Art Project Proposal Template (Australia)

Say what acceptance does

A proposal can be non-binding, acceptance in principle, budget approval, or a contract once signed. Those outcomes should not be left to inference. The template uses an acceptance-effect field so the approval block says whether the parties are only evaluating the project, approving a budget for later contracting, or forming a binding project agreement on the proposal terms.

For a small workshop, gallery installation or short public programme, an accepted proposal may be enough if it contains the scope, fee, payment, GST, cancellation, IP, moral-rights consent and liability terms. For public art, construction interfaces, council land, school settings or long-term maintenance, the proposal should normally lead to a fuller agreement after selection.

Copyright starts with the work type

The general rule in the Copyright Act 1968 is that the author owns copyright in an artistic work, but Australia has important commissioned-work exceptions for photographs taken for a private or domestic purpose, portraits and engravings. The proposal should not imply that commissioning always transfers copyright or that the artist always keeps it. It should identify the work type and then state the review licence and any expected final project licence.

The template keeps concepts, sketches, process files and proposal material with the artist unless a later signed agreement changes that position. It also records exhibition, online promotion, funder reporting, sponsor use, archive use, image licensing and whether the client may sublicense or allow adaptations.

Moral rights are consented to, not waived

Australian moral rights cannot be assigned and the usual imported waiver wording is the wrong mechanism. The Copyright Act instead works through consent to specified acts or omissions, or classes of acts or omissions. A consent obtained by duress or false or misleading statements has no effect.

That matters at proposal stage because councils, sponsors and media partners often want cropping, no-credit social thumbnails, venue wayfinding, translated captions, installation photos or campaign edits. The template flags those expected uses early and leaves any moral-rights consent to a scoped written term rather than a blanket waiver.

Budget, GST, grants and standard-form fairness

A usable Australian proposal separates artist fee, design time, materials, freight, installation, insurance, permits, contingency, GST and reimbursable expenses. If the artist is registered for GST, the document should say whether amounts are inclusive or exclusive and how tax invoices will be issued. If the artist is not registered, the proposal should not add GST as if it were chargeable.

Where the artist or organisation reuses the proposal as a standard form with consumers or small businesses, unfair contract terms law affects drafting. One-sided variation, cancellation or liability terms can be risky. This proposal keeps changes, approvals and cancellation commercial and mutual rather than giving one party all the discretion.

Site, safety, permissions and reporting

Australian art projects often depend on site access, local council approvals, school policies, risk assessments, Working With Children checks where relevant, public liability insurance, traffic or public-place controls, electricity, storage, weather and de-installation. These are delivery assumptions, not background notes.

The proposal also includes grant and sponsor reporting fields. If funding is restricted, the approved budget categories, acknowledgement wording, evaluation data and evidence requirements need to be visible before the project is approved, otherwise the artist can become responsible for reporting duties never priced into the fee.

Clause-by-clause guide

Proposal effect

States whether signing is non-binding, budget approval only or a binding project agreement.

Creative concept

Frames the project idea, site, audience and intended outcome without freezing every artistic choice.

Deliverables

Lists sketches, mock-ups, workshops, final work, installation, documentation and evaluation outputs.

Budget and GST

Separates fee, materials, logistics, contingency, GST and reimbursable expenses.

Copyright and review licence

Keeps proposal material with the artist and grants only the review or publicity rights stated.

Moral rights consent

Flags any specified acts or omissions that may need written consent rather than using waiver language.

Site and safety

Allocates access, permits, insurance, risk assessment, checks, storage and installation conditions.

Changes and cancellation

Prices changed assumptions, unapproved extras, cancellation and committed costs.

Australian proposal checklist

Check these issues before sending the proposal to a client, venue or funder.

• Identify the copyright starting point

  The author generally owns copyright, but Australian commissioned-work exceptions can apply to private or domestic photographs, portraits and engravings.

  Copyright Act 1968 - Federal Register

• Use consent language for moral rights

  Australian moral rights are handled through scoped written consent, not assignment or blanket waiver.

  Copyright Act 1968 moral rights consent provisions

• Flag the resale royalty where visual art may later be resold

  Eligible commercial resales of original artworks for AUD 1,000 or more attract a 5% resale royalty.

  Office for the Arts - Resale Royalty Scheme

• State GST treatment

  Say whether amounts include GST and whether the artist or supplier is registered for GST.

• Keep standard-form terms fair

  Avoid one-sided change, cancellation and liability powers where the proposal is reused with consumers or small businesses.

• Check site permissions

  Council land, schools, roads, parks, heritage sites and public places may need permits, insurance, risk assessments or checks.

• Record funder restrictions

  Budget categories, evidence, logos, acknowledgement wording and reporting dates should be priced into the proposal.

How to complete the proposal

1. Choose the acceptance effect. Select non-binding, budget approval only or binding project agreement.
2. Describe the project. Add concept, site, audience, deliverables, excluded work and assumptions.
3. Build the budget. Enter fee, materials, freight, installation, contingency, GST and expenses.
4. Set rights and approvals. State the review licence, final-use expectations, moral-rights consent needs and publicity approvals.
5. Complete site and cancellation terms. Allocate permits, safety, access, grant reporting, changes and cancellation costs.

Frequently asked questions

Related templates

• Art Commission Agreement Template (Australia)
• Artist Performance Contract Template (Australia)