PROPOSAL FORM: Once you have read the guidelines fill out this online proposal form.
Exhibitions, programs and events are considered by submitting proposals. Selections are based on artistic merit and pursuant to the AAAC’s intent to illuminate the breadth and depth of Asheville/Buncombe’s creative sector.
GUIDELINES FOR EVENTS
These guidelines are for performance artists (dancers, musicians, poets, etc.), workshop instructors, lecturers and others interested in hosting an event (whether one-day or recurring) at the Asheville Area Arts Council Gallery. Read below. You can also click here to download the AAAC Gallery EVENT GUIDELINES.
TABLE OF CONTENTS
(Click on a category to jump to information)
TERMS AND CONDITIONS
Our policies help assure proper maintenance, use and enjoyment of our facilities. We request your cooperation in adhering to our usage policies to ensure the preservation of this unique space.
Programs and events are considered by submitting proposals. Selections are based on artistic merit and pursuant to the AAAC’s intent to illuminate the breadth and depth of Asheville/Buncombe’s creative sector.
As the Asheville Area Arts Council Gallery is a flex-space, this application is a comprehensive explanation of how to apply and what to expect. Not all information may be relevant to your proposal. For the purposes of this document, the term “artist” may refer to any discipline, including but not limited to visual artists, musicians, dancers and other performers.
APPLY IN PERSON, BY SNAIL MAIL OR ONLINE
Fill out the online form or download & print the hard copy form (scroll up for both). If you have questions please email the Asheville Area Arts Council at (email@example.com). An interview may be necessary.
The Asheville Area Arts Council Gallery hours are Tuesday- Saturday 11am-4pm.
The Asheville Area Arts Council Gallery is located at 346 Depot St., Asheville, NC 28801.
Asheville Area Arts Council
PO Box 507
Asheville, NC 28802
Complete online application here.
ELIGIBILITY FOR EVENTS
The Asheville Area Arts Council Gallery event application process is open to community members who are 18 years or older. Youth proposals are welcome with a sponsoring member. Extra consideration will be given to programs and exhibitions that serve disadvantaged or under-served populations. Members of the AAAC may qualify for discounts on rental fees. Click here to learn more about membership.
FEES AND DEPOSITS
Hourly Rental Fees
Weekday Rental Fees: These rates apply only to use of AAAC gallery during the following times: Monday-Thursday 10:00am-12:00am
• $30 per hour for the event and $15 per hour for set-up and break-down.
Weekend Rental Fees: These rates apply to the use of the AAAC galery during the following times: Friday-Saturday 10:00am-12:00am
• $35 per hour for the event and $17.50 per hour for set-up and break-down.
Deposit. A deposit of $100.00 plus half (1/2) of the total rental fee must accompany the Contract (completed in full). The reservation deposit is used to reserve the space for the date of the function. The $100 security deposit covers any damage to the premises resulting from the rental up to $100. Any damages over $100 will be billed to the artist. If no damages are found after the event, the security deposit may be applied to the remaining balance for the rental or returned. Labor incurred by the AAAC to perform services otherwise the responsibility of the artist according to the Terms, Conditions, and Rules (incorporated herein) will be billed at $50.00 per hour.
Payment Type: All payments must be made in cash or check.
The AAAC Staff: All rental fees include a staff person from The AAAC to be present to assist with gaining access to the facilities for set-up and clean-up. The staff person will remain on the premises for the event to answer questions about The AAAC and ensure the Terms, Conditions and Rules of this contract are upheld.
Final Payment: The balance is due upon conclusion of the event. The final invoice will include the rental fee along with any additional fees resulting from damage or cleaning required after the event and the deduction of the security deposit, if applicable.
Cancellations: Cancellations must be made 2 weeks in advance for a complete refund of the deposit. Any cancellation made less than 2 weeks in advance of the date of the event will forfeit half (1/2) of the deposit. Any cancellation made during the week of the event will forfeit the entire deposit.
The artwork in the AAAC gallery, displayed or stored, shall not be moved without the express consent of AAAC staff. If it is necessary to move any of the existing art or furniture this must be arranged with a staff person. Part of the beauty of using the AAAC gallery as a venue is the uniqueness of the artwork present. The AAAC cannot guarantee a specific artist or work of art will be on display during any given event. Please note that the AAAC does not take requests in regards to the display of art.
AAAC will cross-promote opening receptions and other events via e-newsletter and social media promotions. All other promotions are the responsibility of the exhibiting party or parties. If you are creating promotional materials for your exhibit/workshop/program, please email firstname.lastname@example.org for the AAAC logo and other pertinent information for print materials.
The AAAC gallery is equipped with several electrical outlets and track lighting. Some A/V equipment is available for use with a small additional rental fee, including a PA system with a 4-channel mixer, microphones, a digital projector and screen, a basic light kit and some recording equipment.The AAAC gallery features a stereo system, featuring an iPod dock that may be used by the artist. AAAC staff will assist in setting up and maintaining the stereo system.
A/V equipment fee is $15/ hour. Members of the AAAC may qualify for discounted fees.
SET UP AND CLEAN UP
Access: A staff person will be available to open the facility. Please contact the AAAC (email@example.com) at least 4 days prior to your function to discuss time for access to the space.
Loading and unloading can be done from Depot Street in front of the gallery. Parking is available on the street and in several nearby lots.
Equipment and Supplies: Our staff is not sufficient to provide support services and/or equipment for events held here. Each group must assume full responsibility for providing support services, decorating, set up and clean up. Immediately following the function, clean up must include removing from the premises all items brought to the property. No items may be left at the property for pick up at a later time without the express consent of AAAC staff. The premises should be cleared within 1 ½ hours of the end of the event. Additional time on the premises will incur an additional fee based on the break-down rates mentioned below. Items in the offices, in the bathroom, on shelves or on display elsewhere in the AAAC gallery may not be used by the artist or the caterer under any circumstances.
All rental equipment must be delivered and picked up on the same day as your function. If you have extenuating circumstances and require an exception, you must have approval prior to the day of your function from AAAC staff. All rental vendors must be approved in advance by AAAC staff.
Clean Up: Clean up must include wiping down surfaces used during the function, removing all decorations and equipment brought to the property, and all trash. You must leave the AAAC gallery as you found it. Please notify a staff person prior to departing so they may do a walk through. All trash resulting from your function must be removed from the property on the day of your function – none may be left at the AAAC gallery. All food waste must be removed from the property at the end of the function. The artist and/or caterer are responsible for providing trash cans & bags.
Caterers: Caterers must have a valid caterer’s license. Prior to your function, the artist is responsible for providing the caterer with a copy of the “Terms for Caterers” (a separate document available by request). Caterers and/or artists are responsible for providing all tables, preparation tools, china, crystal, eating utensils, etc. Upon completion of your event, all items will be removed and trash removed from the premises. Any utensils, dishes, etc. in the cabinets, or on shelves in the AAAC gallery may not be used.
Live Music: A list of all equipment should be included in the application.
Recorded Music: A list of all equipment should be included in the application. If you need equipment, see A/V Equipment section of document for information about using our stereo system.
Alcoholic beverages are permitted but may be for sale with proper ABC permits and the express consent of AAAC staff. Any and all liabilities arising from consumption on the premises are the responsibility of the artist.
Decorations must be approved by the AAAC staff. Refrain from attaching any items to the walls, windows, doors or woodwork unless express consent is given. Any tables, equipment, etc. that are used must not be pushed up against the walls nor have bases or legs that may damage our floors. We request that the number of people decorating and arranging be limited to four. Parking should be off premises with the exception of loading and unloading. All decorations are to be removed from the premises immediately following the event unless other arrangements have been made in advance. We are not responsible for decorations left on the property after everyone has departed.
Moving existing furniture is NOT permitted unless express consent has been given by AAAC staff.
Nothing may be thrown inside the AAAC gallery.