Artist Member Terms & Conditions

Last updated: 25th November 2025

These Terms and Conditions (“Terms”) apply to all Artist Members of Herts Visual Arts (“HVA”, “we”, “our”). Our community thrives on respect, collaboration, and mutual support. By joining as an Artist Member, you agree to follow these Terms in both spirit and practice.

Artists who act in accordance with these Terms are welcome in our community. Those who do not may have membership or participation suspended or refused.

1. About Us

Herts Visual Arts is a volunteer-run, not-for-profit organisation supporting and promoting artists across Hertfordshire.

Website: www.hvaf.org.uk

2. Artist Membership Overview

Artist Membership allows artists and makers who live, work or have connections with Hertfordshire to join our creative community.

Artist Membership includes:

  • An Artist Gallery on the HVA website
  • Access to local area meetings, specialist groups and other free member events
  • A Featured Artist article in Love Art magazine during you membership
  • The opportunity to take part in Open Studios (additional fees apply)
  • The opportunity to take part in HVA run events such as Big Art Fair, Artists & Makers, Big Makers Fair (additional fees and restrictions apply)
  • Free promotion of artist workshops and exhibitions on the HVA website, social media channels and Love Art magazine

HVA may update or enhance membership benefits from time to time.

3. Membership Fees & Renewal

  • The Artist Membership fees are as follows:
    • Standard – £50 per 12-month period.
    • Concessionary – £45 per 12-month period for those age 65 and above on date of payment
  • Fees are payable in advance and are non-refundable, except where required by law.
  • Membership will renew automatically unless opted our of at time of payment. Renewal reminders will be sent, and payment will be automatically taken from the same payment source at the beginning of the next 12-month period.
  • If membership lapses, your Artist Gallery and other content will be removed from the HVA website.

4. Artist Gallery and Content

You are responsible for creating and updating your Artist Gallery. You will ensure that:

  • All images must be your own, high-resolution, under your own copyright, and must not be composites (two or more images combined), advertisements, or images containing text.
  • All artwork and images must be suitable for a general audience, including children.
  • Your provide up-to-date contact information and functional links to website and social media accounts

5. Conduct & Community Standards

By joining as an Artist Member, you agree to uphold the following standards:

  • HVA is a supportive and collaborative community. Members are encouraged to support other artists in our community.
  • Treat HVA staff, volunteers, and members respectfully during all communications
  • Behave respectfully toward all other members
  • Public or private attacks on volunteers, organisers or other artists will not be tolerated.
  • Artists must not act in a way that harms HVA’s reputation.

HVA may cancel or suspend an artist membership if:

  • Complaints are received by members, volunteers or staff of HVA about the conduct of a member
  • Content uploaded to the website is considered inappropriate and against the values of HVA

No refunds of membership will be issued in the event of cancellation.

6. Volunteering

Herts Visual Arts is run entirely by volunteers on behalf of its members. We encourage all members to help before, during and after events, including:

  • Joining organising groups
  • Supporting with set-up and promotion
  • Helping fellow members

7. Event Terms & Conditions

To take part in any HVA event, you agree:

  • To be a fully paid-up Artist Member before booking.
  • All outstanding fees must be paid.
  • Your Gallery Page must be kept up to date and include at least one method of contact
  • All arrangements take place online via HVA emails, website information and online booking systems.
  • No paper forms or alternative payment methods are accepted.
  • You will read all event information, follow instructions promptly, and respond to HVA emails.
  • You will notify admin@hvaf.org.uk of any changes in circumstances.
  • Incomplete entries at closing date may be rejected.
  • HVA may edit or reformat your submitted content.
  • HVA reserves the right to accept or reject entries at its sole discretion.
  • Late entries (outside registration windows) cannot be accepted.
  • HVA is not responsible for any business or financial transactions arising from participation.
  • HVA does not act as an intermediary or agent for artists.
  • Event exhibitions are not sales platforms; viewers must contact artists directly.
  • You are responsible for the accuracy and suitability of all statements and content you upload.

In addition to the general terms and conditions. artists must agree to event specific terms and conditions.

8. Fees & Refunds

  • Membership and event fees are published on the HVA website.
  • Cancellation policies for events are published individually in the terms and conditions for each event
  • Fees and cancellation terms are non-negotiable.
  • Failure to follow application requirements or guidelines may result in an administration fee or prevent participation in future events.
  • All outstanding fees must be paid before taking part in any event.
  • All payments must be made via the HVA website.

9. Contacting Herts Visual Arts

HVA is run by volunteers, many of whom have full-time jobs.
We ask Artist Members to:

  • Carefully read the website and available documents before contacting us.
  • Understand that we cannot provide individual technical, English-language, or computer/device training.
  • Use friends, family, or other support for help with digital access.

If you need to contact HVA:

Artist Members are encouraged to use the PRIVATE Members-Only Facebook Group to seek support from each other.

10. Publicity, Images & Copyright

10.1 Accuracy & Responsibility

  • HVA makes every effort to ensure accuracy in materials but cannot be held responsible for omissions or errors.
  • HVA is not responsible for how third parties use information published as part of our events.

10.2 Image Use & Permissions

By submitting images, you confirm:

  • You own the copyright or have written permission from the copyright owner.
  • HVA may use your images for promotion and publicity.
  • Your images may be published on the website, in HVA marketing materials, and in third-party publications (including press).
  • Third parties may independently use these images.

You grant HVA and relevant third parties a worldwide, irrevocable, perpetual licence to use supplied images in print, digital media, publications, and for promotional purposes.

10.3 Images Taken at Events

You agree that:

  • Images of you or your work taken at events—including Private Views, previews, set-up or in-person gatherings—may be used for promotion.
  • If you do not want to appear in images:
    • Keep your video off during Zoom calls
    • Notify HVA in writing for in-person events

10.4 HVA Content Copyright

All website content, print materials, and other HVAF publications are copyright of HVAF and may not be reproduced without prior written permission.

10.5 Artist Promotion

Members agree to:

  • Promote HVA events and their own participation widely
  • Use official HVA branded materials where appropriate

11. Sponsorship

Artists are encouraged to help identify potential sponsors such as:

  • Galleries
  • Craft shops
  • Art supply stores
  • Course providers
  • Local venues

Potential sponsors should contact: admin@hvaf.org.uk

12. Insurance & Professional Practice

  • HVA insurance covers HVA-run events and activities undertaken on behalf of HVA.
  • HVA insurance does not cover:
    • Your day-to-day business operations
    • Activities in independent venues
    • Personal or product liability
  • Artists must ensure they have appropriate personal and public liability insurance and loss/damage cover.

13. Supporting Our Community

HVA is sustained entirely by volunteers. We welcome support in many areas, including:

  • Joining the Organising Group
  • Being an Area or Art Form Coordinator
  • Helping with events
  • Proofreading or sharing information
  • Supporting new members
  • Promoting HVA activities

To help, please contact admin@hvaf.org.uk.

Donations to support HVAF are appreciated:
https://www.hvaf.org.uk/donate

14. Agreement to These Terms

By joining or renewing Artist Membership, you confirm that:

  • You have read and understood these Terms
  • You agree to comply with all sections
  • You accept responsibility for your actions and content while participating in HVAF activities