Organisational Governance
Access, inclusion and respectful conduct
Artist and performer engagement
Artist & Performer Engagement
Work, Health & Safety
First Nations Engagement & ICIP
Privacy & Records
Complaints & Feedback
1.Organisational governance
Who is Gallery 8?
Gallery 8 is an independent contemporary arts space in Southport on the Gold Coast. It presents exhibitions, pop-up events, live performance, artist development, workshops, venue hire and professional artwork scanning and fine art printing services.
What is Gallery 8’s purpose?
Gallery 8 exists to create accessible opportunities for visual artists and performers, connect creative practitioners with audiences and collectors, and contribute to a inclusive cultural community on the Gold Coast.
Who is responsible for governance?
The owners/directors retain overall responsibility for strategy, legal compliance, financial oversight, risk management and approval of major commitments. Operational responsibilities may be delegated to the gallery manager, project coordinator, curator or event lead, but accountability remains documented and visible
How are decisions approved?
Routine operational decisions may be made within delegated roles and approved budgets. Material contracts, grant applications, new partnerships, artist fee commitments, major purchases and expenditure outside an approved budget require director approval. Decisions involving a conflict of interest must be disclosed and recorded.
2.Access, inclusion and respectful conduct
Is Gallery 8 committed to equal opportunity?
Yes. Gallery 8 aims to provide a workplace, exhibition space and public program free from unlawful discrimination, sexual harassment, vilification, bullying and victimisation. This applies to staff, contractors, artists, performers, volunteers, customers, suppliers and visitors.
What behaviour is expected at Gallery 8?
People are expected to communicate respectfully, follow reasonable safety directions, respect personal and cultural boundaries, avoid harassment or intimidation and contribute to a safe environment. Serious or repeated breaches may result in removal from an event, cancellation of an engagement or formal action.
How does Gallery 8 support accessibility?
Gallery 8 will publish practical access information, invite participants to share access requirements, make reasonable adjustments where possible and plan event layouts, communications and schedules with access in mind. Access costs should be considered in project budgets rather than treated as an afterthought.
Can an artist or visitor request an adjustment?
Yes. Requests can be made privately to the nominated contact. Gallery 8 will discuss workable adjustments without requiring unnecessary personal or medical information.
How are children and young people protected?
Family-friendly events will be risk assessed and supervised appropriately. Where work is child-related or regulated child-related employment applies, Gallery 8 will confirm Blue Card and safeguarding requirements before engagement. Images or personal details of children will not be used without appropriate consent.
3. Artist & performer engagement
Is Gallery 8 a NAVA member?
Yes. Gallery 8 is an organisational member of the National Association for the Visual Arts and is committed to using the NAVA Code of Practice as an important benchmark for professional artist engagement, written agreements, intellectual property and fair remuneration.
Will artists and performers receive written agreements?
Yes. participants receive a clear written agreement covering the activity, dates, responsibilities, fees, commissions, payment timing, insurance, artwork care, installation, transport, cancellation, image use, intellectual property and dispute resolution.
How will artist fees be determined?
Grant-funded artist fees will be budgeted transparently and informed by current NAVA payment standards, the scope of work, preparation time, delivery requirements and Gallery 8’s organisational capacity. Production materials, travel, freight and specialist costs should be identified separately rather than hidden inside an artist fee.
How will Art Battle artists be paid?
Art Battle participants should receive a participation fee that recognises preparation and live performance. Materials supplied by Gallery 8 will be listed. Auction terms, reserve prices, commission, GST treatment, unsold work, payment timing and ownership of the completed artwork will be agreed in writing before the event.
Who owns copyright in an artwork?
Unless a written agreement says otherwise, the artist retains copyright in their artwork. Gallery 8 receives only the permissions needed for agreed promotion, documentation, sales or reproduction. Any merchandise, print edition, animation, scanning or commercial reproduction requires a separate written licence or agreement.
How are artwork sales and commissions handled?
Gallery 8 will state the retail price, GST position, gallery commission, discounts, payment processing, artist payment timetable, freight responsibilities and return arrangements in writing. Sales records and artist statements will be retained.
4 Work health, safety and event risk
Who is responsible for safety?
Gallery 8, as the business operator, has primary responsibility for providing a safe environment so far as reasonably practicable. Workers, contractors, exhibitors and visitors must also take reasonable care and follow safety instructions.
How are event risks managed?
Each significant event should have a simple written risk assessment covering capacity, emergency access, trip hazards, alcohol service, crowd movement, electrical equipment, staging, lighting, fog or smoke effects, manual handling, artwork stability, food safety, performer equipment and accessibility.
How are incidents reported?
Injuries, hazards, near misses, property damage, security issues and complaints are reported promptly to the manager or event lead and recorded. Serious or legally notifiable incidents are escalated to the directors and relevant regulator or insurer.
How are artworks protected?
Condition, handling, installation, storage, packing, transport and insurance responsibilities are agreed before works are accepted. High-value, fragile, glazed or culturally restricted works may require additional handling plans or specialist advice.
How are contractors managed?
Contractors must be competent, appropriately insured where relevant and provided with information about site risks. Gallery 8 will coordinate responsibilities where contractors, performers, caterers or other businesses share the venue.
How does Gallery 8 manage alcohol and public events?
Gallery 8 operates within its licence conditions and responsible service requirements. Event plans identify responsible staff, service areas, intoxication management, incident escalation, food provision, patron safety and closing procedures.
5 First Nations engagement and ICIP
How will Gallery 8 approach a First Nations pop-up exhibition?
The exhibition will be First Nations-led or developed through genuine consultation with participating Aboriginal and Torres Strait Islander artists and an appropriately experienced First Nations curator, cultural adviser, Art Centre or community partner. Gallery 8 will not speak on behalf of a community or present consultation as complete before authority has been confirmed.
What is Indigenous Cultural and Intellectual Property (ICIP)?
ICIP refers broadly to the rights and interests of First Nations peoples in cultural heritage, knowledge, stories, imagery, languages, performance, designs and other cultural material. Gallery 8 will seek informed consent, respect cultural authority and follow restrictions on recording, promotion, reproduction, interpretation and sale.
How will cultural advice be paid?
First Nations curatorial, cultural advisory, liaison and consultation work will be properly scoped and paid. Consultation will not be treated as a free endorsement or a substitute for artist fees.
How will First Nations artists control their work and story?
Artists and authorised cultural advisers will approve titles, interpretation, imagery, photography, media statements, acknowledgements and public programming where cultural material is involved. Any permissions or restrictions will be recorded in writing.
Participants receive a clear written agreement covering the activity, dates, responsibilities, fees, commissions, payment timing, insurance, artwork care, installation, transport, cancellation, image use, intellectual property and dispute resolution.
6. Privacy, records and photography
What personal information does Gallery 8 collect?
Gallery 8 may collect contact details, booking information, artist biographies, payment and tax details, artwork records, images, event registrations, access requirements, mailing-list preferences, employment records and customer enquiries. It will collect only information reasonably needed for its activities.
How is personal information protected?
Access is limited to people who need the information for their role. Reasonable security measures include strong passwords, multi-factor authentication where available, secure cloud systems, restricted permissions, controlled exports and timely removal of obsolete records.
Does Gallery 8 have to follow the Australian Privacy Principles?
The Privacy Act does not cover every small business, although some small businesses are covered because of their activities or relationships. Gallery 8 will use the Australian Privacy Principles as a good-practice benchmark and obtain specific advice if its legal coverage is uncertain.
How can someone access or correct their information?
A person may contact Gallery 8 to request access to, or correction of, personal information held about them. Requests will be verified and handled within a reasonable period, subject to legal exceptions.
How are photographs and videos used?
Gallery 8 may photograph or film public events for documentation and promotion. Clear event notices should be displayed and reasonable opt-out arrangements offered. Close-up portraits, interviews, children, private events and commissioned content require appropriate consent.
How long are records kept?
Financial, employment, grant, contractual and incident records are kept for the legally or contractually required period. Other personal information is reviewed and securely deleted or de-identified when no longer needed.
7. Complaints, feedback and conflicts of interest
How can someone make a complaint?
A complaint may be made verbally or in writing to the gallery manager or directors. The complainant should provide enough information for the matter to be understood, including dates, people involved and the outcome sought. Anonymous concerns may be considered where sufficient information is available.
How will complaints be handled?
Gallery 8 will acknowledge the complaint, assess immediate safety or legal issues, identify an impartial decision-maker, give relevant people an opportunity to respond, maintain appropriate confidentiality, record the outcome and advise the parties of next steps.
Will someone be disadvantaged for raising a concern?
Gallery 8 does not tolerate victimisation or retaliation against a person who raises a genuine concern, provides information or participates in a complaint process.
How are conflicts managed?
The interest must be disclosed before the decision. Depending on the risk, the person may provide factual information but not participate in evaluation, approval or payment. The disclosure and action taken are recorded.
Can a complaint be escalated?
Yes. A person may seek external assistance from an insurer, mediator, industrial adviser, regulator, police, funding body or relevant commission where appropriate. Gallery 8 will not prevent lawful external reporting.
8. Financial controls and grant management
How does Gallery 8 control project spending?
Each funded project should have an approved budget, account coding, responsible budget owner and documented approval limits. Expenditure must relate to the approved project and be supported by invoices, receipts, contracts or artist payment records.
Who can enter contracts or approve major expenses?
Only a director or formally delegated person may sign contracts, commit grant funds, approve changes outside the budget or enter obligations extending beyond the project period. Delegations should be documented in writing.
How are artist and supplier payments approved?
The responsible project lead confirms delivery or milestone completion, checks the invoice against the agreement and submits it for approval. The person approving payment should not be the sole person creating or altering the supplier record where practical.
How are cash, bar and auction proceeds handled?
Sales and event income are processed through approved systems, reconciled against attendance, sales or auction records and deposited to the business account. Artist shares, commissions, GST and refunds are clearly recorded.
How will grant income be tracked?
Grant income and expenditure will be tracked separately in the accounting system using a project code or tracking category. The approved budget, variations, contracts, payroll, in-kind contributions, evidence of delivery and acquittal documents will be retained together.
How are budget variations managed?
The project manager monitors actual and committed expenditure against budget. Material variations require director approval and, where required by the funding agreement, written approval from the funding body before funds are redirected.
How does Gallery 8 demonstrate value for money?
Gallery 8 uses competitive quotes for material purchases where appropriate, documents supplier selection, avoids unmanaged conflicts of interest, uses existing venue resources efficiently and directs a meaningful proportion of project funding to artists, performers and public outcomes.