1. Introduction
Overview
These are the Terms and Conditions for Kirkstall Art Trail 2026. A ‘Terms and Conditions’ agreement acts as a legal contract between Kirkstall Art Trail and you. They tell you:
- The rules and guidelines for taking part in Kirkstall Art Trail.
- Your rights and responsibilities.
Please read the Terms carefully
The following Terms apply when Your application has been accepted.
The Terms could change, we will let you know if they do.
You agree to the following Terms if You are exhibiting or providing other creative services at the Event. If You want to make changes to the Terms, they must be agreed by Us and in writing. You must do this before You apply.
2. Definitions
| Phrase | Shortened to |
|---|---|
| Terms and Conditions | “Terms” |
| Kirkstall Art Trail 2026 | “Event” |
| Kirkstall Art Trail Organisers | “We”, “Us”, “Our” |
| Individual applicants – including exhibitors, artists, collectives, workshop facilitators | “You”, “Your”, “Yourself”, “Individual” |
| Community, business, heritage, and private premises. | “Venues” |
3. Glossary of terms
This is a list of words, used in this document, with their meanings. Some of these words are legal terms. You can refer to this table if you are unsure of what a term used means.
| Sole Discretion – this means that the decision is entirely up to Us. |
| Inflammable – easily set on fire. Noxious – harmful, poisonous or very unpleasant. Obscene – offensive or disgusting by accepted moral standards. |
| Stakeholders – these are people who will benefit from the Event. They are local residents, visitors, participants – including children, the Venues, and the Event funders and sponsors. |
| Reserve the right – this means We have the authority to take future action if We regard it as necessary. |
| Liable, Liability – this means being legally responsible in UK law. |
| Public Liability Insurance – this is insurance that protects You from financial risks. These risks could arise if someone gets hurt or if their property gets damaged because of your artwork or art activities. The insurance makes sure you are covered if the unexpected happens, despite your best efforts to prevent accidents. Property – this means something that a person owns. |
| Event Insurance – this is the insurance that the Event organisers have. It is a Public Liability Insurance, but covers the Event as a whole. |
| Copyright – this is a legal right that protects the use of Your original work once You have created it. |
| Non-exclusive copyright license – this is a type of license. It allows Us to use or reproduce Your work without You giving ownership to Us. It means You (the copyright holder) keep the rights to Your work, and You can continue to use it or license it to others. License – this means giving permission. |
| Copyright infringement – this is when someone uses a copyrighted work, without consent or license from the owner. This includes copying, distributing, performing, or adapting the work. For example, copying an illustration from the internet without permission or a license. Distributing – giving, sharing or selling to other people. Adapting – this means changing mediums. For example, it could mean transforming a book into a film. |
If you are still unsure about anything in this document, please get in touch.
4. How these Terms apply
4.1. Choosing the applicants and their work
We will choose the successful artists once We have received all the applications. We do this as a committee, at Our sole discretion, and without discrimination or bias (in line with the Equality Act 2010).
4.2. Exhibitions and activities
- Before the Event, We have to agree with You what You can exhibit.
- We will decide if Your work is okay and suitable for Our stakeholders.
- You must not show any work that is:
- inflammable
- noxious
- obscene
- Activities involving any use of heat or naked flame must not be undertaken as part of the Event.
- You must not undertake other high-risk activities unless You have put suitable controls in place and cleared this with Us and the Venue. You must:
- be competent
- set barriers to keep the general public at a safe distance
- have a second person present to supervise the general public
- have appropriate first-aid kits to hand
- ensure that Your Public Liability Insurance is valid for the planned activity
- You must comply with Our Health and Safety policy and general Risk Assessment.
- If You are unsure whether Your work will be okay, please ask Us for advice before the Event.
4.3. Venue and artist spaces
- We may have to move artist space, such as stalls, exhibits, or workshops. It is very rare that this will happen and it will only happen if it is needed.
- We will not be held liable if problems arise with the Venue.
- You must not move or install, without Ours or the Venues approval:
- any lighting
- any electrical appliances
- You are responsible for ensuring that You display Your work in a safe and secure manner.
- You are responsible for providing any equipment You may need. Please remember to bring what You need for Your exhibition or workshop on the day, such as:
- extension cords
- lights
- displays
- promotional materials
- workshop materials
- We cannot provide display equipment or furniture on the day of the Event. You must arrange this before the Event with either the Venue or with Us.
4.4. Event
- We reserve the right to cancel or amend the Event if it is necessary.
- If the Event is cancelled because of factors beyond Our control, We will not be held liable.
- If the Event is cancelled, We will not accept liability for:
- any loss of income
- any expenses You incur as a result
4.5. Insurance
- You cannot take part in the Event if You do not have Public Liability Insurance.
- We accept no liability for the loss or damage to Your work, equipment or belongings. Whether this is during the Event, during setting up, or taking down.
- You will be liable for any damage You may cause to any of the participating Venues.
- You are only allowed to carry out activities and exhibitions that We have agreed to. The Event Insurance will not cover any activity that You haven’t discussed with Us, or that We haven’t approved.
4.6. Conduct
- The Event is on Saturday 18 and Sunday 19 July 2026.
- The Event will be open to the public from 11am to 5pm on both days. There will also be extra time for set up and take down. You must:
- keep Your stalls, exhibitions, or workshops open during this time
- be in attendance (as agreed with Us)
- not leave Your space unattended
- behave in a professional and friendly manner
- be representative of the Event, even during rest breaks.
4.7. Promotion – your images
- You send Us images when You upload them as part of the Event application. You may also send Us images afterwards. When You do this You enter an agreement that:
- we can use them for relevant promotional purposes
- without payment to You
- without seeking Your further approval
- The promotions may include the use of these images on the internet. We may store the images that You gave Us in a digital format for this purpose.
- We will give all publications an image credit. We cannot be held responsible if the publication fails to credit these images.
- By agreeing, You are granting Us a non-exclusive copyright license.
- You must make sure that Your work does not and will not infringe on any other copyright.
- You must make sure that no information contained in Your work is untruthful or harmful.
4.8. Promotion – your details
- We create a directory and map every year. We will send a draft entry for You to check.
- You must make sure You tell Us about any mistakes in Your entry.
- You must tell Us before a specific date (We will let You know when this is).
- We make every effort to make sure all Your details are correct in these entries.
- We cannot accept any responsibility for mistakes in any printed promotional material.
- We will not be liable for any claims resulting from these mistakes.
5. Agreement
Please complete the form confirming You have read and understood the Terms. By submitting this agreement You enter into a contract with Us.
6. Contact Details
info@kirkstallarttrail.co.uk
Website
Social Media
7. Further information
Please see Frequently Asked Questions – Information for Artists for more details about participation in Kirkstall Art Trail.