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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: TBC
  • Deadline: TBC
  • 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

Kirkstall Art Trail welcomes applications that do not fit neatly into the criteria above. Artists with environmental sustainability at the core of their work are particularly encouraged to apply, and Kirkstall Art Trail supports a culture of inclusion, encouraging artists from all backgrounds to apply.

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

There is no charge to apply, and participation in Kirkstall Art Trail is free.

Removing financial barriers to taking part is important, particularly for emerging artists. Participation may still involve costs of its own – for example, printing or preparing work for display – and these remain the artist’s responsibility.

Accepted artists are encouraged to make a donation where they are able, with £10 recommended. Donations support Kirkstall Art Trail to continue running.

  • up to five examples of your work
  • a short artist bio, written in first person, with a limit of 75 words – used for your artist profile on the website if successful
  • a clear description of what will be exhibited, or the activity offered – this can describe an idea still in its initial stages, or work created specifically for the Art Trail
  • venue details, if applicable – there is no obligation to provide a venue, but let us know if using your own premises, or pairing up with one provided by friends or family
  • social media and website details, if applicable

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

Priority is given to applicants based in Kirkstall, West Leeds, and the surrounding areas. Applications are also assessed on whether the proposal is workable within the Art Trail as a whole, and applicants may be contacted for further information before a submission is accepted.

Some applicants may encounter barriers when showing their work. Kirkstall Art Trail aims to provide a place for these applicants where practicable and possible, and may work with the applicant on a solution or, where possible, signpost them to a more suitable opportunity.

Applicants will be notified of the outcome and next steps once assessment is complete – successful artists are informed 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 Kirkstall Art Trail is a volunteer-led organisation, notification may take longer than anticipated. Applicants who have not heard back a month after the deadline should contact us, selecting ‘Artists’.

Accessibility adjustments can be requested at any stage of the application process. This includes:

  • answering questions about the application form, and providing it in a different format if needed
  • accommodating preferred communication methods, so information is received in a way that works for the applicant
  • access adjustments over the event weekend – these do not have to relate to a physical need to be requested

The application form includes an accessibility requirements section where these needs can be noted directly. Requests can also be made by contacting us, selecting ‘Accessibility’.

After you’re accepted

Successful applicants first receive a message through CuratorSpace about their submission status, followed by direct contact by email. Add info@kirkstallarttrail.co.uk to contacts so that messages do not end up in junk or spam folders. As the organising committee is volunteer-led, response times during this period may be slower than expected – messages will be answered as soon as possible.

A contract with the terms and conditions for exhibiting will be sent. This should be read and agreed to by ticking the confirmation box, then submitted to confirm participation.

Once artists are accepted, each applicant is matched with a suitable venue. Matches are made to the best of the organising team’s ability, taking into account the accessibility details provided at the time of submission and the type of work being submitted for exhibition. Some matches are more complex than others; host venues will be confirmed before the beginning of June.

Initially, Kirkstall Art Trail will try to match artists to a venue based on what they plan to exhibit. Bear in mind that the final selection may need editing to fit the space – conversely, more space than anticipated may become available. Exhibition logistics should be discussed with other artists (if applicable) and the venue host. First-time applicants who are still unsure should get in touch to discuss plans and expectations.

Any concerns that a venue is not suitable for an artist’s access needs should be reported as soon as possible – reasonable adjustments will be made, and a different location found where needed. For any other concerns about arrangements, contact Kirkstall Art Trail to discuss a solution.

Artists and venues are introduced by email. This email includes venue contact details, artist contact details, and, if sharing a venue with other artists, their names, mobile numbers, and emails. A reply confirming receipt of the introduction email is requested, so that Kirkstall Art Trail can track who has confirmed and who needs following up.

Contact with the venue should be made directly after the introduction. Any problems at this stage should be reported to Kirkstall Art Trail. Support with introductions is available for artists who would prefer this to be done in person – get in touch to arrange this.

Where a venue is shared, artists organise the space together. Mobile numbers provided at application are shared with the venue and fellow artists in the same space, as email can be unreliable for time-sensitive arrangements such as setup coordination. Artists in shared venues have found that WhatsApp is the most effective way to organise. 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 artists to join. Each venue is individual and may use a different method of communication – working together to find the best method for the group is encouraged.

Display is something to plan for in advance. Many venues will not 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 the stall up, with small items at the front and larger ones at the back, and trial the setup before the day. Discussing display plans with the venue beforehand is recommended – they may be able to offer solutions not yet 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 to be set up a day or two in advance – times should be arranged with the venue directly.

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

  • respecting the venue and the space it provides, as if it were one’s 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, and artists can check for mistakes, missing information, or request a different image be used. With over 100 artists taking part in recent years, this is time-consuming work for the volunteer team, so getting the profile right the first time is helpful to the process.

The artist name shown may differ from your application’s contact name, if a business, group, or stage name is used. If offering an activity, it’s listed with more detail, including cost and suitability for children, in the activity directory.

Profiles are populated using information provided through CuratorSpace, and 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

Kirkstall Art Trail does not currently have funding to reimburse artists for delivering workshops, so this cost should be factored into any proposal. Artists are free to ask visitors for a donation or a fee for workshop participation.

Artist facilitators may also be hired from time to time for separate, grant-funded projects. These roles are recruited and contracted apart from the main artist call-out – see artist opportunities for current paid roles.

Insurance and risk assessment

Artists must arrange their own public liability insurance. This protects against financial risk if someone is injured, or their property damaged, because of an artist’s 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 an artist’s career, and concessionary rates are available if cost is a barrier. Find out more on the Axis website.

Appropriate risk assessments must be in place for the whole Art Trail, including all individual activities. A general event risk assessment is provided to all artists, covering relevant risks and the controls already in place. Artists delivering an activity will need to apply the assessment specifically to that activity. Support is available for artists who have not carried out a risk assessment before.

Any risk not covered by the assessment, or any other health and safety concern, should be reported to Kirkstall Art Trail immediately, using the concerns and enquiries form, selecting ‘Health and safety’.

During the Art Trail

What to bring

the work being exhibited

stock, if selling items

props and displays to put 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 having information available to take away or read independently is worthwhile:

  • signpost visitors to further information about the work on show
  • write a short bio to display at the stall, so visitors can read about the artist even when they’re busy speaking with someone else
  • have business cards available
  • print a poster with 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 provide instant access to social media or a website – these can be created for free using a tool such as QRCode Monkey

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

Specific setup arrangements should be confirmed with the venue host before the event. Many venues will need to be set up on the morning of Saturday 17 July, before the Art Trail opens at 11am. At least an hour is recommended to get ready, with setup fully complete by 10.45am.

Artists are expected to be present for both days, engaging with visitors to the Art Trail. Reasonable exceptions may be possible – requests should be raised in advance of the Art Trail by contacting us, selecting ‘Artists’. Exhibits should not be left unattended without prior arrangement, regardless of the circumstances.

The event spans a long weekend, and wellness breaks may be needed. Artists should arrange their own cover to allow for this – artists sharing a venue may wish to arrange cover for each other, allowing time away in turn. For refreshment breaks, bringing a packed lunch and water is recommended, as not all venues will have facilities to accommodate this need.

The Art Trail finishes at 5pm (4.30pm at the Abbey and Museum sites) on Sunday, 18 July 2027. Arrangements for packing up an exhibit should be made with the venue in advance. At the close of the Art Trail, take down, pack up, and remove all belongings – the venue and exhibiting space should be left as clean and tidy as possible. Some venues may require work to be removed and stored elsewhere at the close of Saturday; venues should make this known to artists before the weekend.

Selling your work

Artists are welcome to sell their work. Kirkstall Art Trail takes no commission, so all profits are kept in full. Arrangements for selling should be made in advance, including obtaining a cash float or card reader – these are not supplied by Kirkstall Art Trail.

Tax

This depends on how much is sold and how regularly. Kirkstall Art Trail cannot give tax advice – the information below is a starting point, and HMRC or a qualified accountant should be consulted for individual circumstances.

Individuals have a tax-free trading allowance of up to £1,000 per tax year for trading or casual income. If total gross trading income across the year is £1,000 or less, this generally does not need to be reported to HMRC, though records should still be kept. Where gross trading income is higher, the £1,000 allowance can still be deducted from what is reported, instead of tracking individual expenses.

Frequency and intent matter more than the artist’s own view of the activity – regular selling, even at a small scale, is more likely to be treated as trading by HMRC than an occasional one-off sale. Full guidance is available on GOV.UK – tax-free allowances on property and trading income.

Consumer law

Kirkstall Art Trail cannot give legal advice – the information below is a starting point, and further guidance should be sought for individual circumstances.

Goods sold to visitors must be of satisfactory quality, match their description, and be fit for the purpose they’re sold for, under the Consumer Rights Act 2015. A stall at the Art Trail counts as a trader’s business premises for that day, so the 14-day cancellation right that applies to online or distance sales does not apply here.

Contact or business details should be available at the point of sale – a business card or similar is usually sufficient to meet this. Some item types carry additional safety requirements beyond general consumer rights law, specific to that product category – this should be checked separately if it applies to the work being sold.

Further guidance is available from Business Companion – selling and supplying goods.

Publicity and promotion

Limited volunteer resources are used to publicise the event. Artists are encouraged to help raise awareness of Kirkstall Art Trail – word of mouth is often the most effective tool for promotion, so sharing in as many ways as possible is welcomed.

Social media – Kirkstall Art Trail uses both Instagram and Facebook, with posts made throughout the year, intensifying in the lead-up to the event in July. Sharing on social media is encouraged – tag Kirkstall Art Trail in the post to be considered for a repost or story share.

Posters and flyers – posters and flyers are distributed across Kirkstall and Leeds. Artists able to distribute posters in their area are asked to contact us, selecting ‘Volunteering’.

Other channels – once available, the printed and online map of the Art Trail advertises who is where and what’s on. News is shared regularly on the website and with newsletter subscribers, and local news outlets and local network groups are also used to share information. The Art Trail is promoted at Kirkstall Festival, the weekend before.