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 campaigns.

The W Gallery Event Space

Because Arts Wayland is a mostly 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.
  • We have a podium and microphone.
  • There is a TV on a cart that can be wheeled into position. It has Chromecast for display. You may also use a cable to a laptop.
  • 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.
  • We are working on having stage lighting.
  • Please bring your own extension cords and power strips if needed.

Set Up

  • Please ask the Program Manager to see our reference gallery set up photos. Email: theW@artswayland.com
  • Supplies and band equipment may be stored in the workshop area behind the dark panels if there is no program taking place. 

Clean up

  • All trash should be bagged and taken to the dumpster on the edge of the property.
  • An additional cleaning fee may be charged depending on the scope of your event.
  • 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 will promote 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

The fee 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.

Please submit your request and we will contact you about the fee which is based on each unique event.

For ticketed events - Arts Wayland can sell tickets online. You will receive 80% of the ticket receipts minus a 4% online transaction fee.

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Thank you for considering Arts Wayland for your event!

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

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