Registration Guidance Notes

Benefits of participating in Worcestershire Open Studios

Open studios are a great way to raise your profile, share your work with new and existing audiences, get feedback, make some sales and build a following. In addition, participants will receive:

  • All year round website presence. (In 2018 each artist page received an average of 148 unique visits in the 6 months prior to the event.)
  • Promotion before and during the event through a printed colour guide and social media.
  • Coverage of the event in print media and other publications.
  • Marketing materials to distribute in their locality.
  • Customisable poster/postcard templates for producing independent marketing materials.
  • Support and advice on preparing for open studios.
  • A regular e-newsletter providing updates and tips in the run-up to the event.
  • Opportunities to meet with other local artists and learn from them.
  • Notification, throughout the year, of wider opportunities brought to the attention of the organisers.

Conditions of participation in the event

We will only accept entries from artists, groups and galleries who comply with the aims of Worcestershire Open Studios as set out in our constitution and we reserve the right to remove those who do not comply and/or refuse participation in future years. A copy of the constitution will be provided upon request.

By registering for this event all participating artists commit to:

  • Promoting the event as a whole and mentioning Worcestershire Open Studios in any printed or online publicity about their participation in the event.
  • Promoting the event using Worcestershire Opens Studios marketing materials and only using supplied branded customisable templates for any independently produced marketing materials.
  • Displaying Worcestershire Open Studios signs throughout the event, including those containing logos of any sponsors or funders.
  • Presenting their studio/home professionally and dealing with visitors in a courteous manner.
  • Staying open for the times that are detailed in the guide and on the website, which will be a minimum of six consecutive hours on each of the Saturday, Sunday and Monday of the open studios weekend.
  • Using the resources provided to seek feedback from visitors and providing timely post-event feedback to the organisers.
  • Complying with the aims of Worcestershire Open Studios as set out in its constitution.

Who can enter?

Entry is only open to Worcestershire-based visual artists, photographers and crafts people. All members of a group must be based in Worcestershire. There are six different categories of entry:

  • An individual artist at one location
  • Two artists at one location
  • Three artists at one location
  • A group of four to six artists at one location
  • A group of seven to ten artists at one location
  • A gallery

Each of the above categories is known as ‘an entry’. If you are part of a group or art class comprising more than ten artists who wish to participate please get in touch to discuss your proposals.

All participating venues must be open for a minimum of six hours on all three days from Saturday 24 August to Monday 26 August 2019. Opening on Friday 23 August is optional and can be for any length of time.

At least one artist needs to be present during the opening times. Groups of 4–6 should have two artists, and groups of 7–10 should have three artists present at any one time. Galleries should have no more than five artists present at any one time.

How to enter

To take part complete the online registration form and pay your entry fee.

The closing date for entries is 22 April 2019. Spaces are limited and the closing date may be brought forward once all the spaces are taken. Entries will be considered incomplete until payment is received.

Group and gallery entries will be selected based on the visitor experience that they can offer. Feedback from previous events shows that open studios visitors want more than a display of artwork to look at. They also want to engage with artists, see demonstrations and take part in ‘have a go’ sessions. We are asking that groups and galleries provide a proposal of what will be offered to visitors and how they envisage that the open studios event will work for them. For example, will artists be present at all times for visitors to talk to? Will there be demonstrations and ‘have a go’ sessions available? If you are a gallery, what will make the open studios event different from your normal opening hours?

Entry fees are as follows:

  • £70 – an individual artist
  • £100 – two artists at one location
  • £150 – three artists at one location
  • £200 – a group of four to six artists at one location
  • £300 – a group of seven to ten artists at one location
  • £100 – a gallery

Our modest entry fees are only possible because Worcestershire Open Studios is a not for profit organisation, run by a group of local artists on a largely voluntary basis, and because participating artists work to promote the overall event, both in their locality and amongst their contacts, using the Worcestershire Open Studios marketing materials provided.

Payment is to be made via bank transfer, details will be provided when the registration form is complete.

Each entry fee includes a quarter page space in an A5 full colour printed guide including an image, year-round website presence, promotion via social media, marketing materials, meet-ups with other participants before the event, signage for the event and notification of wider opportunities brought to the attention of the organisers.

Artists entering as a group at the same location will receive a quarter page space in the guide for the whole group with one image. Members of a group may purchase extra space in the guide at a cost of £70 for a quarter page.

Guide entry details

WOS entry example

An example guide entry is shown above. You will have an opportunity to proof your entry prior to printing. You are responsible for the accuracy of the final entry details.

Each entry must provide:

  • Artist, group or gallery name.
  • A two or three word short description to categorise your work.
  • A paragraph of text which describes your work and what visitors to your open studio can expect. This is to give visitors a feel for the type of work they can expect to see at your open studio. The organisers reserve the right to amend, omit or re-word details where space is limited.
  • Optional website addresses. This can be your own website and/or social media pages that show your work.
  • Venue address with postcode.
  • Telephone number.
  • Brief directions to your venue if it is difficult to find.
  • Opening hours.
  • An image for use in the guide, which is representative of the type of artwork visitors will be able to see at your venue. Choose your image carefully – many visitors select which artists to visit on the basis of their guide image and may be disappointed if they can’t see work of a similar nature at your studio.
  • Optionally, two additional images for use on your page on the Worcestershire Open Studios website.
  • Venue facilities.
  • Details of demonstrations and ‘have a go’ sessions that you will be providing during the open studios weekend.

Image specifications

You can supply up to three images. The main image will be used in the guide. All three images will be used on the website and may be used in other publicity. Please ensure you supply good quality, well lit images, cropped to square format in high resolution jpeg format. The file size should not exceed 2Mb per image. If applicable, you should have permission from the photographer to use them.

Images of your work must not include or depict offensive, disrespectful or inappropriate language or imagery. Worcestershire Open Studios is a family friendly event and images need to be suitable for a wide audience of all ages. Please do not include any wording or business logos in your images, unless it is part of the actual artwork. The organisers reserve the right to ask for alternative images if the ones provided are not suitable.

Public exhibitions to promote the event

As well as sharing your work with visitors during the open studios weekend, there may be additional opportunities for public exhibitions leading up to the August Bank holiday weekend. We have already confirmed that the poster display cabinets in Exhibition Walk outside Waitrose in Malvern will be available for our use during August and September 2019. As space is likely to be limited for any exhibition, only one piece of work will be accepted for each ‘entry’ regardless of the number of artists represented.

Other information

Please provide a contact name and email address for administrative purposes. These will not be published, but will be used to keep you informed about the event and to help you prepare.

The email address you provide is the main way we will contact you about open studios. Please make sure you check it regularly in the lead up to the event and add both sally@worcestershireopenstudios.org.uk and info@worcestershireopenstudios.org.uk to your safe senders list.

Some email providers attempt to categorise incoming emails and add them to specific folders. Check that our emails have not been categorised as ‘newsletter’ or similar and stored away from your normal inbox.

We are also giving you the option to supply extra information that we may use in media releases and other publicity. We also intend to commission a small number of studio photo shoots of artists in their workspace to accompany news articles. Artists will be selected for this to give a balance of work categories/genres and locations across the county.

Please be aware that it is not possible to include every artist in media releases, articles and other publicity and that we have no control over which artists different publications choose to feature. Our primary aim is to get as much publicity as we can for open studios as a whole, any publicity for individual artists associated with that is a bonus.

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