Booking a Visual or Performing Arts Program
VMFA visual and performing arts programs are an excellent complement to existing programs planned by partner institutions and organizations. These workshops offer new experiences guided by professional artists. Workshops can also become an effective part of partner outreach programs with local schools, youth groups, and community-sponsored programs. Please read the following information carefully before submitting a Program Request Form.
For each visual arts program, VMFA Statewide Partners pay a materials fee of $125; for each performing arts program/workshop the partner fee is $150. A check made payable to "VMFA Artist Workshops" must be forwarded to VMFA on receipt of the workshop confirmation. The materials fee is nonrefundable, except in cases where VMFA and the local partner mutually agree to cancel a program. VMFA pays the artist’s honorarium and travel expenses. The partner organization or institution pays for overnight accommodations and meals for the visiting artist as appropriate.
To request a program, complete a Program Request Form. Program dates are determined in consultation with VMFA, the partner, and the artist. Once a date is confirmed, VMFA will issue a statewide program agreement to be co-signed by VMFA and the partner.
Studio Space Requirements
Visual arts workshops require a well-ventilated studio space with covered worktables, seating, access to running water and electricity, and a slide projector with remote control and viewing screen. Additional equipment needs are listed separately under each workshop description. A staff member from the partner institution or organization must be present during workshops to assist the instructing artist.
Unless otherwise noted, all artists are available Jul 2012 – Jun 2013.
The program may be canceled for reasons of inclement weather, artist illness, or insufficient enrollment. In instances of insufficient enrollment, the partner must notify VMFA of cancellation at least one week before the scheduled program date or be responsible for paying the artist’s honorarium.
For the partner’s use in promoting the program, VMFA provides a publicity packet. The packet includes a sample press release and (when available) a photograph or digital file of the artist or the artist’s work.
In all publicity and printed materials relating to the program, the partner must include the following credit line: This program has been organized by the Virginia Museum of Fine Arts and is supported, in part, by the Paul Mellon Endowment and the Jean Stafford Camp Memorial Fund.
Within five days after a program, the sponsor must provide VMFA with an evaluation of the program. VMFA will provide an Evaluation Form, requesting attendance figures and publicity arrangements, as well as comments and suggestions on the program. When the form is returned to VMFA, the partner must include copies of all related publicity and printed materials.
Checklist of Partner Responsibilities
Before confirming program dates, check school and community calendars to avoid conflicts with other major events (e.g., holidays, community festivals, school breaks, testing, etc.).
When using a school site, obtain a written commitment from the co-sponsoring school prior to the program and send the host school form to VMFA 30 days before the event. Provide the school staff with a full orientation to partnership requirements and ensure compliance. Arrange to have a school staff person or partner representative present to be responsible for classroom discipline; artists’ contracts do not include disciplinary responsibilities.
Publicize community programs at least four weeks before the event and establish an early registration deadline with a nonrefundable registration fee. Inform registrants of any supplies needed. A supply list will be provided by VMFA.
Provide the artist and VMFA with a complete artist’s itinerary at least two weeks before the workshop date (itinerary form provided by VMFA).
Provide overnight accommodations and meals for the visiting artist.
Promptly notify VMFA of any situation that arises affecting either the safety of the participants or the success of the program.
Notify VMFA of insufficient enrollment at least 10 days before the program date or pay VMFA an insufficient enrollment charge of $150 if the program is conducted without the stated minimum number of participants.