Terms & Conditions

Program Cancellation Policy

We strive to provide a smooth and supportive experience for all participants, but we understand that sometimes circumstances change. Please review the following cancellation policy to understand the terms regarding cancellations and refunds.

1. Cancellation by the Participant

We understand that life events can sometimes prevent you from attending the residency. If you need to cancel your participation, please inform us as soon as possible. The following applies:

More than 60 days before the start date: A full refund of the residency fee, minus a [X%] administrative fee, will be issued.
Between 30–60 days before the start date: 50% of the residency fee will be refunded.
Less than 30 days before the start date: No refund will be issued, as the program has committed resources to your participation. However, in extenuating circumstances (such as illness or emergency), we may offer a partial refund or defer your participation to a future session, subject to review.

If you cannot attend and wish to transfer your place to another artist, please contact us as soon as possible. We may allow you to transfer your spot to someone else, provided they meet the program’s eligibility criteria and you notify us at least 30 days before the start of the residency.

2. Cancellation by the Program

In the rare event that we must cancel the residency due to unforeseen circumstances (e.g., insufficient applications, health/safety concerns, or external forces such as natural disasters), we will provide you with:

Full Refund: A full refund of all fees paid.
Deferral Option: We may also offer the opportunity to defer your residency to a future session.

We will make every effort to inform participants as soon as possible and provide alternative solutions wherever feasible.

3. Postponement of Residency Dates

In the case where the residency dates need to be rescheduled (due to unforeseen circumstances such as changes in the venue, public health concerns, or other emergencies), the following will apply:

If the new dates work for you, your participation will automatically transfer to the new dates.
If you are unable to attend the rescheduled dates, you may request a refund as per the timeline mentioned under “Cancellation by the Participant.”

4. Force Majeure

In the event of circumstances beyond our control, such as a natural disaster, government restrictions, or other events that prevent the residency from taking place, the program is not liable for travel expenses or other costs incurred by participants. We will work with each artist on a case-by-case basis to reschedule or offer refunds where applicable.

5. Travel and Accommodation Costs

Please note that travel and accommodation costs are the responsibility of the participant. In the event of a cancellation, the program will not reimburse any travel, accommodation, or other personal expenses.

6. Notification Process

All cancellations must be submitted in writing via email to [Email Address] or through the official [Program Name] contact form. Upon receipt, you will receive confirmation of your cancellation request. Refunds (if applicable) will be processed within [X] days of cancellation.

Key Inclusions in Our Terms and Conditions

1. Application Process and Eligibility

Eligibility Requirements: Specify any criteria for acceptance into the program, such as artistic discipline, professional experience, age, or geographical restrictions.
Application Deadline: Clearly state the deadlines for submitting applications.
Selection Process: Describe how applications are reviewed and what the selection criteria are (e.g., portfolio quality, artistic merit, project concept, etc.).
Application Fees: If applicable, include information about any fees required to apply and whether these are refundable.
Notification of Acceptance: Specify when and how applicants will be notified of acceptance or rejection.

2. Residency Fee and Payment Terms

Residency Fee: Clearly state the cost of the residency, including any accommodations, materials, and other associated fees.
Payment Schedule: Outline when payments are due (e.g., deposit upon acceptance, full payment due by a certain date).
Accepted Payment Methods: Specify the payment methods you accept (e.g., bank transfer, PayPal, credit card).
Late Payment: State any penalties or consequences for late payments (e.g., loss of residency spot).

3. Accommodation and Facilities

Accommodation Details: Provide specifics about the housing arrangements (e.g., shared/private rooms, amenities, accessibility).
Workspace: Describe the type of workspace provided (e.g., studio space, access to equipment) and any restrictions or guidelines related to usage.
Duration of Stay: Clearly state the start and end dates of the residency, as well as any flexibility or extensions allowed.
Check-In/Check-Out Procedures: Include information about check-in and check-out times and protocols.

4. Artist Responsibilities

Work Expectations: Define what is expected of the resident artists in terms of work production (e.g., creating new work, engaging with the local community, etc.).
Program Schedule: If there are required activities (e.g., workshops, exhibitions, or group discussions), list these and note any flexibility.
Daily Schedule: Include any expectations around daily schedules, such as working hours, communal meal times, or studio hours.
Materials and Supplies: Specify whether materials and supplies are provided or whether artists are expected to bring their own.

5. Code of Conduct and Behavior

Respectful Conduct: Participants must treat fellow artists, staff, and the local community with respect. Any behavior that is disruptive or harmful may result in immediate expulsion from the program.
Zero Tolerance Policies: You may want to include policies regarding harassment, discrimination, or other unacceptable behaviors.
Alcohol and Drugs: Define any restrictions around alcohol, drugs, and smoking on the premises or during program activities.
Visitors: Specify any rules around visitors, including whether non-resident guests are allowed and under what conditions.

6. Intellectual Property and Copyright

Ownership of Work: Clarify who owns the work created during the residency (typically the artist). You may also want to specify whether the residency program has any claim to use the work for promotional purposes.
Exhibitions and Publications: Outline expectations regarding exhibitions or public presentations of the work produced during the residency. This may include requirements to exhibit or share work as part of the program or to participate in a final exhibition or presentation.
Copyright and Reproduction: If applicable, include any terms regarding the residency’s rights to reproduce or use images of the artwork for promotional materials, website, etc.

7. Insurance and Liability

Personal Insurance: It’s common for participants to be required to have their own health, travel, and property insurance. You should specify whether the program provides any coverage or if participants must secure their own.
Liability Waiver: You may require participants to sign a liability waiver stating that the program is not responsible for any personal injury, illness, or loss of property during their stay.
Damage to Property: State the responsibility of participants regarding any damage to the residency space, equipment, or facilities. Will they be liable for damages? Are they required to take care of specific assets (e.g., studio equipment)?

8. Travel and Transportation

Travel Arrangements: Specify whether the program covers travel costs or if participants are responsible for their own. If the program provides transport (e.g., from the airport), outline the details.
Travel Insurance: If the program does not cover travel, specify whether you require participants to have travel insurance.
Transportation to/from Residency: If participants are responsible for their own travel to the residency, outline any recommendations for transport (e.g., closest airports, public transport options, etc.).

9. Confidentiality and Privacy

Confidentiality: If participants will have access to sensitive or private information (such as project details or personal data), outline any confidentiality agreements or policies.
Privacy of Personal Information: Specify how you will handle personal information collected during the application process, and whether it will be shared with third parties.

10. Photography and Media Consent

Use of Photographs/Video: Specify whether the program will photograph or film participants during the residency and how such media will be used (e.g., in promotional materials, social media, etc.).
Consent: Request written consent for the use of photographs or videos if necessary, and provide an option for participants to opt out.

11. Health and Safety

Emergency Procedures: Outline the emergency protocols, including evacuation plans, contact information for emergency services, and any health-related resources (e.g., nearby hospitals).
Health Requirements: If the residency has any health-related requirements (e.g., COVID-19 vaccinations or other specific health guidelines), specify these here.

12. Program Cancellation and Postponement

This should be a repeat of the Cancellation by the Program section, to clearly inform artists about potential disruptions, cancellations, or changes.

13. Force Majeure

This clause protects the program from unforeseeable circumstances (e.g., natural disasters, political unrest, pandemics, etc.) that could affect the residency’s execution. Participants should understand that the program cannot be held liable for such events.

14. Dispute Resolution

Governing Law: Specify the legal jurisdiction that governs the residency agreement (e.g., the country, state, or city where the residency is based).
Dispute Resolution: Include a clause that explains how disputes will be handled, whether through mediation, arbitration, or another method.

15. Modifications to the Terms and Conditions

Right to Change Terms: State that the residency program reserves the right to modify these terms and conditions, and explain how participants will be notified if such changes occur.