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  • Student Exhibition Preliminary Guidelines

  • The following information is pulled directly from the COTA Galleries' Gallery Use Agreement, a document provided to student artists during mandatory orientation.

     

    ARTWORK

    Artwork Delivery and Readiness

    • The ARTIST must deliver artworks, equipment, and gallery furniture on the installation date.

    • Works must be ready to install (for example: paint dry, hardware in place).

    • Artwork must be installed and de-installed on the dates and times provided. 

     

    De-installation Responsibilities

    • Patching and painting nail holes

    • Returning equipment to its department lender

    • Returning gallery furniture to proper storage

    • Cleaning the space

     

    Installation and De-installation of the Exhibition

    • Installation may occur only during the dates and times listed.

    • The ARTIST is responsible for installing all artworks.

    • All artworks must be ready for installation upon arrival.

    • After each installation and de-installation, the ARTIST must professionally patch and paint walls and clean the gallery. The ARTIST must leave the gallery in better condition than when they occupied it. This includes discarding packing materials and returning tools to their proper locations.

    • Any special installation requests must be discussed with Gallery Staff in advance, including (but not limited to):

      • use of walls or pedestals

      • attachment to gallery walls and ceilings

      • use/borrowing of any AV equipment

    • The ARTIST and those assisting must follow all guidelines provided during orientation and in the Installation and Safety Guide.

     

    TECHNOLOGY AND GALLERY DISPLAY FURNITURE

    The GALLERY may have media available for loan on a first-come, first-served basis.

    • Any technology supplied by the ARTIST or borrowed from the GALLERY (including but not limited to projectors, sound equipment, speakers, software, and media players) is the ARTIST’s responsibility.

    • The ARTIST must keep all technology in working order for the full exhibition term.

     

    MONITORING THE GALLERY DURING PUBLIC HOURS

    The ARTIST must commit to be on site in the gallery during the run of their exhibition, which is Monday through Friday 11am – 4pm, based on the ARTIST’s availability.

     

    PRESERVING THE CONDITION OF THE COLLECTION

    Food and drinks are prohibited in the gallery spaces to protect the artwork on display and the gallery’s permanent collection stored on the premises. 

     

    CRITIQUES

    The ARTIST must inform the Gallery Coordinator when they intend to bring in a class to conduct critiques at least one week in advance, regardless of whether it takes place during open hours.

     

    PUBLICITY / DESIGN

    • All invitations, announcements (appearance, design, size, color, production, distribution, and mailing), labels, checklists, vinyl, etc. are the ARTIST’s responsibility and expense.

    • The ARTIST is expected to work strategically on public relations and communications, and keep exhibition information (such as gallery’s public hours, address, etc.) consistent with the GALLERY brand

    • The ARTIST gives the GALLERY permission to use the ARTIST’s photograph/video/audio recording for promotional materials and publicity, including social media.

    • The ARTIST understands documentation may be used on platforms including (but not limited to) TikTok, YouTube, Facebook, Instagram, Vimeo, and other promotional formats.

    • The ARTIST is solely responsible for documenting their own work and exhibition.

     

    PUBLIC EVENTS / RECEPTIONS

    • The GALLERY reserves the right to use the gallery space for public or private events at any time during the ARTIST’s exhibition.

    • The ARTIST is fully responsible for their show reception.

    • All food, drink, set up, and clean-up are the ARTIST’s responsibility and expense.

    • All food and drink must be prepackaged or catered.

    • The ARTIST must follow university policies for campus guests, alcohol use, and all other applicable policies and guidelines.

     

    VENDING 

    • The GALLERY is an academic exhibition space focused on student creative growth and professional development, not a commercial or retail environment.

    • In alignment with this mission, exhibitions should not be designed primarily for sales or tabling.

    • Students may independently facilitate transactions through personal online platforms, but exhibitions must prioritize artistic presentation, curatorial intention, and the integrity of the gallery environment.

     

    EXHIBITION RESTRICTIONS

    • The ARTIST must acknowledge and follow all artistic, performative, and exhibition restrictions set by the College of the Arts Galleries.

    • Limitations are established conditions and are not subject to debate or modification.

    • These restrictions reflect institutional, societal, and site-specific guidelines that the ARTIST accepts by participating in gallery programming.

    • These restrictions do not limit academic freedom; they are conditions of using the space and honoring commitments made to the gallery.

    • The student/artist is solely responsible for ensuring their work aligns with these parameters. Compliance is a matter of professional and personal integrity. 

     
     

    STUDENT PERFORMANCE ART GUIDELINES 

    • Project Description: Include a clear and concise overview of the performance concept. How does it fit within the context of the gallery and audience? Who is involved in the performance? How many people will be involved? How long is it and will the performance be a one-time engagement? If props are left in the space post-performance, how long will they be in the space?
    • Materials and media: Provide a full list of materials/objects/media involved, if any. Specify if any materials are flammable, perishable, or potentially hazardous. Include photos or illustrated layouts, if any.
    • Audience Engagement / Sensitive Content: Describe how the audience is expected to interact or observe? Does the performance involve any unexpected or confrontational elements? Is there nudity or sensitive content? All content must comply with CSU’s policy on campus speech and expressive conduct.
    • Health & Safety / Risk Assessment / Facility Impact: Describe any possible risks to the artist(s) involved in the performance, audience, and/or gallery property. Will the performance obstruct artworks on display, emergency egress, or ADA paths? For performances involving external collaborators or specialized equipment, liability waivers may be required. Only those currently affiliated with the university may engage in performance art in the COTA Galleries.
    • Maintenance of the venue: Artists must clean-up after the event. 

     

    INSTALLATION AND SAFETY GUIDE

    Gallery must be returned to the state the artist found it in. Only those who are currently affiliated with the university may assist in the galleries. 

     

    ✅ CLEAN UP AFTER YOUR SHOW

    You must return the gallery to its original condition after your exhibition.
    • Remove all materials
    • Patch holes
    • Repaint walls that were altered
    • Gallery Staff will provide materials for patching/painting walls

     

    🚫 NO BUILDING / CONSTRUCTION IN THE GALLERY

    • Do not fabricate structures in the gallery. Because of time, space, and dust/debris concerns, all structures must be built offsite, then moved in and installed.
    • No power tools in the galleries; drills are the only exception.

     

    🚫 NO WET ARTWORK / FUMES

    • Wet artwork is not permitted (maintenance + safety concerns).
    • If artwork is wet or emits fumes/odors, gallery staff may remove it immediately and it may be discarded to meet Environmental Health & Safety standards.

     

    🚫 DO NOT PERMANENTLY MARK OR ALTER WALLS / SPACES

    Allowed for placement:

    • small, insignificant erasable guide marks using a #2 pencil

      painter’s tape for temporary placement guides

    Do not alter walls or gallery spaces with:

    • paint, spray paint, ink, drawing materials, pigment, charcoal

    • Avoid extremely strong adhesives (they cause wall damage).

     

    🚫 PROHIBITED MATERIALS (IN THE GALLERY)

    These cause infestation and damage.
    • Live plant matter or soil
    • Found objects with insects or mold
    • Live or dead animals or insects
    • Food or animal products
    Do not bring/use these materials in the galleries (separate from completed artworks):
    • Spray paint
    • Paint
    • Varnish
    • Charcoal
    • Dry pigments
    • Other friable (easily crumbled/airborne) materials

     

    ✅ CONTAIN LOOSE MATERIALS

    Prevent dispersion of loose material. Dry, powdered, or loose materials must be contained with a barrier or container, so they do not spread through the gallery.
     

    🚫 DO NOT HANG FROM CEILINGS OR SAFETY SYSTEMS

    No artwork suspended from ceilings (structural and visitor safety).
    Do not block or hang anything from:
    • ceiling
    • safety devices
    • fire suppression system components
    • lighting tracks

     

    🚪 KEEP EXITS AND PATHS CLEAR

    Do not place artwork/pedestals where they interfere with emergency egress.
    • Keep all required walkways and exits open at all times.  

    🔌 ELECTRICAL LIMITS

    There are limited standard outlets in exhibition spaces. Equipment that requires an excessive electrical load is prohibited.

     

    🎭 PERFORMANCES

    • Performances must match the approved proposal description or video documentation.
    • All performance content must comply with CSU’s policy on campus speech and expressive conduct
    • Only people currently affiliated with the university may participate in performance art in the COTA Galleries.
    • If your performance involves outside collaborators or specialized equipment, liability waivers may be required.
    • Artists are responsible for cleaning up immediately after the performance/event.
    • The Gallery may intervene in, modify, or cancel any performance that:
      • Deviates from the approved description, or
      • Violates university guidelines, safety protocols, or campus policies
     
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