Regional Exhibition Guidelines & Resources

SAQA has a very robust regional exhibition program which expands the variety of exhibition opportunities available for our members. Each region is responsible for handling the details of their regional exhibition, from developing the theme, issuing the call for entry through planning the traveling schedule.

Even though regional exhibitions are separate from the Global Exhibition program, it is important to follow the guidelines outlined below. This applies to juried exhibitions as well as non-juried showcases and regional trunk shows - all types will require approval. This ensures that each region has a well-thought-out plan for the exhibition and a consistent level of professionalism is maintained from initial planning to final completion.

Not a Regional Rep? If you are interested in coordinating a regional exhibition in your region, please make sure you contact your Regional Rep first.

Exhibition Guidelines

PROPOSALS

The first step in planning a Regional Exhibition is to develop your Exhibition Proposal (downloadable form), which will help pull together all the necessary details. In addition to defining the requirements of the call, you will need to find an appropriate venue (or venues) and develop a budget. The final step is to get your proposal approved by the Regional Exhibition Coordinator.

If you have any questions about completing the proposal form, please contact the Regional Exhibition Coordinator at regionalexhibit@saqa.com.

  • Regional Representatives (or their agents) must file a proposal at least four weeks in advance of issuing the call for entry.
  • Only approved regional exhibitions will be allowed to use the SAQA name and logo in their exhibition title and have access to publicity materials.
  • Approved regional exhibitions will also have access to SAQA’s umbrella insurance coverage
  • Please note, SAQA does not award prizes, monetary or otherwise for regional or global exhibitions

Regional Exhibit Proposal blank (doc)

 

VENUES

Prior to approaching a venue, send your list of potential venues to repscoordinator@saqa.com for approval. This is to avoid conflict with the SAQA Global Exhibition venues.

It is important to choose suitable venues that will display the artwork in a manner that is consistent with the professionalism of our members. Venues should provide adequate insurance and appropriate security.

Each region will negotiate fees and commissions with its venues individually. Only the venue is allowed to take a commission, at an amount to be negotiated with the regional representatives or their agents, and not to exceed 50% of the sale price.

SAQA will take NO commission on the sale of works, and neither can the regions, regional representatives or their agents, curators, or any other persons involved in the development or organization of the exhibition.

Regional representatives or their agents should strongly urge the venue(s) to enter into a contract with each artist (with the assistance of the regional representatives or their agents). As each region will act autonomously in their dealing with the venue, any issues that arise involving the sale of works will be the responsibility of the region.

When an exhibition is not on display, you must ensure that all artwork is stored and transported securely.

 

INSURANCE

SAQA has an insurance policy on behalf of the artists in SAQA exhibitions, including approved regional exhibitions. SAQA will arrange to provide insurance for the artwork during the exhibition and while it travels until it is returned to the artist. We do require our exhibiting venues to carry their own insurance as well.

To obtain insurance coverage, the curator must send a list of works and their values to the Regional Rep Coordinator, repscoordinator@saqa.com after the exhibition has been selected.

The manner in which the art will be insured should also be clearly stated in the prospectus so that individual artists can purchase their own insurance if needed.

 

JURORS

If a juror is used, he or she must be independent of the exhibition. They must be from outside of the region, or if in the region, they should not be a SAQA member. The juror(s) should be identified in the prospectus and a brief biographical statement included. The Regional Exhibition Coordinator will recommend a qualified juror upon request.

If a juror honorarium is required, it must be included in the budget. Requests for juror payments can be made online at: www.saqa.com/accounting.

 

ELIGIBILITY

The call for entry must be open to all SAQA members in the region(s). Membership must be current as of the call for entry deadline. The inclusion of members in other regions (or who have your region selected as a second region) is at the discretion of the regional exhibition committee. 

To ensure that all entries are juried equally, invited artists MUST be stated in the prospectus and juror artwork on display should be identified clearly as such.

 

CALL FOR ENTRY / PROSPECTUS

After the Exhibition Proposal is approved, a Call for Entry Prospectus will need to be created. The prospectus will inform potential applicants about the exhibition requirements such as:

  • Overview of exhibition theme/concept
  • Juror Information (and brief bio)
  • Policies and Guidelines
  • Entry requirements for applicants
  • Important dates
  • Entry Fee

Sample versions of prospectuses are included below - you can also view current ones on the Regional Call page.

Once your prospectus is complete, complete the online submission form. Or you can send the Prospectus (in either DOC or PDF format) to the Regional Rep Coordinator, repscoordinator@saqa.com.

Please send the prospectus to SAQA before promoting the call to your members. This ensures that it is also available on the website – not everyone in your region will read their emails or visit a blog/Facebook page.

When your call opens, confirm that the entry fee is available in the SAQA Store (www.saqa.com/fees). You will also receive information from SAQA about how to view payments made for the entry fees.

 

ONLINE CALL FOR ENTRY SYSTEM

If your region is interested in using the SAQA Call for Entry system for your approved regional exhibition, please contact info@saqa.com for instructions and training.

Two options are available:

  • Submission Form Only ($75)
  • Submission Form and Airtable integration ($200)

You do not have to use the SAQA Call for Entry system. Other options are available.

 

BUDGET AND MONEY MATTERS

Regions must include a proposed budget as part of their Exhibition Proposal. Regional exhibitions must be self-funded – basically, exhibition expenses should not exceed income (entry fees and sponsorships).

Prior to seeking sponsors (using sponsors is optional), send your list of potential sponsors to repscoordinator@saqa.com for approval to approach them. This is to avoid conflict with all SAQA requests for sponsors.

Regional grant funds are available for the approved regional exhibitions – this requires the completion of a grant application and review by the SAQA grant committee. Contact grants@saqa.com for more details.

It is expected that regions will maintain accurate financial records of all receipts and expenditures and be prepared to share the records with involved parties. Regions must also keep accurate records of the exhibition artwork (artist contact information, title, and value of each artwork) as well as the venue(s) location and exhibition dates.

It is highly recommended that entry fees be paid online via the SAQA Store. Any mailed entry fees or sponsorship income must be submitted to SAQA in a timely manner.

An online form for sending money is available at: www.saqa.com/accounting. This form can also be used to request reimbursements for exhibition expenses. If you are not a Regional Rep, please contact your Rep first before using this form.

 

EXHIBITION PROMOTION

Once your exhibition has been juried, it's time to promote and share your members artwork. Be sure to complete the online event submission form to add your exhibition to the SAQA online calendar. For more tips and resources, check out our resource below:

Maximizing Marketing for Regional Exhibitions

 

RECORD KEEPING

An important task of any regional exhibition committee is to maintain the history of your exhibitions. This is helpful for archival reasons as well as informing future volunteers about where your exhibitions have traveled. This doesn't have to be anything complicated but do make sure that other people have access to it - a shared google or dropbox drive is recommended.

Keeping track of this information on an ongoing basis will help with promoting future exhibitions as prospective venues may ask for a CV or resume type of document.  

As a starting point, you can create a single document that is appended with the following information for your exhibitions. 

  • Exhibition Title, Juror, and Theme
  • Exhibition Schedule (venue, location, and dates)
  • Accepted artworks (artist / title)
  • Sales History

Ideally, you should also have sub-folders for each exhibition which would include images of artworks, artist and venues contracts, sales history, etc. The key is to store this information in a shared drive that multiple people have access to. Need help setting this up? Please contact us at repscoordinator@saqa.com and we would be happy to assist.

Regional Catalogs

We encourage regions to create printed catalogs for their exhibitions - it is a great way to promote your member artwork and keep a historical record of your regional activity for the SAQA archives.

Be sure to include a line-item in your budget for graphic design or find a volunteer in your region who is familiar with publishing software (InDesign is the most commonly used one). You will also need to include printing costs in your budget if you are not using print-on-demand printing.

Over the past few years, most of our regions have used on-demand printing of their catalogs instead of printing a large number of catalogs ahead of time. This allows you to space out your catalog purchase instead of having a large expense all at once (and maybe ending with a lot of leftover catalogs to get rid of).

SAQA currently uses Kindle Direct Publishing (Amazon) for on-demand printing, and this service is available to our regions (see KDP section below). We also offer regions the use of SAQA's issuu.com account to share digital versions of your catalog.

 

Kindle Direct Publishing

Visit the KDP Instruction page to learn more information about how to make your catalog and print it using Kindle Direct Publishing (KDP).

When you are ready to upload your files, PLEASE DO NOT USE YOUR OWN AMAZON ACCOUNT - contact info@saqa.com to find out how to log in. You will receive the necessary login details and other information.

Once your catalog is designed, you will upload it to KDP in a high-resolution PDF format. Once that process is complete, you can order sample copies in addition to any wholesale copies for your venues, artists, and sponsors.

To request reimbursement for your catalog purchases through KDP, use the online accounting form. You will also use this form to send money earned from in-person catalog sales.

By using KDP, you can also easily add your catalog to the amazon.com store. In addition to being an easy way for individuals to buy your catalog, each sale will provide your region with a small royalty.

Catalog royalties will be posted to your regional account quarterly. You can access online reports through the KDP account.

 

Issuu

SAQA is offering an easy and exciting new way for your existing regional exhibition catalogs to be hosted as flipbooks online. You can see some examples of the flipbooks from our regional exhibitions by clicking here:  https://issuu.com/saqaart/stacks/1cd34a570bfe4e0e90bc043c19c2eb21

This is a great way to share the art from your regional exhibition (preferably within the last 2 years) with the public and expand the audience for your region’s art.  To participate, all you have to do is upload your catalog PDF files (see details below). After SAQA has had a chance to upload the catalogs we will send you back a link to the flipbook you can share and the HTML code to embed the flipbook on your website or blog.

How to participate

  1. Create a single PDF file of your exhibition catalog.  For the flipbook, the first page of the PDF should be the front cover of the catalog, the second page of the PDF should be blank, and the rest of your catalog should follow.
  2. Save the PDF as a reduced size PDF (the file needs to be less than 25MB).
  3. Fill out the short form and upload your file here: https://airtable.com/shrNBarQv6Woum01t

If you have questions about this opportunity or about your PDFs, please email Shannon Conley at la.emperatriz@gmail.com

Contact Info

Regional Exhibition Coordinator (Betty Busby & Cynthia Levis) - regionalexhibit@saqa.com

Reps Coordinator (Desi Vaughn) - repscoordinator@saqa.com

Website Questions  - info@saqa.com

Contracts (Martha Sielman) – execdirector@saqa.com

Grant Information (Bethany Garner) – grants@saqa.com

Accounting - accounting@saqa.com

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