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Information for artists

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5. Publicity and promotion

6. Related information

Taking part as an artist

Kirkstall Art Trail welcomes artists, crafters, designers, and workshop facilitators to take part each year. This page covers what’s involved, from applying through to the event weekend itself.

  • Applications open: to be confirmed
  • Deadline: to be confirmed
  • Notification: within three weeks of the deadline
  • Event dates: Saturday 17 and Sunday 18 July 2027, 11am to 5pm (4.30pm at the Abbey and Museum sites)

Apply through CuratorSpace.

Eligibility and applying

The criteria are roughly outlined below:

  • based in West Yorkshire, with priority given to Kirkstall and West Leeds
  • individual artists, crafters, or designers
  • creative organisations or collectives
  • workshop facilitators
  • professional or amateur artists
  • applicants under 18 must be accompanied by a parent or guardian for both full days

We welcome applications that don’t fit neatly into the criteria above.

If environmental sustainability is at the core of your work, we’d particularly love to hear from you.

We support a culture of inclusion – artists from all backgrounds are encouraged to apply.

For help with your application, or questions about eligibility, contact us, selecting ‘Artists’.

There’s no charge to apply, and taking part in Kirkstall Art Trail is free. Removing financial barriers to taking part matters to us, particularly for emerging artists. Taking part may still involve costs of your own – for example, printing or preparing work for display – and these remain your responsibility.

We encourage accepted artists to make a donation where they’re able, with £10 recommended. Donations help us keep Kirkstall Art Trail running.

  • up to five examples of your work
  • a short artist bio, written in first person, with a limit of 75 words, we’ll use this for your artist profile on the website if you’re successful; you could include the style of art you use and what inspires you
  • a clear description of what you’ll exhibit, or the activity you’re offering – this can describe an idea still in its initial stages, or work created specifically for the Art Trail
  • venue details, if applicable – you don’t need to provide your own venue, but let us know if you’re using your own premises, or pairing up with one provided by friends or family
  • your social media and website details, if applicable

Available space depends on the venues on offer that year, so what you eventually show may need editing to fit your allocated venue. This is a family-friendly event – keep this in mind when choosing work to exhibit.

  • We give priority to applicants based in Kirkstall, West Leeds.
  • We assess applications on whether the proposal works within the Art Trail as a whole.
  • We may contact you for further information before accepting a submission.

Some applicants may encounter barriers when showing their work. We aim to provide a place for these applicants where practicable and possible, and may work with you on a solution or, where possible, signpost you to a more suitable opportunity.

We’ll notify you of the outcome and next steps once assessment is complete – successful artists hear within three weeks of the closing date. To avoid missing messages, check that the following email notifications are turned on in CuratorSpace:

  • ‘Tell me when someone sends me a message’
  • ‘Tell me when my submission is successfully received by a curator’

As we’re a volunteer-led organisation, notification may take longer than you expect. If you haven’t heard back a month after the deadline, contact us, selecting ‘Artists’.

You can request accessibility adjustments at any stage of the application process. This includes:

  • getting help with the application form, or a different format if you need one
  • us accommodating your preferred communication method, so you receive information in a way that works for you
  • access adjustments over the event weekend – these don’t have to relate to a physical need to be requested

The application form includes an accessibility requirements section where you can note these directly. You can also make requests by contacting us, selecting ‘Accessibility’.

After you’re accepted

  • You’ll first receive a message through CuratorSpace about your submission status, followed by direct contact by email.
  • Add info@kirkstallarttrail.co.uk to your contacts, so our messages don’t end up in junk or spam.
  • As we’re a volunteer-led organisation, response times during this period may be slower than you’d expect – we’ll answer as soon as we can.

We’ll send you a contract with the terms and conditions for exhibiting. Read this and agree by ticking the confirmation box, then submit it to confirm your participation.

Once we’ve accepted artists, we match each of you with a suitable venue. We make matches to the best of our ability, taking into account the accessibility details you’ve given us and the type of work you’re submitting for exhibition. Some matches are more complex than others; we’ll confirm host venues before the beginning of June.

Initially, we’ll try to match you to a venue based on what you plan to exhibit. Bear in mind that your final selection may need editing to fit the space – conversely, more space than you anticipated may become available. Discuss exhibition logistics with other artists (if applicable) and your venue host. If you’re a first-time applicant and still unsure, get in touch to discuss your plans and expectations.

If you’re concerned that a venue isn’t suitable for your access needs, let us know as soon as possible – we’ll make reasonable adjustments, and find a different location where needed. For any other concerns about arrangements, contact us to discuss a solution.

We introduce artists and venues by email. This email includes venue contact details, artist contact details, and, if you’re sharing a venue with other artists, their names, mobile numbers, and emails. We ask you to reply confirming receipt of the introduction email, so we can track who’s confirmed and who needs following up.

Contact your venue directly after the introduction, and let us know about any problems at this stage. If you’d prefer this to be done in person, we can support you with introductions – get in touch to arrange this.

If you’re sharing a venue, organise the space together with your fellow artists.

  • Each venue is individual and may use a different method of communication – work together to find what suits your group best.
  • We share the mobile numbers you gave us at application with the venue and fellow artists in the same space, as email can be unreliable for time-sensitive arrangements such as setup coordination.
  • Artists sharing venues have found that WhatsApp works best for organising.
  • Many larger venues have an artist support who acts as liaison between the venue and the artists, and will set up a WhatsApp group for you to join. Everyone in the group can see your mobile number.

Plan your display in advance. Many venues won’t allow artwork to be hung on the walls. Some ideas for displaying work:

  • easels – available in many sizes, both tabletop and floor standing
  • print racks
  • tabletop art display stands
  • table covering, such as a tablecloth
  • 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, and trial the setup before the day. We recommend discussing display plans with your venue beforehand – they may be able to offer solutions you haven’t considered.

Many venues will need setting up on the morning of Saturday 17 July, before the Art Trail opens at 11am. Some venues, installations, or workshops may need setting up a day or two in advance – arrange times with your venue directly.

Host venues generously open their space to artists for the weekend, and we ask that this generosity be recognised throughout the event. In turn, we expect hosts and artists to treat each other with the same consideration. This includes:

  • respecting the venue and the space it provides, as if it were your own
  • treating each other, and all visitors, with dignity and respect
  • removing all rubbish from the premises
  • keeping spaces clean and tidy
  • looking after each other’s belongings

A draft profile is emailed once complete, so you can check for mistakes, missing information, or request a different image. With over 100 artists taking part in recent years, this is time-consuming work for our volunteer team, so getting your profile right the first time really helps.

Your artist name may differ from your application’s contact name, if you use a business, group, or stage name. If you’re offering an activity, we list it with more detail, including cost and suitability for children, in the activity directory.

We populate your profile using information you provide through CuratorSpace, shown in the example layout below.

Your artist name

Your art form – for example ceramics, painting, or sculpture

“Your artist bio. The short statement provided at application, written in first person. A language editor proofreads and checks all statements, and may rewrite or shorten parts to fit the rest of the website. The maximum length is 75 words for all artists.”

Your online presence (icon links for illustration only)

Your activity

A brief description of your activity, if offered, and a link to the ‘activity directory.’

Your artwork goes here, one image from those submitted is selected for use on the profile

We don’t currently have funding to reimburse artists for delivering workshops, so factor this cost into any proposal. You’re free to ask visitors for a donation or a fee for workshop participation.

From time to time, we hire artist facilitators for grant-funded projects. We recruit and contract these roles separately from the main artist call-out – see artist opportunities for current paid roles.

Insurance and risk assessment

You must arrange your own public liability insurance. This protects you against financial risk if someone is injured, or their property damaged, because of your artwork or art activities. Even with precautions in place, accidents can still happen, and this insurance can help cover compensation payments and legal costs if a claim is made.

Public and product liability insurance is available from Axis as a benefit of its Associate membership. Membership is open at any stage of your career, and concessionary rates are available if cost is a barrier. Find out more on the Axis website.

  • You must have appropriate risk assessments in place for the whole Art Trail, including all individual activities.
  • We provide a general event risk assessment to all artists, covering relevant risks and the controls already in place.
  • If you’re delivering an activity, you’ll need to apply the assessment specifically to that activity.
  • We’re happy to support you if you haven’t carried out a risk assessment before.

Report any risk not covered by the assessment, or any other health and safety concern, using the concerns and enquiries form, selecting ‘Health and safety’.

During the Art Trail

What to bring

  • the work you’re exhibiting
  • stock, if you’re 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

Personal interactions with visitors can be invaluable, but some visitors may be shy or prefer not to engage in small talk, so it’s worth having information available to take away or read independently:

  • signpost visitors to further information about the work on show
  • write a short bio to display at your stall, so visitors can read about you even when you’re busy speaking with someone else
  • have business cards available
  • print a poster with your contact details – low-cost printing facilities are available at libraries and hubs across Leeds; visit Print in City for more information and Leeds City Council printing charges
  • use QR codes to give visitors instant access to your social media or website – you can create these for free using a tool such as QRCode Monkey

Visitors vary in how they engage – some will browse and buy later, while others may take your contact details and get in touch after the event.

Confirm your setup arrangements with your venue host before the event. Many venues will need setting up on the morning of Saturday 17 July, before the Art Trail opens at 11am. We recommend at least an hour to get ready, with setup fully complete by 10.45am.

We expect artists to be present for both days, engaging with visitors to the Art Trail. Reasonable exceptions may be possible – raise any requests in advance of the Art Trail by contacting us, selecting ‘Artists’. Don’t leave your exhibit unattended without prior arrangement, regardless of the circumstances.

The event spans a long weekend, and you may need breaks. Arrange your own cover to allow for this – if you’re sharing a venue, you may want to arrange cover for each other, allowing time away in turn. For refreshment breaks, we recommend bringing a packed lunch and water, as not all venues have facilities to accommodate this need.

  • The Art Trail finishes at 5pm (4.30pm at the Abbey and Museum sites, with last entry to the Abbey at 4pm) on Sunday, 18 July 2027.
  • Arrange pack-up arrangements with your venue in advance.
  • At the close, take down, pack up, and remove your belongings – leave your space as clean and tidy as possible.
  • Some venues may need work removed and stored elsewhere at the close of Saturday; your venue will let you know if this applies.

Selling your work

You’re welcome to sell your work. We take no commission, so you keep all your profits. Arrange selling in advance, including getting hold of a cash float or card reader – we don’t supply these.

Tax

  • This depends on how much you sell and how regularly. We can’t give tax advice – seek guidance from HMRC or a qualified accountant for your circumstances.
  • You have a tax-free trading allowance of up to £1,000 per tax year for trading or casual income.
  • If your total gross trading income is £1,000 or less, you generally don’t need to report this to HMRC, though you should still keep records.
  • Where your income is higher, you can still deduct the £1,000 allowance from what you report, instead of tracking individual expenses.
  • Frequency and intent matter more than how you view the activity – regular selling, even at a small scale, is more likely to be treated as trading than an occasional one-off sale.

Full guidance is available on GOV.UK – tax-free allowances on property and trading income.

Consumer law

  • Goods you sell must be of satisfactory quality, match their description, and be fit for purpose, under the Consumer Rights Act 2015.
  • Your stall counts as a trader’s business premises for that day, so the 14-day cancellation right for online or distance sales doesn’t apply.
  • Make your contact or business details available at the point of sale – a business card or similar is usually enough.
  • Some item types carry additional safety requirements specific to that product category – check separately if this applies to your work.

We can’t give legal advice – the information above is a starting point, and you should seek further guidance for your individual circumstances. Further guidance is available from Business Companion – selling and supplying goods.

Publicity and promotion

We have limited volunteer resources to publicise the event, so we welcome your help raising awareness of Kirkstall Art Trail – word of mouth is often the most effective tool for promotion, so share in as many ways as you can.

Social media – we use both Instagram and Facebook, posting throughout the year and intensifying in the lead-up to the event in July. Sharing on social media is welcomed – tag us in your post and we may repost or share it in a story.

Posters and flyers – we distribute posters and flyers across Kirkstall and Leeds. If you can help distribute posters in your area, contact us, selecting ‘Volunteering’.

Other channels – once available, our printed and online map advertises who’s where and what’s on. We share news regularly on the website and with newsletter subscribers, and we also use local news outlets and local network groups to share information. We promote the Art Trail at Kirkstall Festival, the weekend before.