General exhibition guidelines
Toowoomba Region Art Galleries welcomes applications from artists, designers, curators, arts/crafts groups, cultural groups and community members and organisations seeking to present new and original work in our two regional galleries. When identifying your preferred exhibition date/s please be aware that the Art Galleries plan the exhibition programs up to two years in advance.
A gallery panel will consider applications received by the due date, and all applicants will be notified in writing as to the outcome of their application. When assessing applications, the panel assess how the proposal addresses the assessment criteria:
- Relevance to the community.
- Relevance to contemporary and/or historical art practice.
- Potential for additional programming in relation to proposals.
- Projects that build cultural capacity.
All applications will be kept on file for a period of 12 months.
Toowoomba Region Art Galleries reserve the right to decline works, exhibition proposals and submissions.
Conditions for successful applicants
Successful applicants receive a project agreement letter, and Participants enter a formal agreement with Toowoomba Region Art Galleries. For groups of two or more, an authorised representative of the group is required to act on behalf of the group in all matters pertaining to the project. Participants must attend regular progress meetings from the time of acceptance and maintaining regular contact with the selected Gallery.
Curatorial decision
The design of the exhibition is a collaborative process between the participant and the gallery officer. However, the Art Galleries Team retains the indisputable right to exercise curatorial discretion to change, deny or remove any work of art, signage, or wording if deemed inappropriate, unsuitable, poorly presented, or occasioning concern or risk to the general public. Participants will be informed of this decision and the reasons why verbally or by email.
Publicity and promotions
The Art Galleries Team is responsible for the creation of all exhibition collateral for promotional use across multiple communication channels. This may include newspaper ads, flyers, posters, newsletter, media releases as well as social media tiles, digital flyers and invitations, event register, council website etc. Participants are responsible for providing written information about the exhibition and providing a selection of high-resolution images and descriptions of artworks that will be used in the above promotional opportunities.
Exhibition
Gallery exhibitions at Crows Nest Gallery and Rosalie Gallery run for a maximum of 4 weeks. All work exhibited must be original, bona fide works, completed by the exhibiting artist and have not been copied (from other artists’ works). Work is to be completed within the previous 2 years and not have been previously exhibited within the Toowoomba Region in the 2-year period prior to the exhibition, though retrospective exhibitions are exempt from this requirement.
Exhibitions will be open to the public during current gallery hours of Wednesday to Sunday 10.30am to 3.30pm and closed all public holidays. Any variation to these hours is at the sole discretion of Council and will be listed on the Council’s website and prominently displayed at the gallery entrance.
Installation and demount
Artworks will need to adhere to the gallery’s hanging requirements and details of the gallery’s requirements will be provided to successful applicants. The participant is responsible for cost and provision of exhibition consumables, special installation fixings and artwork preparation to meet the gallery’s hanging requirements. The Art Galleries Team is responsible for installation of the exhibition including standard artwork labels, signage, hanging system and where available, exhibition furniture.
Photography
Toowoomba Region Art Galleries allow casual photography for the purpose of an individuals’ visitor experience. Flash photography and tripod or monopod (selfie-stick) are not permitted. Participants can request if they do not want gallery visitors to photograph their work as part of their visitor experience.
Public programs
The Gallery encourages participants to host a public program i.e.: meet the artists day, demonstration, workshop, artist talk etc. Details of the most suitable public program opportunity will be determined collaboratively between the relevant gallery officer and the participant, with dates and times determined via negotiation. All workshops require the participant to have relevant public liability insurance and any associated events held during gallery hours will require Council’s prior written approval. No charges for staffing and security of the gallery will be incurred for public programs or Council approved associated events.
Insurance
Art works while in the gallery and in transit to and from the gallery, are and continue to be at the participants’ own risk. No art works will be covered by Council’s insurance while in the gallery or in transit to and from the gallery. While gallery security is monitored, gallery team members, volunteers and Council accept no liability for any damage to, loss or theft of any art works or participants’ property except to the extent that the cause of the damage, loss or theft was due to the negligence of the gallery.
Fees and costs
The Gallery charges a fee to exhibit. The fee for the 2025/2026 financial year can be found in our Register of Fees and Charges. Selected participants will be required to sign a ‘project agreement’ and pay the fee within five business days of notification from Toowoomba Regional Council. The cost is payable in full and is generally non-refundable.
Sales
A gallery sales commission of 25% (+ GST) will be charged on all art works sold on consignment on behalf of the participant(s) during the project. Terms and conditions pertaining to the sales of art works exhibited are provided to successful applicants.
Privacy
Collection notice: By making an application, you acknowledge that Toowoomba Regional Council is collecting your personal information for the purposes of processing your application and for remaining in contact with you. Your personal information will be accessed by persons authorised to do so and will be handled in accordance with the Information Privacy Act 2009 (Qld). For more information, view our privacy policy.
