Membership Policy

VASW membership connects people and organisations working across the visual arts in the South West, providing opportunities to build connections, share work and opportunities, and contribute to a thriving visual arts community.

Our Membership Policy explains who can join, the different membership options available, what members can expect from VASW and what we ask in return. We are committed to creating an open, inclusive, respectful and professional network. Members are expected to provide accurate information, treat others fairly, share opportunities responsibly and use the VASW platform appropriately.

The policy also sets out how we manage membership, profiles and listings, including our approach to accessibility, privacy, fees, complaints and appeals. It explains the circumstances in which we may need to remove content or suspend or end membership in order to protect our community and the integrity of the network.

Please read this Membership Policy before signing up. By becoming a member you are deemed to have accepted these Terms.

Membership of Visual Arts South West (VASW) provides a way for individuals, artists, art workers, organisations and groups connected to the visual arts sector to participate in and contribute to a South West visual arts network.

Membership enables eligible members to:

• create and maintain a profile;
• connect with other people and organisations working in the visual arts;
• share relevant exhibitions, events, opportunities and activities;
• promote professional skills and services where applicable;
• contribute to the visibility and development of the visual arts sector across the South West.

Membership is intended to support an open, inclusive, professional and constructive network.

VASW may offer the following categories of membership:

2.1 Individual Membership

Individual membership is available to people working in, studying, developing a practice within, or otherwise substantially connected to the visual arts. This may include:

• artists and makers;
• curators;
• producers;
• students and emerging practitioners;
• educators;
• researchers;
• freelancers;
• independent creative practitioners;
• other visual arts professionals.

Individual membership is currently free.

2.2 Organisation Membership

Organisation membership is intended for organisations, groups and collectives operating within the visual arts sector. This may include:

• galleries;
• museums;
• arts organisations;
• studios;
• artist-led spaces;
• collectives;
• educational organisations;
• festivals;
• cultural organisations;
• other relevant groups.

Organisation membership is subject to a paid membership fee. VASW may offer different membership levels according to the scale and circumstances of an organisation.

2.3 Art Worker Directory Membership

The Art Worker Directory is intended for individuals who wish to promote their professional skills, experience and services to organisations, employers and collaborators. An Art Worker Directory profile may include information such as:

• professional experience;
• skills;
• services;
• areas of expertise;
• location;
• portfolio or website links;
• relevant professional information.

Art Worker Directory membership is subject to the applicable subscription fee. VASW may provide a reduced rate where payment would otherwise present a barrier.

VASW membership is open to people and organisations with a genuine connection to the contemporary visual arts sector and, where applicable, to the South West region. VASW may refuse or decline an application where:

• the applicant does not appear to meet the relevant membership criteria;
• the work of the applicant is not connected to the contemporary visual arts sector;
• information supplied is materially inaccurate or misleading;
• the proposed use of the membership is inconsistent with VASW's purpose;
• the application presents a significant risk to the safety, integrity or reputation of the network;
• the application is primarily commercial or promotional in a way that is incompatible with the membership category.

VASW is committed to Equality, Diversity and Inclusion, and will not discriminate or unreasonably refuse membership on the basis of protected characteristics. For further information, please refer to VASW’s Equity Diversity and Inclusion Policy. 

3.1 Definition of visual arts

Contemporary visual art reflects the complex issues that shape our changing world. Through their work, artists explore personal and cultural identity, question social and institutional structures, and invite audiences to engage with challenging ideas and new perspectives. They generate social and civic value by creating spaces for dialogue, fostering critical thinking and empathy, strengthening community connections, and providing opportunities for participation and cultural expression. 

Visual arts practice spans a wide range of disciplines - including painting, sculpture, installation, performance, live art, photography, moving image, sound, and digital/new media art - and often intersects with other creative fields such as theatre, performance, music, film and craft. It is inherently interdisciplinary, with many artists working across multiple forms and contexts.

Membership is intended for organisations and individuals who primarily categorise their work as contemporary visual arts, or whose work supports artists and the production and presentation of contemporary visual arts. Membership or listings may be refused if the information shared is more accurately defined within another area of creative practice (such as theatre or circus), or is better described as a specialist hobby or pastime.

Membership applications are made online. Applicants must provide accurate and current information and agree to the applicable membership policies and terms.

VASW reserves the right to review applications before a profile or membership activity becomes publicly visible. VASW aims to review applications as promptly as possible. Applicants should allow sufficient time for review, particularly where applications require additional consideration.

Members may be able to access their account and prepare information before approval; however, profiles, listings or other content may remain unpublished until approval has been completed. 

Members are responsible for:

• providing accurate information;
• keeping account and profile information up to date;
• maintaining the security of their login credentials;
• ensuring that submitted content is accurate and lawful;
• respecting other members and users;
• complying with applicable VASW policies (see Terms & Privacy Policy);
• using the website and membership services appropriately;
• Obtaining necessary permissions and/or licences for published material;
• notifying VASW if they believe their account has been compromised.

Members must not use VASW membership to harass, discriminate against, threaten, defraud or deliberately mislead another person or organisation.

VASW is responsible for administering membership and operating the VASW website and membership services in a fair, proportionate, accessible and responsible way.

VASW will:

• provide clear information about membership categories, fees, eligibility requirements, application processes and relevant membership policies;
• administer membership applications, profiles, listings and accounts consistently and fairly, while retaining the right to review, amend, restrict or remove content in accordance with this policy and the applicable Terms & Privacy Policy;
• handle personal information in accordance with VASW’s Terms & Privacy Policy and applicable data protection law;
• take appropriate steps to protect personal information and the security of member accounts and VASW systems;
• make reasonable efforts to keep the website, directories and membership services available and functioning effectively, while recognising that uninterrupted access cannot always be guaranteed;
• work to make the website, membership services, communications and published information accessible and inclusive, in accordance with VASW’s Accessibility Statement;
• provide clear routes for members to raise concerns, report accessibility issues, challenge significant membership decisions or request clarification;
• consider complaints, reports and appeals fairly and proportionately, taking relevant information into account;
• communicate material changes to membership arrangements or policies with reasonable notice where practicable;
• keep these Membership Policies under review and update them where necessary to reflect changes to the service, legal or regulatory requirements, accessibility practice, safeguarding, or the needs of members.

Members remain responsible for their own content, activities, opportunities and services.

Members may create profiles containing information relevant to their membership category. Members are responsible for ensuring that information published on their profile is:

• accurate;
• relevant;
• professionally appropriate;
• not misleading;
• owned by them or used with appropriate permission.

VASW may edit, request changes to, temporarily hide or remove information that does not meet these requirements.

VASW may also contact a member where information appears to be outdated or requires clarification.

Registered members may submit appropriate events, exhibitions, opportunities and other activities through their account. Listings must:

• relate meaningfully to the visual arts or the VASW network;
• contain accurate information;
• provide sufficient information for users to understand the opportunity or activity;
• clearly identify relevant dates, locations, application requirements and deadlines where applicable;
• comply with applicable accessibility and legal requirements;
• not contain discriminatory, abusive, fraudulent or misleading material.

VASW may review listings before publication. VASW may reject, amend, request clarification about, or remove a listing where it does not meet these requirements.

Members remain responsible for the accuracy and fulfilment of opportunities they publish.

Members publishing jobs, commissions, residencies, open calls or other professional opportunities are expected to provide fair and transparent information. Where relevant, listings should clearly state:

• whether the opportunity is paid, unpaid or voluntary;
• fees or costs payable by applicants;
• remuneration, expenses or other financial arrangements;
• eligibility requirements;
• deadlines;
• selection criteria;
• expected commitments;
• relevant accessibility arrangements.

VASW encourages members to follow good practice in relation to artist and freelancer fees and working conditions.

VASW may decline opportunities that appear exploitative, discriminatory, deceptive or otherwise inconsistent with the values of the network.

VASW is committed to an inclusive professional network.

Members must not discriminate against another member, applicant, employee, artist, freelancer, visitor or member of the public on the basis of a protected characteristic or other status protected by applicable law.

Members should take reasonable steps to make their activities and opportunities accessible and inclusive.

VASW may remove content or take action against accounts where discriminatory or hateful material is submitted.

Members are expected to communicate professionally and respectfully. The following conduct is not acceptable:

• harassment or bullying;
• threatening behaviour;
• hate speech;
• discriminatory conduct;
• sexual harassment;
• intimidation;
• impersonation;
• malicious or deliberately misleading communications;
• repeated unwanted contact;
• abuse of VASW systems or other members.

Concerns about member conduct may be reported to VASW for review.

Members must only submit content that they have the right to publish. Members must not upload or publish:

• material that infringes copyright, trade marks or other intellectual property rights;
• defamatory or knowingly false information;
• content that breaches privacy rights;
• unlawful material;
• malicious software;
• content intended to compromise the security of another person or system;
• material that is abusive, discriminatory or threatening.

VASW may remove content that breaches these standards.

Where a membership category is paid, the applicable fee and payment frequency will be clearly stated before the member commits to payment. VASW may offer monthly and annual payment arrangements where available.

Payments may be processed through a third-party payment provider such as Stripe.

Members are responsible for ensuring that their payment details remain current.

VASW may change membership prices or introduce new membership tiers. Where changes affect an existing subscription, members will be given reasonable notice.

VASW recognises that membership fees can create barriers to participation. Where a concessionary or discounted rate is available, members may request it by contacting VASW at [email protected].

VASW will use a self-declaration process and does not require evidence of personal circumstances.

Members may cancel a paid membership in accordance with the applicable subscription terms. For recurring memberships, cancellation should take place before the next scheduled payment or renewal date.

Cancellation will prevent future renewals but will not automatically cancel charges that have already been made.

Members will retain access to their account for any period for which membership has already been paid, unless there is a separate reason for suspension or termination.

VASW currently indicates a 14-day period for requesting a refund following purchase, with requests made after that period considered at VASW's discretion. Where required by law, statutory consumer rights will apply regardless of this policy.

Refunds may be refused where there is evidence of misuse, fraud or a breach of the membership terms.

VASW may suspend or terminate membership where a member:

• seriously or repeatedly breaches these policies;
• provides materially false information;
• engages in abusive, discriminatory, threatening or unlawful behaviour;
• misuses VASW's website or services;
• attempts to compromise the security of the platform;
• uses membership for fraudulent or deceptive purposes;
• fails to pay applicable membership fees;
• otherwise acts in a way that creates a significant risk to VASW or its community.

Where appropriate, VASW will provide the member with an opportunity to respond before a final decision is made.

Immediate suspension may be appropriate where necessary to protect users, the organisation, the website or the integrity of the network.

Members may ask VASW to reconsider a decision relating to:

• membership approval;
• removal of a profile;
• removal of a listing;
• suspension;
• termination;
• other significant membership decisions.

Appeals should explain the decision being challenged and provide any relevant information that the member believes should be considered. VASW will review appeals fairly and proportionately.

A decision following an appeal will normally be final, subject to any applicable legal rights.

VASW will handle member information in accordance with its Terms & Privacy Policy. 

Members should only publish personal information about themselves or others where they have an appropriate basis or permission to do so.

Members should not use information obtained through VASW's directories to send unsolicited marketing, spam or other inappropriate communications.

VASW may process information necessary to:

• administer membership;
• manage accounts;
• process payments;
• review applications;
• publish member profiles;
• administer listings;
• communicate with members;
• maintain website security;
• meet legal and regulatory obligations.

Members retain ownership of intellectual property for content they submit, unless otherwise agreed. By submitting content for publication, members grant VASW the permissions reasonably necessary to display, promote and administer that content through its website, directories, communications and associated channels. Members remain responsible for ensuring that they have the necessary rights to grant this permission.

VASW will not claim ownership of a member's artwork, practice or professional materials merely because they are displayed through the VASW platform.

Membership does not guarantee uninterrupted access to the VASW website or any particular service. VASW may modify, suspend or discontinue features where necessary for maintenance, security, development or operational reasons.

Members must not attempt to circumvent security controls, access another member's account, interfere with website operation or use automated systems in a way that places unreasonable demands on the platform.

VASW may update these policies from time to time to reflect:

• changes in the service;
• legal or regulatory requirements;
• changes in membership structures;
• improvements to safeguarding and community standards;
• feedback from members.

Where a change materially affects members, VASW should provide reasonable notice where practicable. The current version published on the VASW website will be the applicable version.

VASW will review these Membership Policies periodically to ensure that they remain:

• legally appropriate;
• accessible and understandable;
• proportionate;
• consistent with the organisation's aims;
• suitable for the needs of members and the wider visual arts community.

Policy owner: VASW
Review cycle: Annually
Next review: September 2027