Gallery & Shop Terms & Conditions


General Terms and Conditions


For Submission of Work for Sou’-Sou’-West Gallery and Shop, April 2024


Sou’-Sou’-West Gallery & Shop, Symondsbury is run by Lyme Bay Arts CIC, a not for profit registered Community Interest Company, registration no. 5402004.  

For the purposes of these terms and conditions, Sou’-Sou’-West (SSW) and Lyme Bay Arts (LBA) should be regarded as one and the same; the term Gallery refers to our two exhibition galleries, our Main Gallery and our Little Gallery situated in the same space as our Shop.


We are very pleased that you will be collaborating with Sou’-Sou’-West Gallery & Shop.

Further to any previous discussions and for the benefit of both parties, we have set out the following conditions between you and SSW Gallery & Shop. All artists/exhibitors must read and acknowledge these General Terms and Conditions before delivery of work. The signing of the Submission Form is to be taken as the acceptance of the contents of these terms.




For queries about Shop submissions please email: 

For queries about Gallery Exhibition submissions please email:



  1. Sou’-Sou’-West Gallery & Shop is open to anyone who creates original work including cards and reproduction prints of the artists’ work.
  2. All work must be for sale whether in the Gallery, Shop or online unless by prior agreement. 
  3. All work must be delivered to the Gallery or Shop on the agreed date and time, or by special arrangement. 
  4. All work must be ready to display such as with D-rings and string. You may supply racks, risers, jewellery stands, hangers, or other display accessories for 3D items but please label them to indicate whether they are included in the sale or to ensure their safe return to you. For other specific display arrangements please contact us to check suitability.
  5. All artwork must be clearly labelled, on baggage labels if possible (for wall hung work) or on the back or base for 3D work. Include the artist's name, title of work, medium and selling price of work which includes any commission. 
  6. It is the artist's responsibility to insure their work if required. There is public liability insurance cover for the Gallery and Shop.
  7. All work submitted for exhibitions in the Gallery and for sale in the Shop will be professionally handled and curated. SSW will produce point of sale materials for all artwork exhibited.
  8. We aim to display all works submitted for exhibitions in the Gallery but any works not displayed at the start of exhibitions due to space restrictions will be stored and will be made available to replace any work sold, at the discretion of the Curator. Any size restrictions will be specified in exhibition submission forms but please inform us if your pieces are over one square metre or form an installation. Any specific display instructions (e.g. glass in window, jewellery in a locked cabinet) will be taken into account.
  9. Work accepted for sale in the Shop will be curated at the discretion of the Shop Managers. although your specific display instructions (e.g. glass in window, jewellery in a locked cabinet) will be taken into account.
  10. All items delivered to the Shop require a new delivery note. Please provide a complete stock list using the delivery note provided, including descriptions, prices (including commission) and the number of items of each design that you deliver. All stock to be labelled with sale price and your individual identifying code given to you on your contract. Please retain a copy of your delivery note for your own records.
  11. Submission of new or additional works for the Shop or Gallery and the number of items supplied will be considered by prior arrangement with the Shop Managers or Curator. Do not ‘drop off’ new work without an appointment; we may not be able to accept it and then cannot guarantee its security. 
  12. Collection of unsold work from the Shop or Gallery must be confirmed by prior arrangement and must be signed for on collection. Do not arrive to collect work without arranging a time with the Shop Manager or the Gallery Curator as it may be in storage and not easily accessible at that time. 
  13. All items are supplied on a sale or return basis unless previously agreed otherwise.
  14. We reserve the right to return stock which has not sold for a period of time or is not needed.
  15. Should the artist prematurely withdraw from an exhibition, administration fees will not be refunded and we may seek compensation for lost revenue.
  16. It is the artist’s responsibility to keep us informed of changes to contact details (email / phone) and changes to payment details.



All sales made through exhibitions or in the shop are sold between the Sou’-Sou’-West Gallery on behalf of Lyme Bay Arts CIC and the buyer. Lyme Bay Arts CIC is not registered for VAT and this will not be charged to the artist. If the artist is registered for VAT and the purchaser requires a VAT invoice, the issue of a VAT invoice will be the responsibility of the artist.

All sales will be subject to our returns policy (available on our website). Any returns requested by a buyer after 28 days from the purchase date will be referred back to the artist.

A commission will be charged on the price paid for the work sold in the Gallery and the Shop. This is detailed on your Submission Form or Contract.

Any sale effected by Sou’-Sou’-West Gallery & Shop will have priority over a sale effected by the artist. If work sells immediately prior to, or after the closure of an exhibition, or was viewed on our website or one of our social media platforms, we would appreciate a courtesy commission for initiating the transaction.  


Sou’-Sou’-West Gallery & Shop reserve the right to withhold from exhibiting any work submitted without giving any reason. 


Artists will be contacted and asked to give bank details after their first sale. We will normally make payments for sales (less commission) direct to your bank account on or around the 21st of the month after the legal return period of 28 days after purchase date has elapsed.


Opening times at the Gallery and Shop are normally from 10.30am to 4.30pm Monday to Saturday and 10.30am to 4.00pm on Sundays including bank holidays. Winter hours of 10.30am to 3.30pm usually run from 1st November until 31st March. We are closed on Christmas Day and Easter Sunday and will publish in advance any closures on other national holidays. Individual galleries are closed during exhibition changeover periods but the Shop will usually remain open during these times. We cannot be held responsible for unplanned Gallery or Shop closures due to circumstances beyond our control. 



The price of all works stated on the Submission Form or Delivery Note should include the agreed commission.

You must avoid conflict of interest by making your own direct sales at the same retail price regardless of sales venue, so pricing stays consistent and undercutting cannot occur. 


Artists are completely responsible for the correct pricing of their work and should check their Submission Form or Delivery Note in advance to make sure prices are accurate. 

Works for sale in the Shop will be sold at the prices listed on your Delivery Note. 

We reserve the right to apply a 10% discount on works displayed in the Gallery in order to secure a sale.



If shipping is required, Sou’-Sou’-West Gallery & Shop will not be liable for any loss or damage caused to sold works during the delivery. Postage, packaging and insurance is an additional cost to the buyer. For work valued at £300 or higher, we will liaise with the customer and the artist to organise the most appropriate delivery method.



Copyright of all works other than commissioned work, remains the property of the artist. Any enquiries for copyright will be referred to the artist. Any photographs of exhibited work taken by the gallery staff or commissioned photographers working for the Gallery or Shop belong to SSW.  Similarly SSW holds the copyright for any creative shots of the work in the gallery setting.  While we are very happy to share these images with the artist at no cost, we ask that you offer us a courtesy credit to help us grow the Gallery’s reputation.

If you do not wish the public to be allowed to photograph your work when visiting the Gallery or Shop, you must advise us to display notices to this effect. However, we cannot be held liable if someone contravenes this request.



Artists accept and agree that all works in the exhibition may be reproduced (with full credit) for press, publicity, promotion and advertising of Sou’-Sou’-West Gallery & Shop and Lyme Bay Arts CIC. We may sometimes wish to share images of work on our website and / or social media after an exhibition has finished or work has sold.


We may ask you for promotional material such as a description of your work / exhibition and a short biography along with good quality images in .jpg format.


We aim to achieve synergy between the artist’s brand and Sou’-Sou’-West brand. We politely request mutual support on social media platforms. We will never make negative online comments and we request all artists reciprocate our positivity.  



Sou’-Sou’-West Gallery & Shop will not be liable for any loss or damage caused to works during the delivery of work or in the ordinary course of handling by our staff. We have limited storage available and are unable to hold your work before the set drop off date or after the set collection date. Exceptions must be agreed with the Curator or Shop Managers in advance.  


Artwork not hung at the start of an exhibition, retained after the end of an exhibition or not displayed in the Shop will be stored and protected in an appropriate fashion, dependent upon the medium, until it is displayed. Work is submitted at the artist’s own risk, and we recommend the artist arrange their own fine art insurance. We have insurance for fire, theft and flood and for Public Liability but accidental damage during storage is not indemnified. Sou’-Sou’-West Gallery & Shop will take good care of the works but in the event of any work being lost, destroyed or damaged, other than as previously stated, our liability is limited to no more than the sale price of the item, less the pre-agreed commission.


If work is not collected on the date agreed and no alternative arrangement has been made or the artist has not responded to communication by email or phone we reserve the right to dispose of the work as we feel appropriate within 30 days. 



Sou’-Sou’-West and Lyme Bay Arts CIC holds personal data provided by artists submitting work.   This information will be used solely for the purpose of promoting, communicating about, invoicing and paying for your work. In submitting work, artists agree they will be added to the mailing lists of Sou’-Sou’-West and Lyme Bay Arts CIC, from which it is possible to unsubscribe at any time. 


April 2024