Information for Artists

Artist's Checklist

If your proposal for a show has been accepted and you are getting ready to set up, here is what you need to be aware of:

Checklist for Preparing Artwork for Installation:

  • Notify the Gallery staff of your setup time.
  • Make sure your artwork is ready to install the day it is brought in.
  • Make sure hanging wires are attached to all 2D pieces.
  • Check 3D work for stability.
  • Test multimedia work. Create typed instructions (how to turn your piece on, etc.) to give to Gallery staff so they can troubleshoot if needed.
  • Make sure any installation work/suspended objects are cleared with the Gallery Director well in advance.
  • Request pedestals, glass cases, shelving, cables, etc. from the gallery well in advance.

Important Dates to Remember:

  • Meet with the Gallery Director at least 2 weeks prior to your show.
  • Title card info, vinyl sign info, and artist statement should be emailed to the gallery ( at least ONE WEEK prior to installation.
  • Remember your specific setup/takedown/reception dates.

(These important dates can be found in your acceptance letter. Please read over and check them in advance. Notify the gallery immediately of potential conflicts or concerns)

Opening Reception:

Having a reception is optional. As such, Gallery 303 is not responsible for providing one for you. The gallery does have tables and tablecloths that can be checked out for use if you choose to hold a reception.

If you decide to have a reception:

  • Schedule date for reception with gallery staff. Once cleared by the gallery director, schedule your event with HFAC scheduling located in room D359D (next door to Gallery 303.)
  • Send out announcements and invitations. The Gallery is not responsible for advertising for your show. We do have display cases that can hang any announcements and invitations you create for your show.
  • Plan food for the reception.
  • Make sure that everything is in place before your reception.
  • Tables and table clothes, punch bowls, silver ware, plates, glasses, napkins, paper products, food, drinks, ice, garbage cans, etc.
  • Arrive early on the night of your reception to prepare for your guests.
  • CLEAN UP after the reception has ended.

For the Duration of your Show:

  • Never remove or rearrange work after a show opening.
  • Never arrange movable walls. This is only to be done by gallery staff.
  • Use care to not scratch/damage walnut panels when hanging work.

(If you notice any problem with your show please let Gallery staff and the director know immediately so that they can handle it.)

After the Show:

Artists are required to clean up and take down their own shows. Gallery staff is available to help if needed, but it is the artist’s responsibility to restore the space to its original condition.

Things to do:

  • Let gallery staff know what time you will take down your show.
  • Remove artwork.
  • Patch and paint over any holes or marks left on Gallery 303 walls. (Gallery provides the equipment to patch and paint the walls)
  • Return any pedestals used.
  • Remove vinyl lettering, artist statement, and title cards.
  • Sweep and clean the floors of the Gallery.

Please note that take down dates are listed on acceptance letters.

Storage of Artwork:

Unless specific arrangements have been made with the Gallery Director, art may not be left for storage after an exhibit.

Withdrawal from a Scheduled Space:

Gallery 303 runs on a tight schedule. Demand for shows is very high, and often we are pressed for space. For these reasons withdrawing from a scheduled space is not taken lightly. To withdraw or change a time or space that has been scheduled with the gallery the applicant will need to:

  • Submit to the gallery a formal request in writing explaining the applicant’s need for the change. This request must be approved and signed by the applicant’s Faculty Advisor and then by the Gallery Director.
  • If the applicant has need to withdraw from exhibiting or change dates or spaces a second time, a formal request must again be submitted with signatures from the applicant’s Faculty Advisor, the Area Head, and the Art Department Chair.

Visual Arts Workshop B315:

The Visual Arts Workshop, also known as The Woodshop (HFAC B315), is designed for Gallery and student use. Upon learning to use the equipment and paying a shop fee, any student may use the woodshop during designated open hours. Please be aware that the woodshop can be a helpful resource when preparing for a show. Check the woodshop door for open hours. See Visual Arts Workshop B315


The craftsmanship and skill put into presenting your work is a direct statement about you and your work; don’t skimp on quality of frames and obvious design considerations dealing with presentation. The gallery staff will be happy to consult with you regarding various methods of framing and presentation. The main mission of the gallery is to give you an opportunity to present your work to your peers, faculty, and community in a professional setting. The following are presentation methods that have been approved for use in the gallery:

  • Horizontal shelves - to support books and small 3D objects.
  • Pedestals - to support 3D work.
  • Approved hanging wires and rods for wall pieces are provided for each gallery space. Due to the unique and fragile nature of the walnut panels, the gallery staff must be notified before a hanging method other than those provided is used.
  • Horizontal cable with clips - to suspend light paper or posters.
  • Glass Cases - to display small, valuable and/or delicate objects.
  • Electric/multimedia equipment - electronic multimedia equipment (projectors, computers, DVD players, etc.) must be provided by the artist unless special arrangements have been made to borrow gallery equipment. Typed instructions, along with artist contact information should be attached to each multimedia piece. Video and sound must be able to play on a loop during gallery hours