Rules for Organizing Exhibitions
The rules for exhibitions organized by the “Daržas” Gallery of the Klaipėda Faculty of the Vilnius Academy of Arts establish the procedures for drawing up the annual exhibition plan, as well as for organizing and displaying exhibitions in the gallery’s spaces.
1. Annual Exhibition Plan
Exhibitions at the gallery are organized in accordance with the established annual (calendar) exhibition plan.
To organize an exhibition, the organizer (exhibition creator, curator, etc.) must submit an application to the gallery: Application Form
Applications for the upcoming calendar year are submitted between July and October, when the “Daržas” Gallery of the Klaipėda Faculty of the Vilnius Academy of Arts (VDA) announces a call for exhibition proposals on its website: https://www.vda.lt/lt/galerija-darzas/parodu-organizatoriams and on Facebook: Galerija Daržas
Exhibitions included in the annual plan may be canceled at the initiative of their organizer. The gallery must be notified of this no later than three months before the scheduled opening date of the exhibition. If the exhibition organizer fails to notify the gallery in a timely manner that the exhibition will not take place, they will lose the right to organize another exhibition at the gallery for two years.
1. 1. Criteria for Evaluating Applications
1. 1. 1. Alignment with the gallery’s mission
1. 1. 2. Relevance of the exhibition’s theme
1. 1. 3. Professionalism of the exhibition’s artist(s) (based on the results of their previous creative work).
1. 2. Exhibition Selection Committee
Applications are reviewed and the annual exhibition schedule is drawn up by the Exhibition Selection Committee of the Klaipėda Faculty of the Vilnius Academy of Arts (VDA), which operates in accordance with the regulations of the VDA Klaipėda Gallery. The Exhibition Selection Committee consists of 5 members.
A committee meeting to review applications takes place within 14 calendar days of the deadline for submission and acceptance of applications. The committee reviews all applications submitted on time and with the required attachments. Applications submitted after the deadline will not be considered. The committee also reserves the right not to consider applications that do not meet the requirements specified in these rules.
The organizers of the selected exhibitions will be notified of the exhibitions included in the plan.
In the event of unforeseen circumstances, the gallery reserves the right to adjust the annual exhibition plan and the dates of the exhibitions, provided that the exhibition organizers and the dean of the Klaipėda Faculty are notified in advance.
The committee’s decisions regarding exhibitions not included in the annual plan will not be commented on.
1. 3. Preparation, Display, and Other Aspects of Exhibitions
1. 3. 1. Exhibitions are held at the “Daržas” Gallery of the Klaipėda Faculty of the Vilnius Academy of Arts, Daržų St. 18, LT-91245 Klaipėda (information about the gallery: https://www.vda.lt/lt/galerija-darzas/). The gallery’s exhibition space is provided free of charge, following the selection of exhibitions/projects.
1. 3. 2. At least 10 business days before the exhibition opening, the exhibition organizer must submit the following to gallery staff via email at galerijadarzas@vda.lt:
- an exhibition description in Lithuanian and English. If necessary, the gallery will provide a translation of the description (in accordance with the rates for paid services listed in Section 1.4);
- work specifications (title, dimensions, medium, year of creation, duration (if applicable)), and other textual material necessary for the exhibition display in Lithuanian and English. If necessary, the gallery will translate the texts (in accordance with the rates for paid services listed in Section 1.4);
- 2–4 high-quality photographs representative of the exhibition (photographs of the artwork(s) or details thereof);
- design mockups for the exhibition’s promotional materials (posters, online banners, banners, etc.). If this is not possible, please submit photographs of the artwork(s) in the exhibition. In this case, the gallery’s designer will prepare the promotional layouts for the exhibition (free of charge). Informational and promotional layouts are not subject to approval by the exhibition organizer. The gallery is responsible for printing and distributing promotional materials (the poster and two informational posters at the gallery entrance) and for publicizing the exhibition (free of charge).
- The gallery will print the exhibition annotation, caption (artist’s name and exhibition title), and labels (if needed) free of charge.
- Other, additional layout and printing work is carried out under a separate agreement (in accordance with the rates for paid services listed in Section 1.4).
1. 3. 3. The exhibition organizer is responsible for delivering the works to the gallery no later than 5 business days before the exhibition opening. The exhibition organizer is responsible for transporting the works to the gallery.
1. 3. 4. Exhibitions are accepted for display upon submission of a list of works (in Lithuanian).
1. 3. 5. The gallery and the exhibition organizer shall sign a contract and a handover-acceptance certificate for the exhibition works.
1. 3. 6. The exhibition organizer is responsible for setting up and taking down the exhibition. If this is not possible, the gallery will assign a technical staff member (subject to prior agreement). The technical staff member’s services are subject to a fee (in accordance with the published rates for paid services: 1. 4. Gallery Price List for Paid Services). When carrying out exhibition installation work, the exhibition organizer must comply with the safety rules and requirements for the work being performed and ensure that any third parties associated with the organizer also comply with them. The exhibition organizer is strictly prohibited from performing any work involving sources of increased danger (machinery, electricity, etc.) Within the gallery premises, unless the exhibition organizer has received training and holds the appropriate qualifications and/or permits to perform such work, the organizer must inform the gallery director of such work, and the director must grant written permission for it to be carried out.
1. 3. 7. Works submitted for the exhibition must be properly prepared for display. Works that lack the necessary components for display, are in poor technical condition, or have physical defects will not be accepted for display. The gallery also reserves the right to refuse to exhibit works that may pose a technical risk during display.
1. 3. 8. The gallery is responsible for the care and security of the exhibited works from the time of their acceptance until their retrieval. If necessary, the exhibition organizer shall arrange for exhibition insurance.
1. 3. 9. The equipment and technical resources available to the exhibition organizer are used to display the works. Any additional equipment and technical resources required for the exhibition display must be discussed with the gallery in advance.
1. 3. 10. General lighting is used in the gallery. If additional lighting is required, the exhibition organizer is responsible for providing it. Its installation is discussed with the gallery director in advance.
1. 3. 11. The gallery does not have movable (space-dividing) walls. If such walls are needed, their installation will be arranged by separate agreement. The exhibition organizer shall cover the related costs.
1. 3. 12. In the gallery’s exhibition hall, subject to approval by the gallery director, the following modifications to the exhibition hall are permitted: drilling and nailing into the walls; however, upon the conclusion of the exhibition, the exhibition hall must remain undamaged (i.e., the exhibition hall must be returned in a condition no worse than that in which it was handed over to the exhibition organizer, taking into account normal wear and tear of the exhibition hall). To carry out the restoration work, the gallery provides the exhibition organizer with: fine white plaster, white paint, and tools.
1. 3. 13. The exhibition opening is organized according to the exhibition organizer’s wishes. However, the gallery’s standard day for exhibition openings is Friday at 6:00 p.m.
1. 3. 14. The exhibition organizer is responsible for providing refreshments for the exhibition opening according to their personal needs (refreshments are not a mandatory part of the exhibition opening). The gallery may provide the exhibition organizer with reusable glasses (approximately 30 pieces).
1. 3. 15. The gallery is unable to document the exhibition displays and events held there. If necessary, the gallery may arrange for photography and/or videography services, which are paid for by the exhibition organizer.
1. 3. 16. The gallery requests that the exhibition organizer arrange one or more guided tours (other formats are also possible, such as lectures, creative workshops, etc.) at the exhibition during the exhibition period.
1. 3. 17. Upon the conclusion of the exhibition, the organizer must retrieve the artworks from the gallery no later than 5 business days after the exhibition closes. The gallery is not responsible for artworks not retrieved on time. The exhibition organizer is responsible for transporting the artworks from the gallery.
1. 4. Price List for the Gallery’s Paid Services
1. 4. 1. Technical setup of the exhibition (hanging artwork, installing shelves, mounting TVs, etc.) – 1 hour – 50 EUR (including VAT).
1. 4. 2. Printing prices (when ordered separately):
Large-format printing (sticker) – 1 sq. m. – 12.00 € (including VAT)
Vinyl cutting – 1 sq. m. – 4.00 € (including VAT)
1. 4. 3. Price for translation services to/from English: A4 (1,500 characters without spaces) – 20 EUR (including VAT).
1. 4. 4. Price for photography services: 1 hour – from 50 to 120 EUR (including VAT). When booking the services of a professional photographer, the exhibition organizer receives high-quality photos for print and lower-quality photos for online publication.
1. 4. 5. The gallery provides accommodation services for exhibition organizers.
Room with a private bathroom and kitchen – 60.00 € per night
Important! Regarding the paid services listed in Points 1 and 4, please contact the gallery as early as possible before the exhibition opens.
