Letter of Agreement

March 3, 2019

Dear Ms. Coleman,

 The Ely Center of Contemporary Art (ECOCA) is delighted that your organization will be installing the 3-person Art Shape Mammoth Exhibition that will run from October 6 to November 10, 2019 with a public reception on Sunday, October 6 from 1–3 pm. 

Installation: October 2 and 3, 5–8 pm
Exhibition Dates: October 6–November 10, 2019
Opening Reception: Sunday, October 6 from 1–3 pm                                                                                                                    
Closing Party: Sunday, November 10 from 1–3 pm
De-installation: Sunday, November 10 from 3–4 pm and Monday, November 11, 5–8 pm
Gallery Hours: Monday, Wednesday, Thursday 5–8 pm and Sunday 1­–4 pm
Contribution: $1,500 (Contribution button)
Planned Programming: Please provide a list of possible programmatic initiatives with contact information to facilitate scheduling and to allow for advance coordination of dates, times, promotion, and other event requirements.

This letter, based on our conversations, will serve as our agreement. This is a license arrangement and you are referred to as the “Exhibitor / Curator” in this letter. 

 The exhibitors / curator must fill out, sign and submit the ECOCA Release of Liability Form during installation before the exhibition opens. The rooms available for your exhibition include the marked gallery spaces on the attached pdf of the Downstairs (Gallery 1, 2, 3, 4, Hallway, and Foyer with unencumbered access area for the exits, fire extinguisher, and alarm). The upstairs galleries, small downstairs office area, study room, kitchen, upstairs lounge, Gallery 8, and the front and backyard are not part of your Exhibition Gallery spaces. Programming may take place in the backyard space only with permission from ECOCA. Please note: The first-floor office, B&P drawing studio, third floor; and basement are non-negotiable.

 Exhibitor responsibilities:

  • Sign the Release of Liability Form provided (see link above) by ECOCA for all participating artists and artwork.

  • Concept exhibit and invite artists to participate.

  • Hang exhibition in gallery spaces according to this agreement (assistance from ECOCA as needed).

  • Submit an excel list complete with gallery number, artist name, email address, title of artwork, media, dimensions, sale price, price for insurance, 2 days in advance of the exhibition opening. Please email list to info@elycenter.org

  • Get permission from ECOCA before doing anything invasive to the walls or ceiling. Drilling holes or any invasive treatment to the woodwork is non-negotiable.

  • Provide ECOCA with press release information, a minimum of 3–5 high resolution images (20-50 MB jpegs) in a timely fashion to be used for print, website, social media promotion, and email blasts.

  • Provide graphics for email invitation and programming eblasts for distribution to the public.

  • Provide approximately 250 invitations to ECOCA for distribution.

  • Coordinate auxiliary programming (times, dates, and specific requirements) with ECOCA staff.

  • Provide food, setups, and additional refreshments at public receptions as needed.

  • De-install exhibition on dates and times agreed upon.

  • Leave the space as you found it.

  • Any artwork left on the premises will be charged $5 per day fee for storage.

ECOCA responsibilities:

  • Maintain regular gallery hours Monday, Wednesday, and Thursday from 5–8 pm and Sunday from 1–4 pm (note that parking is free on Sundays).

  • Provide personnel to open and close ECOCA, interact with the public, handle questions, and artwork sales questions according to the gallery list for the exhibition.

  • ECOCA will take a 30% percentage commission of artwork sales and charge sales tax on artwork sales.

  • Post media to Facebook and Instagram regularly for the exhibition duration to promote the show and programming. ECOCA reserves the right to use information and images provided to ECOCA or taken by or for ECOCA for various promotional venues. This included all text, images, and logos, social media sharing, and images taken during the exhibition and programming that pertains to your exhibition.

  • Provide light refreshments and snacks for the public reception which includes 4 bottles of wine and 6 bottles of seltzer.

Please note the following:

  • Funds collected in the ECOCA donation box and submitted during the exhibition through www.elycenter.org belongs to ECOCA unless listed as an addendum item.

  • Please be aware that ECOCA hosts meetings, exhibition-related programming, and outside programming throughout the year. Any special space requirements, dates, times, and restrictions must be approved by ECOCA in advance of the installation.


If you have any questions, please call me at 203-804-9561.


Best Regards, 

Debbie Hesse, Ely Center of Contemporary Art. Gallery Director
Vice-Chair and Board Member, duly-authorized


Ely Center of Contemporary Art
51 Trumbull Street, New Haven CT 06510

Your Contribution can be submitted with this secure link (Contribution is $1,500)

Your generous participation donation supports ECOCA exhibition and community programs so thank you in advance!

We look forward to working together. 


The Ely Center of Contemporary Art
Curatorial Team