MFA Information Session and Install Demo
Friday, December 4, 2026, 10 AM
Visual Arts Center Galleries 

MFA Student Self-Guided Walk-Through
Friday, December 4, 2026, 11:30 AM
Visual Arts Center Galleries

MFA Studio Visits with VAC Staff
Friday, February 12, 9:30 AM–12:30 PM
Artist Studios

MFA Pecha Kucha and Reception with Art History
Monday, February 22, 6 PM
Visual Arts Center

MFA Exhibition Promotional Materials Due to VAC/COFA Communications Team
Monday, February 22
Email info@utvac.org and danni.bens@austin.utexas.edu
Exhibition committee sends exhibition title, description, hero image/flyer, hero image caption (images need to be 300 dpi, 2000 pixels shortest edge of image 

MFA Meetings with the Curatorial team
Tuesday, February 23–Friday, February 26, 9 AM–5 PM
Curatorial Fellow Offices

MFA Final Floorplan submission to VAC Preparators for approval
Tuesday, March 16
Email: marc.silva@utvac.org; cc: kaya.sumer@utvac.org

MFA Artist Checklist Submission Deadline (Exhibit A)
Monday, March 22
DocuSign.

MFA Loan Agreement Submission Deadline
Monday, March 29
DocuSign.

Studio MFA Artwork Drop-Off Deadline
Monday, March 29, 10 AM–4 PM
Visual Arts Center Gallery, First Floor
Download temporary exhibition labels

MFA Installation (MFAs must consult the individual install schedule provided by VAC)
Monday, March 29– Wednesday, April 16, 10 AM–5 PM
(closed Saturday and Sunday) Visual Art Center

Exhibitions Opening Reception
Friday, April 16, 5–8 PM
Visual Arts Center 

Studio MFA Exhibition Tour
Saturday, April 17, 11 AM
Visual Arts Center

Gallery Reset (Students who painted/altered the space must reset the gallery)
Monday, May 10–Friday, 14, 10 AM–5 PM
Visual Arts Center

Artwork pick-up (all works must be out of the VAC)
Monday, May 10–Friday, 14, 10 AM–5 PM
Visual Arts Center

BFA/BA Information Session and Install Demo
Tuesday, December 1, 3:30 PM
Visual Arts Center Galleries 

BFA/BA Thesis Exhibition Participation Form Deadline
Friday, January 29
Link to form: https://utvac.typeform.com/to/bHLavC7Y  

BFA/BA Complex Installation Proposal Deadline
Monday, February 15
Email: marc.silva@utvac.org; cc: kaya.sumer@utvac.org. 

BFA/BA A/V Reservation Request Deadline
Friday, March 5
Email: marc.silva@utvac.org; cc: kaya.sumer@utvac.org

BFA/BA Pedestal/Furniture Request Deadline
Friday, March 5
Email: marc.silva@utvac.org; cc: kaya.sumer@utvac.org 

BFA/BA Exhibition Promotional Materials Due to VAC/COFA Communications Team
Monday, February 22  
Email info@utvac.org and danni.bens@austin.utexas.edu
Exhibition committee sends exhibition title, description, hero image/flyer, hero image caption (images need to be 300 dpi, 2000 pixels shortest edge of image

BFA/BA Loan Agreement Submission Deadline
Monday, March 29
Docusign. 

BFA/BA Artwork Drop-Off Deadline
Tuesday, March 30, 10 AM–4 PM
Visual Arts Center Gallery, Second Floor 
Download temporary exhibition labels

Exhibitions Opening Reception
Friday, April 16, 5–8 PM
Visual Art Center

Exhibition Closes
May 8, 5 PM
Visual Arts Center

Gallery reset (Students who painted/altered the space must reset the gallery)
Monday, May 10–Friday, 14, 10 AM–5 PM
Visual Arts Center 

Artwork pick-up (all works must be out of the VAC)
Monday, May 10–Friday, 14, 10 AM–5 PM
Visual Arts Center

Graduates exhibiting at the Visual Arts Center must adhere to professional standards; these standards and practices carry over into the art world outside the College of Fine Arts. The following guidelines are not exhaustive, and students should promptly direct any questions about their proposed projects and installations to the VAC staff.

The VAC expects the following standards and best practices for exhibiting artists: 

Work must be dropped off on Monday, March 29, 10 AM–4 PM (MFA) or Tuesday, March 30, 10 AM–4 PM (BFA/BA). Artwork must be installation-ready when dropped off.

Artwork labels must be attached to the back of the artwork!

Download temporary exhibition labels here.

Click the link below to access and download the exhibition installation guidelines.

BFA Students who plan to participate in the Spring Graduation shows must indicate that they wish to do so by January 29 by filling out this form. Please make sure to include up-to-date contact information and an email address that you regularly check.

Participation Form link: https://utvac.typeform.com/to/mgfhVzfH

Students must indicate whether they plan to exhibit a 2D, 3D, or video/installation-based work. Each student is allowed to occupy 4 linear feet (48 inches wide). If your work involves a complex installation, more than hanging on a wall or placing on a pedestal, or if you wish to exhibit something wider than 4 feet, you must submit a proposal in the following format.

BFA students who wish to execute a complex installation of sculpture, video, sound, or installation work must create a comprehensive proposal document for review by the VAC install team. A complex installation includes a request that is larger than 4 linear feet wide. Staff will reach out to students to schedule individual walk-throughs to identify an installation space in the gallery, talk through questions, and establish an installation time appointment.

The complex install proposal must be submitted by email on February 15, 2027. If you plan to show a 2D or 3D work less that 48” wide, you do not need to submit this proposal. Email your document to: marcsilva@utvac.org and kaya.sumer@utvac.org

MFA students must submit an Exhibit A with their Loan Agreement. In this form, you will be required to list all the works you plan to display at the VAC for the duration of the exhibition. VAC staff will share the loan agreement form with you. You are expected to fill it out with all of the information below, then sign, date, and return it to VAC staff on or before March 22.

For each work, you will need to provide:

Examples:

The artist loan agreement will be shared with student artists following artwork drop-off. The loan agreement must be digitally signed and submitted via DocuSign on or before March 29, 2027. Artwork will be in the care of the VAC for the duration of the exhibition install, show, and deinstall period. Please see the example loan agreement below. The actual loan agreement will be shared with you directly.

Visual Arts Center
University of Texas at Austin
Department of Art and Art History
2301 San Jacinto, Stop D1300
Austin, TX 78751
info@utvac.org
512-471-3713

Lender

Full Legal Name:
Mailing Address:
City, State, Zip Code
Email address:
Phone number

Exhibition Title:
Loan Period: 

Object Description

Throughout this Agreement, “Object” refers to all items listed in Exhibit A, including their respective frames, pedestals, bases, and all associated packing or crating materials.

Total number of objects loaned to the VAC by the lender: 

Credit line

The Lender must provide the exact text for all exhibition labels and promotional materials (digital or print) in Exhibit A. If no credit line is provided, the VAC will credit the work using the Lender’s name.

Insurance

The University of Texas provides insurance for your work under the Fine Arts Insurance policy while it is on-site at the Visual Arts Center.

Do you want the University to provide insurance coverage for your work?

[ ] Yes

[ ] No (I have my own professional insurance and will provide a Certificate of Insurance to the VAC two weeks before the show.

Declared value of the loan:

Per UT policy, the total value of the loan equals the cost of materials only. In the event of a total loss, the Lender acknowledges that recovery is strictly limited to the cost of physical materials as supported by receipts. No claims will be honored for sentimental value, potential market appreciation, or artist labor hours

Drop-off of Object

The VAC allocates specific drop-off dates wherein the Lender will transport and transfer the object(s) to the VAC for installation. The Lender will drop off their object(s) only after signing this document and when the object(s) are in gallery-ready condition, meaning no wet paint, ready to hand with hardware installed, and installation proposals have been submitted and approved by the VAC preparator and curatorial team.

Care of Loan

The VAC will exercise professional care in the handling and storage of all loaned works. The objects will remain in the sole possession of the VAC for the duration of the loan period, including the time required for installation and deinstallation.

The VAC is not responsible for "inherent vice," including damage caused by the natural decay of materials, internal stress, or structural instability of the Object(s) as constructed by the Lender.

Public Safety

The VAC reserves the right to remove any Object from public display if it is deemed a safety hazard to visitors or staff, or if its condition poses a risk to other works in the gallery.

Cost of Loan

The Lender (Artist) assumes all costs associated with the loan, including but not limited to packing materials, crating, shipping, and local transportation. The VAC will not pay or reimburse the Lender, or any third-party agents, for any fees incurred in the preparation or delivery of the Object(s)

UT’s insurance coverage begins only upon the formal Condition Reporting and hand-off of the Object(s) to VAC staff at the gallery. The VAC and UT assume no liability for loss or damage occurring during transit to or from the premises.

If the Lender fails to retrieve the Object(s) within 30 days of the agreed-upon return date, the Object(s) will be considered abandoned. The VAC reserves the right to move the work to off-site storage at the Lender’s expense or dispose of the work as it sees fit.

Packing, Crating, and Transportation

The Object(s) shall be delivered to and collected from the VAC by the Lender at their own expense and risk. The VAC will handle and install the Object(s) using industry-standard practices. All works must be packed in a manner suitable for safe transport and storage. The VAC reserves the right to refuse any loan that arrives in a condition deemed unstable or unsafe for display. 

Condition reports

The VAC will maintain a condition report for the Object(s). While the Lender may submit their own report upon delivery, the VAC will perform its own inspection at the time of unpacking. This record will remain on file at the VAC. All works will be inspected again prior to being repacked for return to the Lender to ensure the work is returned in the same condition it was received.

Safekeeping of Loans 

The VAC will provide a safe and secure environment for the Object(s) at all times while they are in the gallery’s custody. This protection extends from the moment of delivery through the duration of the exhibition and until the work is collected by the Lender as specified by the Loan Period.

Alterations and Conservation 

The VAC will not alter, clean, repair, or conserve any Object without the Lender’s express written consent. This includes, but is not limited to, unframing, unmatting, disassembling, or changing any mounting hardware or pedestals. Existing hanging devices may not be removed or moved, and no new hardware may be attached to the Object without prior approval from the Lender.

In the event that the Lender authorizes the VAC to proceed with any such modification or repair, the Lender shall assume all liability and responsibility for any resulting damage or loss to the Object.

 Damage or Loss

The VAC will notify the Lender immediately in writing if any change occurs to the condition of the Object(s) or its supporting materials. In the event of any damage—whether during delivery, installation, or while on exhibit—the VAC will provide the Lender with a fully documented condition report. Under no circumstances will the VAC attempt to repair or conserve the Object(s) without the Lender’s prior written permission.

In the event of a sudden emergency where damage or loss is imminent (e.g., fire, flood, or natural disaster), the VAC will prioritize moving the Object(s) to a secure environment. The VAC will contact the Lender as soon as the work is safe to report on the situation and any potential endangerment to the Object(s).

Insurance and Liability

The VAC will insure the Object(s) for the value indicated on this agreement under the University of Texas Fine Arts Policy. This all-risk coverage applies while the work is on the VAC premises, subject to standard policy exclusions.

If the Lender chooses to maintain their own insurance, the VAC must receive a Certificate of Insurance naming the VAC as additional insured or waiving subrogation at least two weeks before delivery. Without this certificate, this agreement serves as a release of the VAC from liability.

In the event of loss or damage, recovery is limited to the amount paid by the insurer. The Lender hereby releases the VAC, The University of Texas at Austin, and their representatives from any claims not covered by insurance.

Return of object

The VAC will return the Object(s) to the Lender in the same condition as documented in the initial condition report. Unless otherwise coordinated in writing, the Object(s) will be made available for collection at the VAC by the Lender at the conclusion of the loan period.

Any Object not collected within 30 days following the end of the loan period shall be deemed abandoned. The VAC reserves the right to dispose of abandoned work as it sees fit. The VAC is not responsible for the safety or insurance of any work left beyond the agreed-upon collection window. Any costs incurred for the removal or storage of unclaimed work will be the responsibility of the Lender. 

Photography and reproduction

The Lender warrants that they have the full right to lend the Object(s) and that the work does not infringe upon any third-party copyrights. The Lender agrees to indemnify and hold the VAC and UT Austin harmless against any claims arising from copyright or intellectual property disputes related to the Object(s).

Unless otherwise specified, the lender grants the VAC permission to photograph and reproduce the object(s) for archival, educational, promotional, and registration purposes related to the exhibition. Additionally, the lender permits visitors to take non-commercial, non-flash photographs of the work. The VAC agrees to respect all intellectual property rights, including copyright, trademarks, and moral rights (such as proper attribution).

Cancellation, Return, and Changes in Ownership

The VAC reserves the right to cancel the loan with reasonable notice to the Lender. Likewise, the Lender may recall the Object(s) for good cause upon reasonable notice. If the Object(s) are sold during the loan period, they must remain in the exhibition until the agreed-upon closing date unless the VAC provides a written exception.

The Lender is responsible for notifying the VAC immediately of any change in ownership or contact information. If ownership changes (due to sale, gift, or other circumstances) while the work is in the VAC’s possession, the new owner must provide proof of legal ownership before the work will be released. This agreement remains binding for any successors or heirs of the Lender.

Applicable Law

This Agreement and all associated disputes, including those relating to insurance coverage or proceeds, shall be governed by and construed under the laws of the State of Texas. The parties agree that any legal action arising under or incidental to this Agreement shall be brought exclusively in the state and/or federal courts located within the State of Texas, to the exclusion of all other venues and jurisdictions.

Borrower Acknowledgement

Visual Arts Center, University of Texas at Austin, Department of Art and Art History
Authorized official: Linda Shaunessy, Associate Vice President for Business Contracts
Authorized Signature:
Date:

Lender Acknowledgement

By signing this agreement, you agree to the items and terms in the Visual Arts Center Incoming Loan Agreement.

Full legal name:
Signature:
Dates: 

Exhibit A
Title of the Exhibition
On view dates

Et. Al. (For all works represented in the exhibition)

Isabella Rafky, Curatorial Fellow
isabella.rafky@austin.utexas.edu

Marc Silva, Chief Preparator
marcsilva@utvac.org

Kaya Halil Sumer, Exhibitions and Events Coordinator
kaya.sumer@utvac.org