Red House Inventory Requirements

 

The following requirements apply to all artists and all locations (studios, gallery walls/shelves, and gallery print bins and card rack).

 

  • All artwork, merchandise, and jewelry consigned for sale at the Red House Gallery & Studios must be in our inventory system (ArtCloud). A photo for each item is required. 
  • All items sold through the Red House must be physically present at the Red House.
  • Artists must submit a consignment list and photos of new inventory items to the Red House via either of two options: 
    • Option A: A personal ArtCloud account (recommended)
    • Option B: Email 
  • Note: Exhibition submissions follow a different process. See Exhibition Registration.
  • Except for exhibition entries, artists are required to print their own labels and wall tags (if applicable). You may use the Red House printer if you do not have one.

The Red House Inventory Team will provide each artist with a current Inventory Report (PDF file) after making additions or other changes to their inventory. 

 

Keep this report handy! You will use it to verify the accuracy of our inventory records for your artwork. The report also will be an essential reference for requesting changes to your inventory in the future. (Each item is identified by a unique inventory number.)

Sample Inventory Report:

Option A: Personal ArtCloud Account

Overview of ArtCloud

 

  • To submit items to be added to the Red House inventory system, we recommend that you use a personal ArtCloud account (available for free to all SVAL member artists who sell work through the Red House). 
  • You can use ArtCloud on a computer or mobile device (e.g., iPad, phone).

Be aware that a personal ArtCloud account is designed only for submitting new artwork titles to the Red House inventory system, which creates copies of your inventory entries (that we then modify for our needs). Your personal account does not allow you to edit the Red House's version of your inventory or manage your inventory in the Red House's system. To request changes to entries already in our inventory system (e.g., to change a quantity, price, or location), see Request Changes to Current Inventory.

Instructions

 

The Basic Steps

1. Add Inventory to Your Personal ArtCloud Account

In your personal ArtCloud account, add new inventory items. For each piece, enter the required info (title, medium, price, etc.) and a photo.

2. Create and Send Your Consignment List to the Red House

In your personal ArtCloud account, create a Gallery Consignment list, add your new inventory items to the list, then send the list to the Red House.

 

Wait for the volunteer Red House Inventory Team to approve your consignment. Please allow up to two business days for approval. Once your consignment is approved, we will send you a label document (PDF) that you can use to print tags/labels. 

 

The team also will send you an Inventory Report (PDF) that lists all of your artwork currently in our inventory.

3. Print Tags/Labels

Using the PDF provided by the Red House, print labels and wall tags (if applicable). 

 

If a standard label won’t fit on your work (e.g., ceramics, fiber), you will have to create a custom label or hanging tag. Be sure to include our Inventory number on the label; we can't sell an item at the Red House if its tag/label is missing our inventory number.

4. Bring in Your Art!

Bring in your labeled artwork and wall tags (if applicable) to the Red House.

ArtCloud’s Knowledge Base Articles

ArtCloud's Knowledge Base includes these articles to help you set up your personal account, create inventory, and send consignment lists to a gallery:

 

Detailed Instructions

For detailed instructions on using ArtCloud for the Red House, download the “Guidelines for Submitting New Inventory via ArtCloud” (PDF).

Option B: Email

Alternative to a Personal ArtCloud Account

Using a personal ArtCloud account is a recommendation, not a requirement. While we think the tool is fairly easy to use (and will be a time saver for both artists and Red House volunteers), we understand that not everyone will want to learn a new computerized system. As an alternative to ArtCloud, you may send your consignment list and photos to the Red House Inventory Team via email at inventory@redhousegallery.org.

Instructions

The Basic Steps

1. Send Your Consignment List and Photos to the Red House via Email

For each item you want to add to the Red House inventory, specify the required info (title, medium, price, etc.) and attach a photo.

 

Wait for the volunteer Red House Inventory Team to approve your consignment and manually enter the information into the gallery's ArtCloud system. Please allow up to two business days for approval. 

 

Once your consignment is approved and entered into our system, we will send you a label document (PDF) that you can use to print tags/labels. 

 

The team also will send you an Inventory Report (PDF) that lists all of your artwork currently in our inventory.

2. Print Tags/Labels

Using the PDF provided by the Red House, print labels and wall tags (if applicable).

 

If a standard label won’t fit on your work (e.g., ceramics, fiber), you will have to create a custom label or hanging tag. Be sure to include our Inventory number on the label; we can't sell an item at the Red House if its tag/label is missing our inventory number.

3. Bring in Your Art!

Bring in your labeled artwork and wall tags (if applicable) to the Red House.

email Instructions

  1. Compose an email to the Red House Inventory Team. Our email address is: inventory@redhousegallery.org.
  2. For the email's subject, type "New consignment for [artist name]"
  3. In the body of your email, provide the appropriate information (see below) for each item you want to add to our inventory.
  4. Attach a photo (or photos) of your artwork(s).
  5. Send the email.

 

Required information:

 

  • Title
  • Medium
  • Type (Artwork, Merchandise or Jewelry)
  • Dimensions of the work itself (height x width in inches, not including frame)
  • Overall dimensions if the work framed (height x width in inches)
  • Price
  • A photo of the work (JPEG format; target file size: < 1 MB).

 

Optional information:

 

  • Depth (in inches)
  • Date Created (e.g., “2021”; “November 2025”)
  • Mounting
  • Notes (for other details about the work; most suitable for Represented Artists whose works are displayed on the website)

 

For guidelines on these items, see the “Guidelines for Submitting New Inventory via ArtCloud” (PDF). Even though you won't be using a personal ArtCloud account to send us your artwork information, the Red House will have to manually copy this information to the appropriate fields in our gallery ArtCloud account, so these guidelines still apply.

Creating and Submitting Photos of Your Work

Every item in the Red House inventory must have an associated photo. 

 

General Guidelines

 

  • Images should be in focus, distortion-free, and “color true." 
  • Phone camera images are acceptable, as long as they aren't too small.
  • Do not use a flash and preferably shoot with natural light, and photograph the piece before putting it under glass.
  • For 3-D pieces, use a white or uniformly-colored backdrop if possible (to avoid distracting backgrounds).
  • Create web-friendly JPEG versions of your photos (1500 pixels @ 72 ppi).

The Basic Steps

1. Take the Photos

Take a photo of each piece of art in your inventory.

 

  • For flat pieces, take at least one photo of each piece (not including any mat or frame). If you wish to show the frame, take a second photo. For photographic art pieces, create a JPEG version of the image per the Guidelines for image size and resolution.
  • For sculpture or other 3-D pieces, take two to four photos of each piece to show it at different angles.
  • If you are selling note card reproductions of various artworks, and wish to treat them as a single “batch” inventory item, you could take a single “photo spread” of all the cards to represent the entire batch.

2. Save the Photos

Save (or copy) your photos to your computer, mobile device, or cloud storage.

 

  • Save as JPEG format.
  • At a minimum, image files should be 1500 pixels on the longest side and at least 72 pixels per inch resolution. 
  • If you typically have someone else take photos of your art, ask for "web friendly" versions (JPEG, 1500 pixels @ 72 ppi).
  • If you’re using an iPhone, the “Large” size is suitable. *

3. Name the Photos Appropriately

Name (or rename) the image files with unique titles corresponding to your work (e.g., “felted hat - blue.jpg”). 

 

  • If you took multiple photos of a work, add a number to the file name (e.g., “felted hat - blue 1.jpg”, “ felted hat - blue 2, etc.). 
  • Good file naming practices will help you (or us, if you submit images via email) match the image(s) to the correct inventory entry.

4. Submit the Photos

Submit the image files according to the method you're using to submit inventory.

 

  • If using ArtCloud (Option A), click the button on the item pages to upload the image(s) for each item one-by-one in your personal ArtCloud inventory.
  • If submitting inventory via email (Option B), attach the image(s) to your email.

Copyright Information
 

  • As creator of the photographed piece of art, the creator’s copyright extends to the photograph used on the website. By providing images for inventory, the artist grants to the Swannanoa Valley Art League (SVAL) non-exclusive rights to display the images on its website and share the images with other sites for marketing purposes. 
  • FYI: The SVAL is not able to prevent downloading of images from the Red House website or sites with which the SVAL may share the images. If you are concerned about unauthorized use of your images, you can add a watermark to your images to help discourage downloading and misuse. Adding watermarks is the responsibility of the artist.

* If you use an iPhone, ensure that your camera settings have been changed to save images as “Most Compatible” format. This will ensure your photos are in JPEG format. The image below shows how to access the format settings.

Printing Labels/Tags

Artists are responsible for printing and affixing the necessary labels to their artwork(s), except for Exhibition entries. After accepting an artist's consignment of artwork or merchandise, the Red House will provide a PDF document with the labels in proper format. The tag/label PDF is formatted for 3.5” x 2” business card-sized tags/labels on an 8.5 x 11” sheet (e.g., Avery #8871, 10 per sheet).

 

Guidelines

 

  • Wall and shelf artists: print wall/shelf tags on white card stock.  
  • All artists: Print “back-of-the-work” tags/labels on either the same sheet used for the wall tags or on adhesive labels. (For bagged prints or cards, you could either slip the tag into the bag or affix it to the outside using double-sided tape.)
  • If you choose to “recreate” tags/labels in your own label-making software, be sure to copy/paste all of the artwork information from our PDF (including the Inventory #). Match the style and format of our PDF (dimensions 3.5 x 2”; Arial font 18 pt for the main text, 14 pt for the Inventory number). 
  • If a standard label won’t fit on your work (e.g., ceramics, fiber), you will have to create a custom label or hanging tag. Be sure to include the Inventory #.

Frequently-Asked Questions

"What are the benefits of using a personal ArtCloud account?"

Answer: The main benefits are:

 

  • Reduces the workload of our volunteer staff (e.g., less manual data entry, fewer emails)
  • Allows artists to more easily keep track of works submitted to the Red House (in one place, rather than multiple emails)
  • The artist will receive automatic notifications when an artwork sells

"How do I classify cards and prints?"

Answer: Classify card and print reproductions of original works as "Merchandise" (not "Artwork"). The medium should be “Reproduction: Card” or “Reproduction: Print” respectively (or "Reproduction: Giclée Print" if appropriate).

 

In ArtCloud you may document the medium of the original work in the Notes field, e.g., "Giclée print reproduction of an original oil painting." (If using email to submit artwork, include a request to add this information as a Note.)

"I submitted a consignment but have not received labels. May I just bring in my artwork or merchandise to the Red House and have someone print labels for me?"

Answer: No. The Red House does not have onsite staff who can help with inventory. (Our two inventory team volunteers work remotely.)*

 

After you submit a consignment, the inventory team replies via email, typically within two business days. If the inventory team has accepted the consignment, the email will include a label PDF and Inventory Report.

 

After you have printed and affixed labels to your works, then you may bring in the works to the Red House. 

 

* If you need assistance with printing labels or any other part of the inventory process, an inventory team volunteer can help you over the phone or meet with you by appointment. Contact the team via email.

"I don't have a printer. How can I print my tags/labels?"

Answer: You may use the printer at the Red House Gallery (via wireless connection from your laptop or mobile device). You will have to provide your own card stock or Avery business card sheets. There is a paper trimmer in the Art Education Room.

 

Note: The printer is at the front desk, so you may have to wait for the Gallery Attendant to finish a sale before you can access the printer.

"Isn't there an easier way than cutting out wall tags from plain cardstock?"

Answer: You can save yourself the effort of cutting by printing on Avery CleanEdge 3.5"x2" 10-per-page business card stock. There are many different Avery numbers for the same stock, based on how many sheets per package and whether they're formulated for inkjet or laser printers. Note that this paper is much more expensive than plain cardstock, and can only be run through the printer once, so there is significant waste when only printing one or a few tags. Choose what works for you.

"I sold a work and I need to replace it. What do I do?"

Answer: It depends ...

 

  • If the replacement work already has an entry in our inventory system*, use Request Changes to Current Inventory
  • If the replacement work does not have an entry in our inventory system, you would have to submit a new title using one of the methods described in this page (ArtCloud or email). This includes replacing a sold photograph with a similar, but not identical, version (e.g., different size, price, crop).

 

*Refer to the Inventory Report (list) provided to you by the Red House Inventory Team. If the replacement work is in the list, it's in our inventory system. Even if you submitted a work to our inventory system then later took the work home ("Returned to Artist"), it's still in our inventory system.

"The inventory numbers in the inventory report I received from the Red House do not match the inventory numbers in my personal ArtCloud account. Why?"

Answer: When you submit (consign) works to the Red House via a personal ArtCloud account, the Red House creates copies of your inventory records and assigns its own inventory numbers to every item. Your personal ArtCloud inventory numbers are not used. Important: When communicating with the Red House about your inventory, always refer to the numbers on the inventory report provided by the Red House.

How to Get Help

 

If you have any questions or need help, contact the Red House Inventory Team via email at inventory@redhousegallery.org.

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