BEAT Constitution

The aims of BEAT are:

• To hold an annual Open Studio/Art Trail event in the London Borough of Ealing, run on a voluntary basis, led by the artists themselves and managed by a steering committee/group.

• To enable each participating artist to show their work to the public, either in their own home or studio or in another local space. The aim is for the participating artists to not only exhibit their work, but also to sell and promote it, building up links between other artists and the local community.

• To be an inclusive organisation, bringing together artists from diverse cultural, professional, age and ability backgrounds, and working in a broad range of media.

• To encourage mutual mentoring amongst exhibitors and the development of an artist community network.

• To encourage an appreciation of the visual arts and to build a diverse and informal local audience in West London.

• To identify Ealing as a creative and artistic centre, complementing other cultural, arts and enterprise activities already established in the Borough’s calendar

GOVERNANCE

BEAT is an event managed by a not-for-profit organisation - Ealing Art Trail - run entirely by volunteers from the local artist community. Ealing Art Trail is listed as a not for profit Company Limited by Guarantee at Companies House, which means that it has a statutory obligation to use its funds only for the furtherance of BEAT. Some of the volunteers act as Directors and Members of the Company, others serve only on the Steering Committee which is appointed by Ealing Art Trail to manage BEAT.

• The Steering Committee meets regularly and agenda contributions will be solicited from members of the Steering Committee.

• The Steering Committee makes all decisions regarding BEAT and decides on all matters of policy and practise. Where feasible, the views of the Exhibitors will be considered when arriving at decisions regarding the nature of the Trail, but the views expressed by Exhibitors are not binding upon the Steering Committee.

• The Steering Committee oversees the budget and recommends expenditure. Directors approve expenditure and two Directors are required as signatories for the BEAT bank account.

• Agendas and minutes of Steering Committee meetings will be made available on request to all Exhibitors

• A summary of BEAT accounts (income and expenditure) will be shared with Exhibitors at the annual Exhibitors meeting.

Exhibitors

BEAT is a non-selective event and anyone may apply to join BEAT, so long as they live, work or study in the Borough of Ealing. 

• Exhibitors will pay an annual exhibitor fee, renewable each year.

• Exhibitors may apply to take part in the annual open studios/art trail event and will pay a brochure entry fee.

• A group of artists may exhibit for the price of one brochure entry fee plus an exhibitor fee for each group member included in the exhibition.

Exhibitors Meeting

BEAT will hold at least two meetings annually for all exhibitors.

• An Annual Exhibitors Meeting, combined with a feedback opportunity, will be held after the open studios/art trail event.

• At least one meeting ahead of the trail weekends for discussion of the running of that year’s event and collection of event materials (e.g. brochures for distribution).

• The occasional social events will be encouraged.

Open Studios/art trail event

The open studios/art trail event will take place over two consecutive weekends in September [or as determined] each year.

• All BEAT exhibitors, or a representative from a group, will be encouraged to volunteer to help organise the event.

• Volunteers will meet up as necessary to bring about a successful event for exhibitors and visitors.

• Each artist is expected to distribute promotional literature and brochures to a defined area that is local to them a few weeks prior to the event taking place.

• Each exhibitor is expected to be present at their venue over the BEAT weekends.

• Each exhibitor is responsible for the organisation of their own venue in accordance with the published BEAT Terms and Conditions for Exhibiting.

Assets and Budget

BEAT is an event managed by Ealing Art Trail, a not-for-profit organisation run entirely by volunteers.

• Ealing Art Trail, as a registered not for profit Company Limited by Guarantee, has a statutory obligation to use funds only for the organisation and furtherance of BEAT, including necessary administrative services such as insurance and accounting.

• The finances of Ealing Art Trail will be formally audited each year.

• Members of the Steering Committee and Directors may commit substantial amounts of time and may be awarded reasonable expenses for such things as travel and administration expenses.

• Reimbursements may be made for personal payments made toward items such as printing costs, hall hire, refreshments for BEAT events, with appropriate proof of expenditure.

• After payment for goods and services, any monies remaining at the end of any one year will be used towards next year’s activity.

• If there is no activity for a year or more, the assets will be given to an arts related fund or organisation as agreed by the steering committee.