An offer to exhibit in another city, with no travel budget attached, is not automatically a bad offer. It is a prompt to read the agreement closely. The absence of a travel line tells you something about how the venue has costed the show — and, more importantly, it tells you which costs are about to become yours by default. The useful response is not to decline on principle or to absorb the expense silently. It is to make the allocation of costs explicit in writing before you sign.
The most practical template for this work is the exhibition agreement published in Henry Lydiate’s Artlaw column and archived by Artquest. It is dated 1977, and Artquest states plainly that the archive may contain out-of-date material and is for information only, not legal advice. But its structure remains instructive precisely because it separates the things that venues and artists still blur: the exhibition fee, the transport payment, delivery and collection windows, insurance, hanging, invigilation, and sale. Each of those clauses is a place where a missing travel budget can be made visible.
Start with the fee and the transport line
The template separates two payments. The gallery pays an exhibition fee on collection of unsold work after the exhibition, and separately pays a stated sum to cover transport costs on delivery. The commentary is explicit about why this separation matters: the transport words can be deleted if the parties agree to fold costs into the exhibition fee, but “for subsequent tax returns a separate costs payment is preferable.”
That is a small administrative point with a larger consequence. A single lump sum described as a fee conceals what you actually spent to get the work there. A separate transport line records it. If a venue says there is no travel budget, the question to ask is not whether they will find one, but whether the agreement will state, in figures, who pays for transport and when. If the answer is that you do, that is a decision you can make — but it should be a decision, not an omission.
Pin down delivery and collection
The template requires the artist to deliver work between stated dates and hours, and to collect all work by a stated date. The commentary on collection is blunt: after the agreed collection time, the gallery is no longer responsible for damage, loss, or destruction “from any cause including negligence by the Gallery, its servants or agents, or by any other person,” and the gallery reserves the right to dispose of uncollected work at its discretion.
For an artist travelling from Manchester to Sheffield, or from Birmingham to Stoke, the collection deadline is a cost clause in disguise. If you cannot collect on the stated date, you are paying for storage, courier, or a return trip — or you are risking the work. Insist that the delivery and collection windows are written into the agreement, with hours, and that any change to them requires written agreement. A venue that cannot commit to a collection window is telling you something about how it handles the end of a show.
Name the insurance maximum
The template requires the gallery to insure each work up to a stated maximum per piece, and to notify the artist immediately if a work is lost, damaged, or destroyed, with liability to pay the agreed selling price less commission. The blank for the maximum is the point. An unstated maximum is not insurance; it is an aspiration.
Before signing, ask for the per-piece figure in writing. If the venue’s insurance does not cover the full value of the work, that gap is a cost you are carrying. For artists working with fragile, large, or time-based work, the insurance clause and the transport clause are the same conversation: who bears the risk while the work is in transit, and who bears it once it is on the wall.
Clarify hanging and invigilation
The template gives the gallery director the final decision in the event of disagreement over hanging, and defines invigilation as not including “the operation of machines or the special attention to any particular exhibit, except by prior written agreement with the Gallery.” Both clauses matter for work that needs technical support or active care.
If your practice involves video, sound, mechanical elements, or anything that requires a technician to run it, the invigilation clause is where that labour either appears or disappears. A venue that offers invigilation without technical support is offering a person in a room, not a functioning exhibition. Ask for the technical support to be named in writing, with hours and responsibilities, or accept that you are providing it.
Keep the exhibition separate from the sale
The template’s commentary argues that exhibition fees and sales commission are separate functions: the fee remunerates the gallery’s use of the work for public exhibition, and commission remunerates the gallery for making a sale possible. The template also states that the gallery advises on pricing but the artist reserves the right to make the final decision.
This separation is worth defending in a no-travel-budget negotiation. A venue may argue that a show with no travel budget is a favour, and that the favour is repaid through sales. That argument conflates two things. Public exhibition is work; it has a fee. Sales are a separate transaction; they have a commission. If the venue cannot pay a fee or a transport cost, the agreement should still say so explicitly, rather than leaving the artist to infer that the show is unpaid because it is not for sale.
Why writing matters more than goodwill
The template’s commentary notes that misunderstandings between gallery and artist often occur, “particularly when a written agreement is not used — which is usually the case.” That observation is nearly fifty years old and still accurate. A verbal understanding that the venue will “sort out” transport is not a cost allocation. It is a hope.
A written agreement does not need to be adversarial. It needs to be specific. The clauses above — fee, transport, delivery, collection, insurance, hanging, invigilation, sale — are the places where a no-travel-budget show either becomes a manageable proposition or a slow transfer of costs onto the artist.
A checklist before you sign
Use this as a prompt, not a script. The point is to get each item answered in writing, with figures and dates where the template provides blanks.
- Exhibition fee: stated amount, payment date, and what it covers.
- Transport: who pays, how much, and whether it is a separate line or folded into the fee.
- Delivery: dates, hours, and who receives the work.
- Collection: deadline, hours, and what happens to uncollected work.
- Insurance: per-piece maximum, who insures, and notification procedure for loss or damage.
- Hanging: who has final say, and what technical support is provided.
- Invigilation: hours, and whether technical operation is included or requires separate written agreement.
- Sale: commission rate, pricing authority, and whether the work is for sale at all.
A hypothetical example, clearly labelled as such: an artist offered a show in another city with no travel budget could ask for the transport line to be completed and the insurance maximum stated before signing, rather than assuming the gallery will cover either. If the venue cannot complete those lines, the artist knows what the offer actually is.
FAQ
Is the Artquest template current legal advice?
No. Artquest states that the Artlaw archive may contain out-of-date material and is for information only, not for the purpose of providing legal advice. Readers should consult a solicitor for legal advice on specific matters. The template is useful as a structure for negotiation, not as a substitute for advice on your own contract.
What if the venue says there is simply no budget?
Then the agreement should say, in writing, that transport and insurance costs are the artist’s responsibility, or that the fee is inclusive of those costs. An explicit statement is better than an omission, because it lets you decide whether the offer is viable. The template’s separation of fee and transport payment is a useful model even when the transport figure is zero.
Does a separate transport payment affect tax?
The template’s commentary states that a separate costs payment is preferable for subsequent tax returns, though it does not give a tax rule. Treat that as a practical observation from the source, not as tax advice; confirm your own position with an accountant.
What about a venue that withdraws travel support after the show is agreed?
The retrieved sources do not provide a specific contractual protection for that scenario. The general principle from the template is that the agreement should state the cost allocation in writing before anyone acts on it. If the agreement is silent, the artist has little to point to. If it is specific, a later withdrawal is a variation that should require written agreement.