of any artwork or photograph, based on hanging requirements and tasteful subject matter.

 COMPETITION RULES AND REQUIREMENTS:

All HVAA artists and Photographers in good standing are eligible and encouraged to enter the monthly competitions for Best of Show and other ribbon awards. Those showing may enter more than one painting or photograph in a category but can only win one ribbon in that category.

RELEASE OF LIABILITY FORM:

All HVAA members submitting art in any competition whether monthly, special or for the Member Panel will be required to sign the Release of Liability form at the time of submission unless they have already done so. Any non-member submitting art for special competitions or for a guest panel will be required to sign a Release of Liability form.

RIBBON COMPETITION:

Paintings and photographs submitted for ribbon competition may not exceed 36"x48". Paintings and photographs must be properly framed and ready for hanging. All items must have artist's name, telephone number on the back.

ABANDONED PROPERTY:

Any item placed in the gallery for competition, display or sale that remains unclaimed by the owner after a period of 90 days shall be considered as abandoned property. Every effort to locate the owner of said property shall be extended by HVAA staff members up to and including notification of the individual by U.S. registered mail. If notification proves unsuccessful said items) become the property of the Association and may be disposed of in any manner the HVAA Executive Board decided.

JUDGES:

Judges for HVAA ribbon competition are local art teachers, business professionals with art related backgrounds and non-active HVAA members (no entries in ribbon competitions or grid rentals). Judging normally takes place on the afternoon of the first day (change of paintings day) of the exhibition month. The Gallery Director(s) will thoroughly brief the judge of the month on how the Association operates and the Association point scoring system. The Gallery Director(s) and Gallery Committee members retire to the HVAA workroom while the judge is given sole access to the gallery to make and document his/her decisions. Upon his/her submission of the winners' list to the Gallery Director(s), he/she and Gallery Intake Committee members check it to ensure that no one has won more than one ribbon in any given category. Should this occur, the judge is asked to make another choice. 

BEST OF SHOW:

Only original art or photographs can qualify as Best of Show. Non-original at and photographs may not qualify for Best of Show. 

 BEST OF SHOW WINNERS DISPLAY:

One panel (grid) readily available through the front windows of the Gallery shall be reserved to display the winners of the Best of Show entries in both the art and photographic categories.

WINNERS:

No one can win more than one ribbon in each category. Any painting or photograph that has won a blue ribbon (First Place) or Best of Show cannot ever be entered again for monthly competition but can be hung for sale. When a painting or photograph is chosen Best of Show, the other winning entries in that category will be moved up one place.

WINNER'S LIST:

The Gallery Director(s) give the list of winners to the editor of the HVAA newsletter, the Palette, and may coordinate a ribbon presentation or social function, and oversees the printing of hanging art identification cards by the Association Scribe

POINT SYSTEM:

HVAA has adopted the point system commonly used in many other galleries to keep cumulative account of individual winners in the many categories of submission. Points are awarded in the following manner: Best of Show, 6 points; 1ª place, 4 points; 2ndplace, 3 points; 3 place, 2 points and Honorable Mention, 1 point.

ARTIST AND PHOTOGRAPHER OF THE YEAR:

 A 12-month cycle, December of the current year through November of the following Year is used to compile the points totals for selection of artist and photographer of the year honors.  First, second and third place selectees shall be chosen. Ending the cycle in November allows time for the selection of the recipient of the Richard Dana Outstanding Member Award and the purchase and engraving of individual awards and trophies presented during the December general meeting and luncheon.

MINIMUM NUMBERS FOR COMPETITION:

The minimum number of entries needed for judging in each category will be determined by the number of artists entering, not the number of paintings or photographs. Numbers criteria is as follows: 4 (or more) artists: 4 ribbons, 3 artists: 3 ribbons, and 2 artists or less, no ribbons.

PHOTOGRAPHY POINT SYSTEM and CATEGORIES:

Photography is subject to the same point system as other Gallery works (paintings). Photographic prints may be shown in each of five categories: Any Place/ Anything, Living Items, Digitally Altered, Black & White and the Special Monthly Theme. NOTES: (1) The Photographic Monthly Theme shall be the same as the Special Theme for paintings. (2) Special Theme, Any Place/ Anything, Black & White and Living Items photographs may be prepared with the use of minimal digital enhancement (sharpening, saturation, lightening darkening, etc.). Digital art photographs, for Association purposes, are interpreted as anything done to a basic or traditional photograph utilizing a computer program or programs that changes its appearances in an obvious manner to any viewer.

TWO DIMENSIONAL PHOTOGRAPHS:

All photographs submitted for monthly ribbon competition must be two dimensional (2D) or altered by no more than one medium or raised surface. Any photograph modified with two or more mediums (over painting, collage, etc.) will not be accepted in any photographic category. Such amended photographs may be entered in a fine arts category such as mixed media.

MINIATURE CATEGORY PAINTINGS:

The maximum size of any miniature painting shall be no more than 16 inches measured diagonally corner to corner, including frame.

EXHIBIT PHOTOGRAPHY PROHIBITED:

All photography of any items on display for competition, show or sale within the HVAA Gallery is strictly prohibited unless specific permission to do so is given by the item's creator. Photo restrictions must be observed to protect the artist's automatic copyright of each display item.

YEARLY AWARDS:

Yearly awards will be presented by the Association during the closing General Meeting (usually a luncheon) of the year. The awards, in the form of trophies, will include presentations to the Artist of the Year, the Photographer of the Year and the Richard Dana Outstanding Member of the Year. Artist and Photographer of the Year winners shall be ascertained by their total points accrued during the preceding 12-month period. The Dana Award will be presented to the individual who has done the most to further the aims and goals of the Association. Nominations for the Dana award may be made by any member of the HVAA. Standing or perpetual trophies listing the names of the winners in each of the three winning categories will be maintained within the Gallery showroom.

ETHICS:

HOST CONDUCT: Volunteer hosts should greet each person coming into the Gallery by acknowledging their presence. Individual artist's work is respected when being viewed by the general public and is never criticized by the Host. The Host promotes all work equally and does not redirect the viewing public.

PAYMENT OF COMMISSIONS:

Artists and Photographers are paid by the treasurer for all sales minus the appropriate 10% or 30% commission from which the gallery will also pay appropriate local and state sales taxes.

INDIVIDUAL RESPONSIBILITIES:

Paintings and photographs submitted for judging or viewing may not be removed (until the end of the display month) from the gallery by their owners without the Gallery Director's approval. If a painting or photograph is sold, the creator thereof may replace it with another like item.

HVAA FINE ART CLASSIFICATIONS & CATEGORIES:

OILS & ACRYLICS (OA) Oils are the old standard of pigments mixed with oil to create the medium. Acrylics are many times confused with oils but they use much newer pigments and generally can be thinned with water. Sometimes having more vibrant colors.

WATER MEDIA (WM) Original watercolors and gouache, done on paper or watercolor canvas, and placed under glass/Plexiglas in the manner of a watercolor. This media is considered non-permanent as it can be manipulation or modified after it has dried. Pen and ink embellishments on these medias are acceptable as long as they are not the main focus of these presentations. Otherwise, they may be considered Mixed Media.

PASTELS AND DRAWINGS (PD) Original works in soft (or oil) pastel, or original drawings using charcoal, pencil, pen and ink, or other drawing materials or combinations thereof. Work should be under glass and properly framed. Watercolor washes, or similar techniques are not allowed and should be presented as Water Media. This category/classification also includes all other types of non-brushwork (drawing) applications, including the previously defined and categorized area of

Digital Fine Art. Digital Fine Art is defined as works which begin as computer generated images or scanned artwork which have been altered to resemble another medium. but without brushwork applied. Simply stated, this is drawing on a computer and printing the image.  

MIXED MEDIA AND COLLAGE Original works employing more than one medium and water media painted over fabrics or other materials to achieve textures and effects. This media includes materials such as beads, rice paper; newspaper, photographs, cloth, string, tiles, etc. adhered to a flat surface. Mixing two or more media from the same category does not constitute mixed media. Example: watercolor and thinned acrylic. Readymade craft items, such as toys, objects, etc. should be discouraged as this does not constitute original art. Mixed media is inclusive of Collage, raised relief (non-3d) art, Wood burning. The maximum weight for wall hung mixed media specifically 2-dimensional relief work, sometimes referred to as wall sculpture, is 15 pounds.

SCULPTURE :(S) Original three-dimensional artwork. This type of work is presented in- the-round and can be seen from all sides. Bas Relief is sculpture that hangs on a wall, usually having one flat side. It is classified as Mixed Media and will not be entered as sculpture. Sculpture is defined as a work of art produced by carving, casting, modeling or construction. Materials used might be traditional such as stone, wood, clay, metal and glass or less traditional materials such as plastics, paper, gourds or cardboard. All sculpture must be original and not cast or created from pre-formed molds or forms. 

MODERNISM/ABSTRACT/POP (MA) Open to all Media. This category, like Mini and Special is not restricted by media, but is focused on schools of art that encompass such schools as modernism, interpretive impressionism, pop art, abstract, cubism, etc.  

SPECIAL. This category is open to all media except sculpture, which stands alone. The Special category is defined as entries that specifically address the predetermined subject matter of the month. The subject matter designations are assigned by the Gallery Director each December and represent a different subject each month of the year.

MINI  is not restricted to subject matter or medium. It is restricted by size, where the framed work must not exceed 16 inches measured diagonally from corner to corner.

NOTE: The maximum weight for wall hung works is 15 pounds. All artwork that is to be hung must conform to the rules of size, hanging fixtures, and framing as defined in the by-laws.