Facility Rentals

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 lobby TV screen – an image of your event on a monthly slideshow.
• ArtSpring Presents programs – inserts. For a fee of $25 per performance ArtSpring can insert client’s 8″x 5.5″ flyer.

Does ArtSpring have any COVID policies?

Please check our COVID-19 Safety page for current policies.