I think it is perfectly reasonable for you to expect to be able to use your
illustrations for promotional purposes as soon as the exhibit is live. In
fact, if the exhibit is slated to open, say, 9 months after you sign the
contract, I would suggest you included language about being able to use
your images for promotional purposes "12 months from the date of the
contract or when the exhibit opens, whichever comes first." (or something
along those lines -- to protect yourself in the event of significant

Because you are signing the contract with a project management company and
not the botanical garden, it may be especially important to include
language in the contract providing for financial penalties for late
payments and for neglecting to credit you for your work in the exhibit.
Something like:

"In the event that Client omits the credit line, Client agrees to pay an
additional fifty percent of the total fee OR to remedy the omission within
a reasonable timeframe."

The fact that your contract negotiations are taking a long time* may* mean
you have more power than you otherwise might. Your clients may not want to
start from scratch with another artist since there are deadlines to meet,
so they might be more inclined to accept your (reasonable) demands.

*Emily S. Damstra*
natural science illustration
Waterloo, Ontario
(519) 616-3654
*[log in to unmask]*

On Mon, Jul 15, 2013 at 11:46 PM, Natalya Zahn <[log in to unmask]> wrote:

> *How do you all handle the portion of the contract that deals with
> "Announcements/Promotions/Sharing"? I'm fine with not broadcasting work
> that isn't complete, but when it IS complete - and the exhibit live to the
> public - I'd like the ability to announce the project on my blog, or post
> images in my personal online portfolio. As it stands, the contract verbiage
> lumps that kind of action under - "NO SHARING OR POSTING, unless you get
> the institution's written consent". Is that normal?

Need to leave or subscribe to the Sciart-L listserv? Follow the instructions at