Arts Wayland Guidelines for Events

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Arts Wayland Event Guidelines and Requirements

Arts Wayland invites you to propose an event to be held in the W Gallery space. Our mission is to support creativity and the arts in the community.

Your event must fit within our mission which seeks to connect with the community through the arts. This includes encouraging event attendees to view and purchase artwork in the current exhibit.  

If you are proposing a talk, film, book, theatre or other arts event, we ask for details to be provided on the subject and content of the event.

Arts Wayland Foundation bylaws preclude events supporting political or social causes.

The W Gallery Event Space

Because Arts Wayland is a volunteer organization, your help in all aspects of the event is required.  You will need your own event help. We cannot provide assistance for setup or clean up.

  • Events will take place in the gallery area which is bordered by dark paneled walls. Guests may use the two restrooms in the back of the gallery.
  • Events must be very careful not to impact or damage any art.
  • Event hosts should monitor guest activity so that no one is leaning against artwork.
  • The maximum number of attendees recommended is 100.
  • At this time we do not have a podium or sound or lighting equipment.
  • There is no kitchen facility. No refrigeration is available.
  • There is a free standing video screen available. Because of the bright windows it is only effective after dark.
  • Some ceiling security lighting is always on and cannot be turned off.
  • Please bring your own extension cords and power strips if needed.

Set Up

  • Please take pictures of the gallery before you move any furniture. Then use that as a guide to restore the set up.
  • Supplies and band equipment may be stored in the workshop area behind the dark panels. Please do not store items in the back restroom area.

Clean up

  • All trash should be bagged and taken to the dumpster on the edge of the property.
  • Events expecting 100 guests and serving refreshments require a $50 cleaning fee. The $50 fee only covers vacuuming and wiping tables. It does not include trash removal or moving furniture.
  • For smaller events serving refreshments, the host must vacuum and wipe tables or pay the $50 cleaning fee.
  • Noise level limitations including a 10pm noise curfew due to residences nearby.
  • You must have your own insurance for your valuables.

Promoting your Event

If your event proposal is accepted, you will need to do your own PR and Marketing including: reach out to your network to promote your event, send to local online and print news outlets, create any flyers or print materials. Arts Wayland can assist by sending out a notice to our mailing list if it is a public event.

Cancellation

In case of cancellation, such as for weather, we will discuss cancelling the event and try to give ticket holders and the public notice 24 hours in advance of the event. In the event of a cancellation you will give notice through your channels of communication and to any invitees.

Fees

A fee of $150. Is to be paid one week before the event. This covers an event up to 3 hours. An hour or two of setup time is allowed as long as it does not interfere with another event in the gallery.

Thank you for considering Arts Wayland for your event!

Please note that these guidelines are subject to change. If there are any changes you will be notified as soon as possible

The next step is to complete the Event Proposal.

Thank you for considering Arts Wayland for your event!

The W Gallery

57 Andrew Ave. Wayland, MA 01778 in the Wayland Town Center

Email: theW@artswayland.com — Phone: 774-421-9211

Mailing Address: Arts Wayland, P.O. Box 272, Wayland, MA 01778

Arts Wayland Foundation, Inc. is a nonprofit 501(c)(3) tax-exempt organization.

Program manager - Robyn Gray, Email: theW@artswayland.com