Facility Rentals

Technical drawings:

• ArtSpring Theatre Dimensions (.pdf)
• Artspring Theatre with soft goods (shown on above) (.pdf)
• ArtSpring Lightplot (.pdf)
• ArtSpring Theatre with Choral Risers (.pdf)

Audio and lighting equipment:

• Audio equipment (pdf)
• Lighting equipment (pdf)
• Audio-Visual equipment (pdf)

Maps and directions from the three Salt Spring Island ferry terminals to ArtSpring:

• Fulford Harbour (.pdf)
  
• Long Harbour (.pdf)
• Vesuvius Bay (.pdf)
  

Whether you are renting ArtSpring’s theatre or exhibition spaces, good promotion is the key to a successful event. ArtSpring can help you promote your event in a number of ways:

• Event page on the ArtSpring website.
• Online listing on the ArtSpring calendar.
• Email newsletter. Submissions must be received by the 15th of the month prior to your event.
• Social media shared posts. Create a post, or an event, and tag us with the relevant ArtSpring account name (eg. @artspringislandarts) within the text. We’ll share up to three times to our pages:
  Facebook – @artspringislandarts
  Instagram –@artspringssi
  Twitter – @ArtSpring01
• Two posters in the ArtSpring Box Office lobby. Maximum size is 11×17”.
• Optional 8″x 5.5″ inserts into printed ArtSpring Presents programs for a fee of $25.00/each performance inserts are used.

The promotional opportunities listed above should only be thought of as the beginning of your campaign to market your event. The success of your show or exhibition will depend also on how much attention you can draw to it through your own efforts. We recommend:

Local media

Gulf Islands Driftwood
328 Lower Ganges Rd, Salt Spring Island, BC V8K 2V3
Tel: 250-537-9933    Fax: 250-537-2613    Email: inquiries@driftwoodgulfislandsmedia.com

The Driftwood publishes Wednesdays – ad deadline Friday, editorial deadline Sunday.
You can also post your event to the Driftwood’s online Salt Spring Community Events Calendar 

Salt Spring Exchange
High traffic volume local community website with free listings for local events, updated multiple times daily.

Post your event by logging in (or creating an account). Then, click “Post An Ad” and post your event in the Events, Concerts, Meetings section. They also sell display advertising.

The Fishbowl Magazine
Email: thesaltyfishbowl@hotmail.com
Monthly print magazine for arts and culture on Salt Spring Island.

Islands Marketplace
Tel: 250-537-2905   Email: info@islandsmarketplace.com
Classified ads and free listings magazine.

Gulf Islands Community Radio
Promote your event on-air on Scott Merrick’s daily show. Contact Scott – smerrick12@shaw.ca

Community calendars

There are two key online community calendars that list upcoming events on Salt Spring:

Salt Spring Tourism’s Event Calendar

Gulf Islands Driftwood Community Events Calendar

Social media

Platforms like Facebook, Instagram and Twitter can be excellent ways to get the word out about your event. Posting on your organization’s Facebook wall or setting up a Facebook event encourages your contacts to attend your event. Posting images related to your event on Instagram, or tweeting information, are also effective ways to capture interest.

Posters

Salt Spring Island has many community notice boards, mainly located in the Ganges area. Stores will sometimes consider putting posters in their windows. Posters should be maximum 8.5×11”, and put up not more than two weeks before your event.

E-mail marketing

This can be a very effective way of calling people’s attention to your event. Privacy regulations prevent ArtSpring from making our patron database available to you (except in cases where you have held a ticketed event in the past, in which case we can pass on to you a list of patrons who attended your event and to whom you can send notice of your new project). However, establishing links with various groups who you know to have an interest in your event can often be very effective for spreading the word.

Note: In accordance with the Privacy Act, ArtSpring will not share email or mailing addresses of its patrons or members with other organizations. Renters using the Box Office are entitled to the list of those individuals purchasing tickets to their events.

Direct mail marketing

Canada Post offers unaddressed admail services and The Driftwood offers opportunities to place advertising inserts into their newspapers.

If you are renting ArtSpring for an event, please include the ArtSpring logo on all of your publicity material. You can download the ArtSpring logo using the links below.

1. Please always use original digital artwork files. Never recreate or distort/stretch the logo.
2. Ideally, the logo should appear in its corporate colour: PMS 286 or #0033ab blue, and black.
3. The black and white version of the logo is to be used only when it is not possible to reproduce the logo in colour.

We recommend that you include ArtSpring’s street address, box office phone number, and web address near the logo:
100 Jackson Avenue, Salt Spring Island
Box office 250-537-2102   www.artspring.ca

Click on the links to download the ArtSpring logo:

Colour – small

B&W – small

Colour – large

B&W – large

Transparent background – colour

Transparent background – black

Transparent background – white

How do I check availability for the theatre?

Please contact the Operations Manager at meghan@artspring.ca (Monday to Wednesday) to get the most up to date availability. ArtSpring’s online calendar of events shows only confirmed bookings and does not include private events, or tentative bookings. Bookings may be made up to two years in advance.

Can I hold dates in the theatre?

You may place available dates on hold and you may cancel held dates at any time prior to signing the contract. If your held dates are requested by another client who is willing to sign the contract and pay the deposit, ArtSpring will contact you and offer you first right of refusal. You will have a few business days to make a decision – at which point you must sign the contract and pay the deposit or release the dates. Bookings are only confirmed when you have signed the contract and paid the deposit.

Do I need to pay a deposit to secure a date in the theatre?

Yes, you must pay the deposit and sign the contract in order to confirm a booking. Deposits are $100/day for Community/Non-profit clients, $300/day for Off-Island/Commercial clients and $50/day for Schools. Deposits are non-refundable and non-transferable. If the number of booked days is reduced after the contract is signed, the deposit for the cancelled days is forfeit to ArtSpring and not part of ArtSpring’s final reconciliation with the rental client.

How much does it cost to rent ArtSpring?

Theatre Rental Rates can be found here and are valid until August 31^st of the current fiscal year. Rates are reviewed and updated annually.

Do you offer any discounted rates?

Yes, ArtSpring offers discounted theatre rates for two groups:

1. Schools or other organizations putting youth in performing experience,
2. Salt Spring Island residents who are individual artists, amateur arts groups, or not-for-profit community organizations.

This rate is intended for local residents who are on the stage or fundraising for local causes. This rate is supported by donors, granters, and our own ArtSpring Presents series.

What does the rental of the theatre include?

Basic theatre rental rates include four hours in the theatre, lighting equipment, sound equipment, projector, risers, Box Office Services (event setup, ticket printing, online ticketing, accounting), Front of House staff (Duty Managers, Ushers and Box Office staff), and limited marketing assistance. Labour is charged separately.

How many seats are there in the theatre?

There are 259 seats in the theatre (if the full sound system is used, three seats are taken out of inventory). ArtSpring holds eight seats for every show.

What time are most shows in the theatre?

Most evening shows take place at 7:30pm, with the occasional show at 7pm or 8pm. Most matinees are at 2:30pm, with the occasional show at 2pm.

Does ArtSpring provide a pre-show or intermission concession?

ArtSpring does not provide a pre-show or intermission concession. If you wish to arrange your own concession, kitchen use must be confirmed with the Operations Manager (meghan@artspring.ca) when you sign the contract and pay your deposit. In the event that you wish to serve alcohol as part of your concession it is your responsibility to apply for, secure, and post a Special Occasion liquor license and abide by all rules and regulations stipulated in that license. In this situation, ArtSpring will require you to purchase liability insurance.

Do I need insurance for my event at ArtSpring?

If you answer yes to any of the questions found on ArtSpring’s insurance questionnaire you are required to have liability insurance for your event.

Does ArtSpring provide all technical staff for a show/event?

Yes, ArtSpring’s Technical Director (TD) is in-house for all performances, rehearsals and most other uses of the theatre. The TD will determine and schedule all other labour required for your event or production and has ultimate authority in the theatre. Subject to approval by ArtSpring’s TD, you may bring in your own professional sound technician. The technical staffing fees charged by ArtSpring will not be reduced in this situation. ArtSpring requires their own staff to be in place for all performances/events in the theatre to ensure proper and safe use of the facility and equipment. These staffing levels are determined by the Technical Director and are not affected by any outside technical assistance you may bring in for your production.

Where can I find details about the theatre’s features, equipment or layout?

You can find information about theatre features, equipment, layout, etc here.

What marketing assistance does ArtSpring provide?

You are responsible for marketing your event. ArtSpring is able to provide assistance through the following vehicles:

• ArtSpring website – event page
• ArtSpring calendar – event listing
• ArtSpring e-newsletter – submit event information by the 15th of the month prior to the event.
• ArtSpring social media – shared posts. Create a post, or an event, and tag ArtSpring with the relevant account name (eg. @artspringislandarts) within the text. We’ll share up to three times to our pages:
  Facebook– @artspringislandarts
  Instagram – @artspringssi
  Twitter – @ArtSpring01
• ArtSpring lobby – provide two posters (max. size 11×17”)
• ArtSpring Presents programs – inserts. For a fee of $25 per performance ArtSpring can insert your 8″x 5.5″ flyer.

Do you have dressing rooms and a green room?

ArtSpring has two dressing rooms each with their own bathroom and a shared shower. We do not have a green room but you may rent our gallery spaces (dependant on availability) which can accommodate large groups. Gallery bookings can be confirmed 90 days prior to your event.

Can I sell tickets myself using another ticketing platform?

No, all events taking place at ArtSpring must sell tickets through the ArtSpring Box Office. Our Box Office provides proper accounting, trackability, and ensures accurate fees are applied. In the event of a problem like a show cancellation we are able to contact all ticket holders and if a patron loses their ticket we can reprint.

What time can I load into ArtSpring for my event?

The Technical Director will determine load-in times and will provide you with a proposed schedule prior to your event. We cannot accommodate early arrivals, including equipment drop-off, catering items, etc. Please ensure everyone involved with your production is aware of the scheduled load-in times.

How do I check availability of the gallery space for an exhibition?

Please contact the Operations Manager at meghan@artspring.ca (Monday to Wednesday) to get the most up to date availability. ArtSpring’s online calendar of events shows only confirmed bookings and does not include private events, or tentative bookings. Bookings may be made up to two years in advance.

Can I hold dates in the gallery?

You may place available dates on hold and you may cancel held dates at any time prior to signing the contract. If your held dates are requested by another client who is willing to sign the contract and pay the deposit, ArtSpring will contact you and offer you first right of refusal. You will have a few business days to make a decision – at which point you must sign the contract and pay the deposit or release the dates. Bookings are only confirmed when you have signed the contract and paid the deposit.  The contract should be signed and deposit paid two months prior to exhibition start date.

Do I need to pay a deposit to secure an exhibition date in the gallery?

Yes, you must pay the deposit and sign the contract in order to confirm an exhibition. Deposits are 40% of the estimated room cost. Deposits are non-refundable and non-transferable. If the length of the booking is reduced after the contract is signed, the amount of the deposit will be prorated. Any excess in deposit is non-refundable and non-transferable.

How much does it cost to have an exhibition at ArtSpring?

Gallery Exhibition Rental Rates can be found here and are valid until August 31^st of the current fiscal year. Rates are reviewed and updated annually.

Do you offer any discounts for exhibitions?

Yes, ArtSpring offers a discounted rate for Salt Spring residents (who are individual artists, amateur arts groups, or not-for-profit community organizations) exhibiting their own work or collection AND not charging admission. ArtSpring supports local residents through this 35% discounted rate (subsidized by donations to ArtSpring). In addition, a 20% discount is available on all exhibition rentals taking place during the months of December, January, February or March.

What hours can my exhibition be open?

Your exhibition may be open to the public Monday to Sunday 10am to 4pm. ArtSpring is generally not open on the weekends or statutory holidays. If you request a weekend or stat holiday opening as part of your rental ArtSpring will schedule staff to open/close the building. As the rental client, you understand and agree that you may be alone in the building, that you will not leave the building unoccupied at any time, and that you will wait for ArtSpring staff to arrive before you leave.

When an evening performance is scheduled in the theatre, rental clients are encouraged to open their exhibitions to the public before the performance and during intermission; however, this is at the discretion of the exhibitor. There is no additional rental charge for such use.

Am I required to have insurance for my event at ArtSpring?

If you answer yes to any of the questions found on ArtSpring’s insurance questionnaire you are required to have liability insurance for your event. You must provide a copy of this insurance to ArtSpring two weeks prior to your event.

Do ArtSpring staff hang and light my exhibition?

You are responsible for hanging your exhibit. ArtSpring staff will set dividing walls and provide clients with hanging equipment. If necessary ArtSpring staff will focus lighting once the exhibition is hung. Only ArtSpring staff are permitted to move dividing walls or focus lighting.

Does ArtSpring take a commission on art sales?

No, sales are exclusive to the rental client.

Can ArtSpring process art sales for me?

ArtSpring prefers that the rental client (or the client’s representative) who is “sitting” the show sell work and receive payment. However, if necessary ArtSpring can assist with sales paid by debit or credit card through the Box Office during regular hours (subject to certain conditions and procedures – see Operations Manager for more details). Payment will be remitted to exhibitor 10 business days after the exhibition ends, minus any associated credit card or debit charges.

What marketing assistance does ArtSpring provide?

You are responsible for marketing your exhibit. ArtSpring is able to provide assistance through the following vehicles:

• ArtSpring website – event page
• ArtSpring calendar – event listing
• ArtSpring e-newsletter – submit event information by the 15th of the month prior to the event.
• ArtSpring social media – shared posts. Create a post, or an event, and tag ArtSpring with the relevant account name (eg. @artspringislandarts) within the text. We’ll share up to three times to our pages:
  Facebook– @artspringislandarts
  Instagram – @artspringssi
  Twitter – @ArtSpring01
• ArtSpring lobby – provide two posters (max. size 11×17”)
• ArtSpring Presents programs – inserts. For a fee of $25 per performance ArtSpring can insert client’s 8″x 5.5″ flyer.

Can I have an opening reception during my exhibition?

Subject to availability (you may need to be flexible on your date), ArtSpring is pleased to offer the option of one reception per exhibition. ArtSpring is a busy, multi-use facility where two events cannot occur at the same time. Receptions may be confirmed no earlier than 10 weeks prior to the rental start date. Contract must be signed and deposit paid to confirm reception.

Does ArtSpring have a kitchen we can use for our event if food/beverages are being served?

ArtSpring does have a small, non-commercial kitchen that can be used for food service, storage and as a prep area for your event. The kitchen has limited availability and should be requested when confirming your event. The kitchen fee is $25/day and there is also a food/beverage surcharge of $25/event. Clients are responsible to return the kitchen to the same level of cleanliness that they started with, including removal of all food and other items that they brought in for their event. Rental clients may use ArtSpring’s non-consumable items such as: white coffee mugs, small white plates, large coffee urn, kettle, etc. Rental clients should plan to bring their own serving ware, including consumables such as cream, sugar, etc.

In the event that you wish to serve alcohol at your reception it is your responsibility to apply for, secure, and post a Special Occasion liquor license, and abide by all rules and regulations stipulated in that license. In addition, you must provide ArtSpring with a copy of your liability insurance at least two weeks prior to your event.

Due to COVID-19 restrictions, processes and protocols that differ from those below may be in place. Please contact the Operations Manager for current information.

What constitutes an event in the galleries?

An event is anything that is not an exhibition and can include workshops, meetings, presentations, open-houses, performances, receptions, dinners, etc.

How do I check availability of the gallery space for an event?

Please contact the Operations Manager at meghan@artspring.ca (Monday to Wednesday) to get the most up to date availability. ArtSpring’s online calendar of events shows only confirmed bookings and does not include private events, or tentative/held bookings. Bookings may be made up to two years in advance.

Can I hold dates in the gallery?

You may place available dates on hold and you may cancel held dates at any time prior to signing the contract. If your held dates are requested by another client who is willing to sign the contract and pay the deposit, ArtSpring will contact you and offer you first right of refusal. You will have a few business days to make a decision – at which point you must sign the contract and pay the deposit or release the dates. Events are only confirmed when a contract is signed and a deposit paid. The contract should be signed and deposit paid two months prior to event start date.

Please note: priority is given to exhibitions and event rentals of longer duration, therefore single event bookings (of less than three days), can be confirmed no sooner than 90 days prior to the event.

Do I need to pay a deposit to secure an event date in the gallery?

Yes, you must pay the deposit and sign the contract in order to confirm an event. Deposits are 40% of the estimated room cost. Deposits are non-refundable and non-transferable. If the length of the booking is reduced after the contract is signed, the amount of the deposit will be prorated. Any excess in deposit is non-refundable and non-transferable.

How much does it cost to have an event at ArtSpring?

Gallery Event Rental Rates can be found here, and are valid until August 31^st of the current fiscal year. Rates are reviewed and updated annually.

Do you offer any discounts for events?

Yes, ArtSpring offers a discounted rate for Salt Spring residents (who are individuals or not-for-profit community organizations). ArtSpring supports local residents through this 35% discounted rate (subsidized by donations to ArtSpring). This rate is intended for local residents and local organizations who are using the space themselves or fundraising for local causes. There are also discounts for multi-day events as follows: 3-4 day rentals – 10% discount, 5-6 day rentals – 15% discount, 7+ day rentals – 20% discount.

What is included with my event booking in the gallery?

Event rates include: basic setup and takedown of equipment, tables, chairs and dividing walls (for more extensive setup there is a $25 setup fee), LCD projector, media cart, screen, and limited marketing assistance, including display of two posters, listing on online calendar, inclusion in our monthly e-newsletter (if materials submitted by the 15th of the month prior to the event), and limited social media posts.

What hours can I hold an event in the galleries?

• ArtSpring’s regular business hours are Monday to Friday 9:30am to 4:30pm.
• Daytime weekday events (without a Duty Manager) can be booked between 9:30am and 4pm (clients can access gallery at 9:30am and must have their event completed by 4pm).
• Daytime weekend events (without a Duty Manager) can be booked between 10am and 4pm (clients can access gallery at 10am and must have their event completed by 4pm). Weekend/stat holiday fees apply.
• Events running past 4pm will require a Duty Manager.
• Evening events must be completed and clients and participants out of the venue by midnight.

If you request a weekend or stat holiday opening as part of your rental (and a Duty Manager is not required), ArtSpring will schedule staff to open/close the building. As the rental client, you understand and agree that:

• you may be alone in the building,
• you will NOT leave the building unoccupied at any time, and
• you will wait for ArtSpring staff to arrive before you leave.

Please talk to the Operations Manager about whether a Duty Manager (ArtSpring representative) is required for your event.

What time can I arrive to start setting up my event?

The Operations Manager will confirm your scheduled arrival time – it will also be listed on your contract. We cannot accommodate early arrivals or early item drop-offs. ArtSpring is a multi-use facility utilized by many people, therefore clients are allowed access to the space only at the contracted rental start time and not before. It is your responsibility to inform all attendees, event organizers, and caterers of the start and end times of your event.

Am I required to have insurance for my event at ArtSpring?

If you answer yes to any of the questions found on ArtSpring’s insurance questionnaire you are required to have liability insurance for your event and provide a copy of insurance to ArtSpring two weeks prior to your event.

Can my event in the gallery be ticketed?

Yes, ArtSpring can provide ticketing services for your event through our Box Office. Information about fees can be found on our rate sheet here.

Does ArtSpring have a kitchen we can use for our event if food/beverages are being served?

ArtSpring does have a small, non-commercial kitchen that can be used for food service, storage and as a prep area for your event. The kitchen has limited availability and should be requested when confirming your event. The kitchen fee is $25/day and there is also a food/beverage surcharge of $25/event. Clients are responsible to return kitchen to same level of cleanliness that they started with, including removal of all food and other items that they brought in for their event. Rental clients may use ArtSpring’s non-consumable items such as: white coffee mugs, small white plates, large coffee urn, kettle, etc. Rental clients should plan to bring their own serving ware, including consumables such as cream, sugar, etc.

In the event that you wish to serve alcohol as part of your event it is your responsibility to apply for, secure, and post a Special Occasion liquor license, and abide by all rules and regulations stipulated in that license. In addition, you must provide ArtSpring with a copy of your liability insurance at least two weeks prior to your event.

Is there WIFI access in the galleries for my event?

Wireless internet is available but continuous service is not guaranteed and I.T. services are not provided. Please ask ArtSpring staff for the wireless guest password.

Will I have access to the lobby for my event in the gallery?

Yes, the lobby can be used as a gathering area, registration area, and/or a food/beverage service area when the kitchen is booked. For more extensive use (such as for silent auctions or information/display areas), the lobby can be rented in conjunction with evening or weekend gallery rentals for $40/day (this does not include the lobby walls). The lobby has limited availability and should be requested at time of booking. Please note: the lobby is a communal, multi-use space utilized by patrons, visitors, staff and volunteers. As such it may not be available to “rent” during business hours.

What marketing assistance does ArtSpring provide?

You are responsible for marketing your event. ArtSpring is able to provide assistance through the following vehicles:

• ArtSpring website – event page
• ArtSpring calendar – event listing
• ArtSpring e-newsletter – submit event information by the 15th of the month prior to the event.
• ArtSpring social media – shared posts. Create a post, or an event, and tag ArtSpring with the relevant account name (eg. @artspringislandarts) within the text. We’ll share up to three times to our pages:
  Facebook – @artspringislandarts
  Instagram –@artspringssi
  Twitter – @ArtSpring01

• ArtSpring lobby – provide two posters (max. size 11×17”)
• ArtSpring Presents programs – inserts. For a fee of $25 per performance ArtSpring can insert client’s 8″x 5.5″ flyer.