Inventory and Gallery Guidelines for Artists

Member Artists,

Keeping accurate records is vital, both for making payments to artists for works sold and for inventory should an unfortunate event (fire, flood, burglary, etc.) damage pieces. A correct listing of works in the facility is essential for any necessary insurance claims.

Listed below is a more comprehensive look at how we can assure that the Guild meets those needs. In most cases, these are not new policies but rather reminders to ensure we're all on the same track moving forward.

Please read the complete text below. You'll see that each member's individual efforts are small and not complex at all.




• All artists must accurately record all art coming in to or out of the gallery by noting the change in our inventory notebook. (Incoming works should also be marked with the intake date on the back of the art tag.) This notebook is typically found on the front desk. If an artist needs help, front desk staff will be happy to assist.

• All active artist members should verify their inventory sheet's accuracy. This includes works on display and in the storage area. Front desk staff will arrange for access. Works in the facility not on display should be removed, with the removal noted in the inventory notebook.

When you determine that your inventory listing is correct, ask the front desk staff to mark the page as verified.

• Members should continue to check the accuracy of the notebook at least twice each year. (We suggest doing so each time work moves into or out of the facility.) This protects both the artists and the Guild.

• Front desk staff will note all sales in the inventory notebook as sales occur.




Works on display (including those hanging, on shelves, or in display cases or racks) must change regularly to encourage sales. Pieces should not stay in the Guild through numerous exhibits.

With approximately 150 artist members, volunteers are not realistically able to monitor this task. Members must act proactively to refresh their artwork for everyone's best interests regularly.

• Most artwork should be picked up at the listed pick up dates at the end of each exhibit. Works not part of specific exhibits, including small items in and on display cases or print racks, must be refreshed with new items a minimum of every six months.

• Items not picked up during intake and pickup dates are often moved to our storage areas. (And we prefer not to hide your art!) When these works are stored, they are marked with the storage date. The storage area is not as safe as on our walls or in your hands; while care is taken in the storage area, the Guild can not be responsible for damage to pieces stored.

The Guild will attempt to contact artists who have items stored for a long time; ultimately, each artist's responsibility is to keep track of their works. The Board has determined that items in storage for six months or longer will be considered abandoned and may be removed from the facility, with no remuneration for the artist.

• In addition to work displayed on the gallery walls or in the front windows, work in print racks or "slings" will need to be removed from the facility before the spring Open Show and the annual Fall Show. Print racks may return after those exhibits... hopefully with fresh works!

As a member-run organization, each of us plays a part in the success of our gallery. As we continue to treat the Guild as we would our own business, we build on our previous achievements.

Any questions regarding these topics? Feel free to ask for help at the front desk or email us at:


[email protected]

Thank you for your help!