Information for Artists
Applying for Kirkstall Art Trail
Who can apply?
The criteria is roughly outlined below:
► Based in West Leeds and the surrounding areas
► Individual artists, crafters, and/ or designers
► Creative organisations and/ or collectives
► Workshop facilitators
► Professional or amateur artists
► We are especially interested to see artists who have environmental sustainability at the heart of their practice.
► We are also open to applications that maybe don’t fit neatly into any of the creative criteria above
Kirkstall Art Trail supports a culture of inclusion. Artists from all backgrounds are encouraged to apply.
If you’re not sure about submitting an application, or need help with the form, please get in touch with Kirkstall Art Trail. You can do this either by using the Contact form, or by emailing directly: info@kirkstallarttrail.co.uk.
You can apply through the CuratorSpace website.
What do I include in my submission?
The following is an overview:
► You can submit up to five examples of your work.
► A short artist bio written in first person. We will use this on the website directory if you are successful. Include the style of art you use, and what inspires you to create. There is a limit of 50 words.
► A clear description of what you intend to exhibit and/ or your activity. You may wish to describe your idea if it’s still in its initial stages. Or if you are creating specific work for the Trail.
► You do not have to provided your own venue, but do let us know if you are. Whether you will be using your own premises, or pairing up with one provided by friends or family.
► Your social media and website, if you have them
Please note that this is a family friendly event and so keep this in mind when choosing work you wish to show.
What about accessibility?
We want you to feel that this is the place for your work, and we want to help where we can. Below are some of the ways in which we can do this:
► We can answer any questions you have about filling out the application form. We can provide a different format if needed.
►Let us know how you prefer to communicate. We want you to receive information in a way that you understand.
► If access is a concern over the event weekend, we can make access adjustments where we can. Your access needs do not have to be physical to ask for these adjustments.
You can contact us either by using the Contact form, or by direct email: info@kirkstallarttrail.co.uk.
You can also use the Accessibility Requirements section on the application form to make us aware of any needs.
When is the deadline?
Midnight on Sunday, 6 April 2025
How are the applications assessed?
We will prioritise applicants based in Kirkstall, West Leeds, and the surrounding areas.
We will also look at whether your proposal will be workable within the trial as a whole. We may contact you for further information before we accept your submission.
We recognise that some applicants may encounter barriers when showing their work. We will aim to provide a place for you where it is practicable and possible. We may need to work with you on a solution or, if we can, signpost you to a more suitable opportunity.
Once we have assessed your application, we will notify you of the outcome and next steps.
When will I find out I have been accepted?
We aim to inform successful artists within 3 weeks of the application closing date.
Please check that you have turned on the following email notifications in CuratorSpace. You may miss any messages from us if you do not:
► Tell me when someone sends me a message.
► Tell me when my submission is successfully received by a curator.
As Kirkstall Art Trail is a volunteer-led organisation, it may take longer than we’d hoped. If you have not heard from us more than two months after the deadline, please get in touch.
Accepted Submissions
What happens next?
First, you will receive a message through CuratorSpace about the status of your submission. If you have been accepted, we will be in touch by email.
Please add our email address to your contacts so that messages do not end up in your junk or spam folder. This is info@kirkstallarttrail.co.uk
The organising committee are volunteer-led and will be very busy during this time. They may not respond to your message immediately; be patient, they will get back to you.
What is my ‘Artist Entry’?
We create an Artist Listing so visitors can see who you are.
We take the information you provided through CuratorSpace to create these. We populate these using the following information:
► Artist Name: this is the name that you gave us and may be different from your ‘real name’.
► Artist bio: this is the short statement you gave us, written in first person. We may have had to rewrite it or shorten it to fit in with the rest of the website.
► Online presence: if you have given us your website or social media, we have added this. We check all links to ensure that they work and are not broken.
► Work for sale: if you intend to sell any work during the Trail. We do not take any commission, so all profits are yours to keep.
► Activity: if you are offering an activity, we will include this. We may need to know if there is any cost and if it is suitable for children.
In addition to this, we will choose one of the images you have sent to us.
Once we complete this, we will email a draft to you. At this point, you will be able to check:
▬ If there are any mistakes.
▬ If there is any missing information.
▬ If you want to replace the image of your work with a different one.
In 2024, we had over 100 artists, so this is quite time-consuming work for our volunteer team. Getting this right the first time is really helpful.
How do you match me to a venue?
After we have accepted artists, each applicant is then matched with a suitable venue. We aim to make the matches between artists and venues to the best of our abilities.
We have to consider many factors when doing this. Such as:
► You have asked for specific accessibility requirements.
► The type of work you are submitting to exhibit.
► Some matches may be more complex than others.
We will endeavour to let you know your host venue by the beginning of June.
Will I be paid to participate?
We currently do not charge for participation in Kirkstall Art Trail. We are unable to pay individual artists for their involvement. You can sell your work and all profit is yours to keep.
You will need to make your own arrangements as to obtaining a cash float or card reader; we do not supply these.
Subject to our funding support, we may be able to reimburse workshop facilitators. This will be either for all or some of your time and resources.
This will not affect facilitators contracted for grant-funded projects.
What about insurance and risk assessments?
We will ensure that appropriate risk assessments are in place. But as a general safeguard, if you are delivering an activity, you should carry one out as good practice.
Artists must arrange their own insurance. Public and Product Liability insurance is available from CuratorSpace. This is a benefit of their Artist Plus Subscription.
If you have any questions or concerns, please contact us.
What publicity is there for Kirkstall Art Trail?
Kirkstall Art Trail will use our limited resources to publicise the event. This could be:
► social media posts.
► posters.
► flyers.
► through other means.
As a small team of volunteers, we encourage you to help us raise awareness of the Art Trail. Word of mouth is often the best tool for promotion, so share in as many ways as you can.
If you use social media, include these hashtags in your posts:
#KirkstallArtTrail2025
#KAT2025Leeds
#KirkstallArtTrail
You can find us on Instagram and Facebook. Please follow us, like and share our posts, and tag us in your posts.
When the printed and digital map of the trail is available, it will advertise who is where and what is on.
Working With the Venue
Respecting each other
We would like both the host and the artist to work with each other without any issues.
► Treat each other with respect and dignity.
► Remove your rubbish from the premises.
► Keep your space clean and tidy.
► Look after each other’s belongings.
When will I know which venue I’ll be exhibiting at?
We carefully match artists with suitable venues. We will then introduce you to each other by email, which will include:
► Venue contact details.
► Artist contact details.
► If you are in a venue with other artists, their names and emails
If you are in a venue with other artists, you will be organising the space together.
When you respond to this first email, please ‘reply to all‘ to keep all participants in the loop. This will enable us to keep track of who has confirmed and who we need to follow up with.
If you need a member of the team to assist you with introductions in person, please do get in touch. We want everyone to feel comfortable with host/ artist arrangements.
What if the venue isn’t accessible ?
In your submission, you may have provided details of any venue accessibility that you need. We will have made our decision based on the information that you have given us at the time.
If you believe that the venue is not suitable for your access needs then please let us know straight away. We will make reasonable adjustments and find you a different location.
If you are not comfortable with arrangements, please contact us so we can discuss a solution.
How can I display my work?
This is something you need to think about. You will not be able to hang artwork on the walls at many of the venues.
These are some ideas for how to display your work:
► Easels. They come in many sizes and can be tabletop as well as floor standing.
► Print racks
► Tabletop art display stands
► Peg boards
► Baskets and nesting boxes
► Tiered cake stands
► Free-standing art display panels
► Build your stall up, with small items at the front and larger ones at the back.
Trial your setup before the day.
You should discuss this with your venue beforehand. They may be able to offer solutions that you hadn’t considered.
Can we install our work earlier than the weekend?
Many venues will need setting up on the morning of Saturday 19 July, before the trail opens at 11 am.
Some venues, installations, or workshops may need to be set up a day or two in advance.
Arrange times with the venue in advance of setting up.
Trail Weekend
When do we set up?
You will have worked out the times you are setting up before the event.
Many venues will need setting up on the morning of Saturday 19 July, before the Trail opens at 11 am.
We recommend giving yourself at least an hour to get ready.
What do I need to bring with me?
Remember to bring with you:
► the work you wish to exhibit.
► your stock (if you are selling items).
► props and displays to put your work on.
► table covering (such as a tablecloth).
► business cards, information, and promotional material.
► cash float or card reader
► packaging and bags for sales.
Do I have to be there for both days?
You should be present for both days, and there to engage with visitors to the Trail.
It may be possible to make reasonable exceptions to this. If you would like to speak to someone about your requirements, please get in touch with us.
You can do this either by using the Contact form or by email info@kirkstallarttrail.co.uk.
You must do this in advance of the Trail.
In either case, please do not leave your exhibit absent without making prior arrangements.
What about breaks?
We understand that it can be a long weekend, and you may need to take wellness breaks.
Please make sure you make arrangements that can give you this access. If you are sharing a venue with other artists, consider arranging cover for each other. This would allow you to take time away for personal needs.
For refreshment breaks, we recommend taking a packed lunch and water to stay hydrated. Not all venues will have facilities to accommodate this need.
Consider:
► wellness and personal needs.
► refreshments.
Can I sell my work?
Yes, you are welcome to sell your work. We take no commission from you, so all profits are yours to keep.
If you do intend to sell any of your work, you will have to make your own arrangements for this in advance.
You will need to think about obtaining a cash float or card reader, as we do not supply these.
How can I let visitors find out more about me and my work?
Each Venue will display a numbered sign. These numbers link up to that location on the map.
The signs all have individual QR codes. These link to the Venue Page, where you will find your Artist Entries. A separate Artist Listing will also be available on the website. Both include your online details, if you provided them.
Personal interactions with visitors can be invaluable.
► Write a short bio about yourself to put on the table. If you’re busy talking with one visitor, another can read about you.
► Signpost visitors to further information about your work.
► Have business cards, or a poster with your details on (you can print a simple one at home).
► Make use of QR codes. This is an instant way for visitors to find your social media or website. QRCode Monkey is a 100% free QR code generator.
► Remember some visitors may be shy and/or don’t like to chit-chat, so those little extras are handy.
Although you may engage with a lot of people, some may have an interest in you and want to buy something at a later date.
When does the Trail finish?
The Trail finishes at 5 pm (4 pm if you are at either the Abbey or Museum sites) on Sunday, 20 July 2025.
You will have made arrangements with your venue in advance about packing up your exhibit.
At the close of the Trail, begin to take down, pack up, and remove all your belongings. Please leave the venue and your space as clean and tidy as possible.
Some venues may need you to remove and store work elsewhere at the close of Saturday. They should make this known to you before the weekend.
Information for Hosts
Private residences and houses
Important Information
Do I need insurance?
Kirkstall Art Trail purchases an Event Public Liability Insurance that covers all of our venues, whether they are private, public or business.
If you have any queries about this insurance and what it covers, please contact Jim Corah directly, via the following email kirkstallarttrail@outlook.com.
Individual artists must have their own Insurance, which will cover their artwork. See Information for Artists – ‘What about insurance and risk assessments?’.
Do I need to carry out a risk assessment?
We provide an overarching Art Trail risk assessment, which all venues and artists need to adhere to. This will be available to you in the Venue Welcome Packs.
If you discover risks not covered by this assessment, please contact us immediately. We want to ensure that we are all covered.
What about Health and Safety?
The risk assessment covers most aspects of Health and Safety.
We ask for access descriptions from all venues. These details are for the visitors’ access guide on the website. You will receive guidance on how to complete the access information.
If you think we have not covered something or you have any concerns, please contact us right away.
What is the online Venue Guide?
Once we confirm all artists and venues, the website will have an Artist Listing and a Venue Listing. This will be closer to the date of the trail.
Clicking on the links on the Venue Listing takes you to individual Venue guides. These give visitors extra information so they can plan their visit to the Trail better.
The venue is also numbered with reference to its location on the map.
The page lists information about each of the artists and activities in that venue. It also lists the following information:
► Type of venue: what type of building it is, e.g. business, residential, heritage, etc.
► Access: a description of access into the venue. Such as steps, the ground level and surface, width of doors, and grab rails. Not all venues are able to accommodate wheelchair users.
► Dog friendly: does the venue allow dogs. Assistance/Guide dog owners have full rights of access to public places, spaces, and services. Where provided, there may be extra relevant information.
► Toilets: whether there are toilets, whether they are accessible, and if there are baby-changing units.
► Refreshments: whether there are any refreshments available. Where provided, there may be extra relevant information.
We will ask all venues for this information, and a photograph of their property if necessary. Guidance on how to complete these sections will be available.
Kirkstall Art Trail ‘Venue Welcome Packs’
All venues will receive a Welcome Pack.
The pack contains (this list is not exhaustive):
► Risk assessment.
► Set-up checklist.
► Photography consent notice (disclaimer).
► Visitor monitoring form.
► Visitor comment book with pencil.
► Signage for each venue and blu-tak.
► Yellow bunting.
If you still have any questions after you have received your pack, or you need extra signage, please contact us.
We ask that you return all packs to us. Reusing pack contents means we can reduce our costs in subsequent years. Reusing pack contents also helps us with achieving our Enviromental Committment.
Preparing for the Trail
What are the opening times?
The Art Trail is open from 11 am to 5 pm on Saturday and Sunday.
You also need to arrange with the artists exhibiting in your home when they can set up their exhibit. We recommend at least an hour before opening.
How should I prepare the house?
Put away all valuables, and anything you don’t want displayed to the public, in a room you won’t be opening. Mark these areas as private with the signs provided in your Venue Welcome Pack.
De-clutter and clean the rooms you are opening. Use the risk assessment provided in the Welcome Pack to check for any areas that need addressing.
You will need to discuss with the artists exhibiting in your home, in advance, how they will be displaying their work. See ‘How can I display my work’ in the Information for Artists – Working with the Venue section.
Should I provide refreshments?
We do not expect any private residences to provide refreshments for visitors.
If you do decide to provide tea and cake, think about the size of your space, the supply of crockery, and clean-up.
Please note that it is illegal to charge for alcohol without an appropriate licence.
Do I need to provide a toilet for the public?
We do not expect any private houses to provide toilets for visitors.
However, if you do decide to permit visitors to use your toilet, this is at your own volition.
What about invigilation?
Do not leave your space unattended; the artist or the host should be there at all times.
Also see ‘What about breaks?’ in the Information for Artists – Trail Weekend section.
Will there be publicity for the Art Trail?
Kirkstall Art Trail uses Instagram and Facebook, and posts throughout the year. This intensifies in the lead-up to the event in July.
We also make use of local news and share it with local network groups.
When the printed and online map of the trail is available, it will advertise who is where and what’s on.
We regularly share news on our website and with those who have signed up to receive our newsletter.
We currently have 2,600 followers on Instagram and 1,500 followers on Facebook. You can follow us on Instagram @kirkstallarttrail and on Facebook.
We encourage you to share on social media; be sure to tag us in the post.
See also, ‘How can I help Kirkstall Art Trail with publicity?’ in the Information for Artists – Accepted Submissions section.
Accessibility and Environmental Commitment
Full visitor access information is available to view on the ‘Planning Your Visit‘ page.
Accessibility Commitment
What are Kirkstall Art Trails accessibility aims?
We aim to help people make better-informed decisions before visiting Kirkstall.
Each venue has its own page, with detailed access. We aim to improve and update these details when we receive relevant information.
We are always working on ways to help visitors access the website in an intuitive way.
We are always open to suggestions on how we can make the Trail better for you, or improve access on this website. Please get in touch with us if you have any feedback.
Are the venues at Kirkstall Art Trail accessible?
Due to the variety of our venues, we cannot ensure full access for all people with disabilities.
For example, some of the venues have stepped entrances or narrow doorways. Many of the venues are private residences. The majority of Kirkstall housing stock is pre-1919, with a dated design and layout. It is unfortunate that these venues mean that the Art Trail will not be accessible to all.
Where we can, we will write clear descriptions of all venues, so you can choose whether to visit or not. These guides will be available to see on the individual venue pages.
Please be aware that we do not have control over the third-party premises that we use.
Will you make it clear where each venue is?
Sometimes, when you are going to a new area, you will be unfamiliar with the location. Finding your way around can be daunting.
There are a few options you can use that can help you find a venue:
Maps
► There are different categories, with individual markers, on the Online Map. They show the locations of toilets, bus stops, parking, and places for refreshment. This is in addition to all the venues. You will find helpful information when you click on the individual markers.
► Paper maps will be available to pick up at most venues and at the main hub. These are useful for people who, for whatever reason, prefer to use them rather than online.
► Each venue has its own what3words. These are a unique combination of three words, so that you can pinpoint exactly where it is on a map. This is especially useful for locations that are not immediately obvious.
Photographs
► We have taken a photograph of each venue, so that you have an idea of what it looks like beforehand. You can find these on the Venue Listing page and on individual Venue pages.
Signage
► Yellow bunting displayed at every venue.
► Arrows and notices pointing out the direction for difficult-to-find locations.
► Signs at every venue, with ‘Kirkstall Art Trail’ at the top and a venue number that matches the map.
What if I become overwhelmed and need a quiet space?
Kirkstall Art Trail can get noisy and busy with crowds. If you want to avoid this, we recommend arriving at 11 am when the trail is at its quietest.
During the Trail, some venues are available for anyone who needs assistance or a calm space. There will be a list of the venues here and on the Planning Your Visit page.
What about toilets?
Most individual venues will have limited access to toilets, especially in private residences.
We have labelled toilets that will be open to the public on the Online Map.
There are accessible toilets at some of our sites.
There is also a Changing Places toilet in Kirkstall, located at Abbey House Museum. You can find out more on the Changing Places Toilets website.
Is this website accessible?
There is an accessibility widget that you can use to change the screen. For example text size, contrast, saturation, pause animation, and hide images. You can find out more about that in the Website Accessibility Statement.
We also use ARIA (Accessible Rich Internet Applications) labels. These are hidden code, which is added to HTML elements (such as links to webpages and images). They provide extra information about the elements’ purpose and functionality. This helps assistive technology, such as screen readers. These ARIA labels are sometimes known as ‘alt text’ when applied to images.
In addition to this, we use a language editor. This helps to make the majority of our text easier to read and understand.
We give links correct and uniform labels, so that you know what pages or websites you will be opening. We have made sure they do not open unexpectedly in another tab.
Further to this, we have a Site Map. This lists all the pages and internal links that you can find on the website. You can find a link to the Site Map in the footer of the page. As well as this, you can find the standard navigation menu at the top of the page.
What about Equality, Diversity and Inclusion?
Kirkstall Art Trail aims to create a culture of inclusion.
There are many different types of underrepresentation within the arts. Removing the barriers to participation is important to us, where it is possible. Our aim is to be a more diverse and inclusive community, but we acknowledge that this can be a challenge.
We want a Kirkstall where everyone feels art is for them, no matter their background. We ask that participants and visitors treat everyone they meet with dignity and respect.
See our Equality. Diversity and Inclusion Policy for further information.
Environmental Commitment
What is Kirkstall Art Trail’s ‘Environmental Commitment’?
We recognise the environmental impacts of organising and hosting the Trail. We seek to minimise these impacts where it is possible, and to be as sustainable as we can.
What we already do:
► We reuse promotional materials, such as banners, or recycle if they are date-sensitive.
► We have looked at making the materials that we give to host venues more sustainable. We have created more durable and reusable display signage. We no longer use single-use decorations, such as balloons.
► We make use of online applications where we can, such as the map. However we understand that this is not always accessible for everyone; as such, we will continue to print limited copies of the map for this purpose.
► We monitor our website’s carbon footprint (see Kirkstall Art Trail’s ‘Website Carbon Footprint’ below).
► We have been members of SAIL (Sustainable Arts in Leeds) since October 2024.
2025 Plan:
► We will complete a Carbon Footprint Impact assessment by March 2025.
► We will aim to implement a materials inventory. This will enable us to keep track of what we have, what we use, and what and how we discard materials.
► We aim to look into where we source materials, and where they go after use. With this in mind, we will think about reducing, reusing, and recycling.
► We will make use of a Circular Network, where we can and it is possible, before buying new. We will also use this to rehome what we can no longer make use of.
► We will write green guidelines into contracts for future project work.
As a volunteer-led organisation, whilst we are keen to improve and implement our ‘2025 Plan’, we also recognise that it is not always feasible.
How do we ensure that Artists consider their environmental impact?
We ask artists to think about their impact on the environment:
► Consider sustainable practices and actions.
► Think about the materials that they use.
► Limit any excess waste where they can.
► Think about the types of bags and packaging they use for sales.
► Consider becoming members of SAIL (Sustainable Arts In Leeds) – which is free to join.
Whilst we ask this, we cannot guarantee individual artists’ environmental commitments.
How do we ensure that Venues consider their environmental impact?
At present, it is difficult to guarantee that all the venues can or do consider their environmental impact.
Venues fall into the following categories:
► Private residences.
► Heritage sites and museums (as managed by Leeds City Council).
► Retail and hospitality.
► Community buildings (churches, community halls, schools).
► Conservation centre.
► Outdoors (allotments, gardens, and other external spaces).
Where we have an ‘Environmental Sustainability Policy’ for individual venues, we will link to it.
What can visitors do?
We ask visitors to the Kirkstall Art Trail to consider the following:
► There are many public waste bins located around the Kirkstall area. If they are overflowing, please do not drop your waste nearby, as it can end up lost in the environment.
► Venues may not have the facilities to remove visitors’ waste.
► We ask that visitors take their litter home with them.
► Bring a reusable bag if you are preparing to buy any art from our makers.
► Please respect all our host venues, and the wider Kirkstall area.
What about travel?
We request that you choose to use public transport or, if you are able, more active forms of travel.
By bus: there are regular buses into Kirkstall. You can plan your journey on the WY Metro website.
By train: there are 2 train stations in Kirkstall. You can plan your journey by train using the same WY Metro website. Headingley is the closest, with Kirkstall Forge about a 30-minute walk to the Trail.
By bicycle: if you have your own cycle and plan to use that, you can plan your journey using Cycle Connect. The Kirkstall Art Trail online map lists the many cycle stands around Kirkstall. This includes secure bike parking at Hollybush and Lilac Grove. Plus bike stands at Kirkstall Abbey, Leisure Centre, and the retail car parks.
Disabled car parking spaces: the Online Map lists spaces where we have knowledge of them.
Kirkstall Art Trail’s ‘Website Carbon Footprint’
According to the ‘Website Carbon Calculator’:
“The internet consumes a lot of electricity: 1021 TWh per year to be precise. To give you some perspective, that’s more than the entire United Kingdom.
From data centres to transmission networks to the billions of connected devices that we hold in our hands, it is all consuming electricity and, in turn, producing carbon emissions equal to or greater than the global aviation industry.
We use Fasthosts, which is a UK-based green cloud storage and web hosting company.
Fasthosts say this about their green data storage centres:
“We consistently invest in cutting-edge green technology to improve sustainability without compromising on server performance.
Our data centres are powered by 100% renewables. We use offshore wind and biofuel to generate our electricity, which are incredibly reliable sources of energy. This means we can implement green strategies while still offering the same high-quality services like cloud storage and web hosting.
Plus, our data centres are ISO 50001-certified, which highlights the efficiency of our energy management systems. Not only is our energy from renewable sources, but it’s also allocated in the most effective way possible to maximise efficiency and productivity.”
We use WordPress, which is the most ethical Content Management System. It’s free, open source, and they have made commitments to sustainable change.
We use the Website Carbon Calculator to check our carbon footprint. Our website has a ‘carbon rating of B’ (last tested 8 October 2024). You can see our current rating on the Website Carbon Calculator website.
In addition to the carbon calculator, we also use the PageSpeed Insights tool. It diagnoses performance issues, giving a breakdown of where and how we can make improvements. You can see these diagnostics on the PageSpeed Insights page.
With all this in mind, we are working towards reducing our website’s carbon footprint. We do, however, have to work with restrictions of cost and feasibility, as a volunteer-led organisation.