Artist Agreement

(Public Offer)

Last updated: October 29, 2025

Effective Date: Upon submission of artworks by the Artist to Art-Lab.tech

Recitals and Intent

This Artist Participation & License Agreement (the “Agreement”) is a public offer issued by Art-Lab.tech, acting as the operator of The Vilbil: Online Hub for Art and Artists (“The Vilbil” or the “Platform”), to any individual artist, art collective, or authorized representative (collectively, the “Artist”) who submits digital artworks or related materials for the purpose of exhibition, presentation, or non-commercial promotional activities within The Vilbil ecosystem.

This Agreement is designed to establish a transparent, respectful, and mutually beneficial collaboration framework. It allows Art-Lab.tech to curate, present, and contextualize artworks in a professional, secure virtual environment while preserving the Artist’s intellectual property rights and artistic integrity. By submitting artworks, the Artist acknowledges having read, understood, and accepted the terms herein, and agrees that this Agreement governs the relationship between the Artist and Art-Lab.tech with respect to the submission and exhibition of the artworks.

The Parties share the commitment to uphold artistic integrity, foster cultural exchange, support inclusivity and cultural sensitivity, and contribute to the development of a global digital art community.

1. Definitions

For purposes of this Agreement, the following terms shall have the meanings set forth below:

1.1. “Artwork(s)” means digital visual artworks and related materials (including, without limitation: high-resolution image files, 3D model files, video files, ancillary texts, titles, captions, artist statements) voluntarily submitted by the Artist for consideration and/or inclusion in The Vilbil ecosystem.

1.2. “Exhibition” means any curatorial presentation of the Artwork(s) within The Vilbil ecosystem, including web-based galleries at vilbil.art, affiliated pages or microsites operated by Art-Lab.tech, and virtual reality (VR) environments or applications operated or controlled by Art-Lab.tech.

1.3. “Non-Commercial Promotional Use” means use of the Artwork(s) solely to raise awareness of The Vilbil and/or the Artist’s participation in the Platform without direct monetization of the Artwork(s). Examples include: website and VR previews, social media posts, press kits and releases, newsletters, event landing pages, short video recaps, and exhibition documentation (including screenshots from the virtual environment).

1.4. “Technical Adaptations” means strictly necessary transformations to enable proper display within The Vilbil ecosystem (e.g., resizing, format conversion, color space adjustments, cropping for layout consistency, optimization for VR rendering), performed without altering the content, essence, or message of the original work.

1.5. “Related Websites” means web resources, subdomains, or microsites controlled by Art-Lab.tech or by the Artist that directly support The Vilbil’s exhibition and communication activities. This includes, without limitation, cases where The Vilbil’s player or exhibition module is embedded on the Artist’s own website, allowing the Artist’s gallery to display works alongside promotional elements integrated by Art-Lab.tech in accordance with the Platform’s design and branding standards.

1.6. “Submission” means the act of providing Artwork(s) or related materials to Art-Lab.tech (including via email, file upload, cloud links, or other digital transfer methods) for consideration or exhibition.

1.7. “Public Offer” means this Agreement being addressed to an indefinite number of potential Artists and becoming binding upon the Artist’s Submission of Artwork(s).

2. Scope and Purpose

2.1. The Vilbil operates as a curated, immersive, and educational virtual environment for digital art, facilitating non-commercial exhibition, discovery, and cultural dialogue.

2.2. Participation is voluntary and non-exclusive, focused on visibility, contextualization, and audience engagement in virtual spaces (web and VR). The Platform does not sell, sublicense, or otherwise commercially exploit the Artwork(s).

2.3. The intention of the Parties is to provide a high-quality viewing experience and meaningful presentation for audiences worldwide, while respecting the Artist’s rights and vision.

3. Grant of Rights (Non-Exclusive License)

3.1. The Artist hereby grants to Art-Lab.tech a non-exclusive, worldwide, royalty-free license to:

a) Exhibit and display the Artwork(s) within The Vilbil, including vilbil.art, Related Websites, and VR applications operated by Art-Lab.tech;

b) Reproduce, adapt, resize, convert formats, or crop the Artwork(s) as Technical Adaptations reasonably necessary to create exhibition layouts, wall placements, catalogues, curatorial presentations, and digital previews, ensuring fidelity to the Artist’s intent;

c) Use the Artwork(s) and related visuals in Non-Commercial Promotional Use, including, without limitation: publication on the Platform’s website and VR environments, posts on social media channels controlled by Art-Lab.tech, press materials sent to media, newsletters, invitations, and event documentation (e.g., screenshots or short clips from the virtual exhibition space where the Artwork is visible as part of the installation).

3.2. Express limitations. This license does not authorize Art-Lab.tech to:

sell the Artwork(s);
license, sublicense, or otherwise transfer the Artwork(s) to third parties for any commercial exploitation.

3.3. Term and Revocation. The license is granted for an indefinite period and may be revoked by the Artist at any time upon written request, provided such revocation is technically and practically feasible. Art-Lab.tech will act diligently to remove the Artwork(s) from active exhibition placements and routine promotional cycles; however, certain non-interactive residuals (e.g., previously issued press releases, cached social posts, or archived exhibition pages) may persist for a limited period due to technical constraints not fully within the Platform’s control. Art-Lab.tech will refrain from any new uses following confirmed revocation.

4. Ownership, Moral Rights, and Attribution

4.1. Ownership. All copyrights and moral rights in the Artwork(s) remain fully with the Artist. Nothing in this Agreement transfers ownership of the Artwork(s) or the Artist’s underlying intellectual property.

4.2. Moral Rights and Integrity. Art-Lab.tech will respect the integrity and meaning of the original Artwork(s). Technical Adaptations shall be limited to what is necessary for professional display and will not distort the substance, message, or composition of the Artwork(s).

4.3. Attribution. Art-Lab.tech will credit the Artist’s name visibly alongside each exhibited work on the website and in the VR environment, where technically and practically possible, consistent with the Platform’s design and layout standards. When space is limited (e.g., in compact UI elements), an abbreviated or contextualized credit may be used, with full credit available via an information overlay, a caption panel, or a details page.

4.4. Curatorial Discretion. Art-Lab.tech retains discretion regarding display, placement, scale, lighting, spatial arrangement, and sequencing of works within the virtual environment, while remaining attentive to the Artist’s stated intentions. Curatorial choices are made in good faith to support the exhibition’s clarity, accessibility, and educational value.

5. Artist’s Representations and Responsibilities

5.1. Authority. The Artist represents that they are the rightful owner or are duly authorized to submit the Artwork(s) for the limited purposes set out herein.

5.2. Non-Infringement. The Artist represents that the Artwork(s) do not knowingly infringe the intellectual property, privacy, or publicity rights of third parties and do not incorporate content the Artist is not entitled to submit for exhibition in the manner described.

5.3. Accuracy of Metadata. The Artist will use reasonable care to provide accurate titles, captions, credits, dates, and descriptive texts to support contextualization and correct attribution.

5.4. Updates. If the Artist becomes aware of any issue impacting attribution, rights status, or technical suitability, the Artist agrees to promptly notify Art-Lab.tech so that appropriate remedial steps (e.g., correction, temporary removal) can be taken.

5.5. For the avoidance of doubt, this section does not impose any commercial obligations on the Artist and does not expand the license beyond non-commercial exhibition and Non-Commercial Promotional Use.

6. Technical Requirements and Submission Standards

6.1. Recommended Specifications (for optimal quality):

Format: PNG
Minimum resolution: 7680 × 4320 px (8K)
Color management: sRGB or Adobe RGB, with embedded profile preferred.

6.2. Acceptable Specifications (minimum standard):

Format: JPEG (high quality, minimal compression artifacts)
Minimum resolution: 3840 × 2160 px (4K)

6.3. 3D Models:
For 3D models, files should be provided in FBX or OBJ format. Exact parameters (e.g., polygon count, texture resolution, UV mapping) must be agreed upon with Art-Lab.tech technical specialists prior to submission.

6.4. Video Files:
Video files should be submitted in MP4 format, encoded with the H.264 codec, with a resolution of 1920 × 1080 px and a frame rate of at least 30 fps. Higher resolutions (e.g., 4K) are welcome if technically feasible.

6.5. Non-Standard Cases:
In all remaining non-standard situations, including doubts about material quality or compatibility, the final decision and technical adjustments shall be coordinated with Art-Lab.tech specialists.

6.6. Quality Criteria:
All files must be clean, evenly lit, and free from blur, glare, shadows, banding, compression artifacts, or watermark overlays that interfere with viewing.

6.7. File Delivery:
Submissions may be made by email, direct upload, or secure cloud links. Large files should use established file-transfer methods. The Artist is encouraged to include a brief artist statement (optional) and exhibition credits (e.g., collaborators) when relevant.

6.8. Remediation:
If submitted materials do not meet minimum technical requirements, Art-Lab.tech may request improved versions, provide basic guidance, or decline inclusion until suitable files are available.

7. Promotional Use and Branding (Non-Commercial)

7.1. Non-Commercial Promotional Use. Art-Lab.tech may incorporate the Artwork(s) into non-commercial promotional, editorial, and educational materials related to The Vilbil and its activities. Typical examples include:

Web and VR content previews;
Social media posts and stories;
Press releases and media kits;
Newsletters and event invitations;
Short recaps or behind-the-scenes documentation of the Exhibition (including screenshots of the virtual installation where the Artwork appears as part of the curated space).

7.2. Promotional Elements. The virtual exhibition environment within The Vilbil ecosystem, affiliated pages, Related Websites (including those fully or partially controlled by the Artist where The Vilbil player is embedded), as well as virtual reality (VR) environments or applications, may include limited branding components or partner promotional elements integrated into the overall design concept.

For clarity, the total number of such promotional elements within any single virtual space shall not exceed three (3) and shall be incorporated in a manner that does not overshadow, obscure, or diminish the artistic presentation. These elements remain part of the Platform’s identity and promotional framework, even when displayed on the Artist’s own website through embedded modules.

7.3. No Endorsement Implied. Inclusion of promotional elements does not imply endorsement of any partner by the Artist, nor endorsement of the Artist by any partner.

8. Acceptance, Curation, and Collaboration

8.1. Curatorial Discretion. Art-Lab.tech may accept, postpone, or decline submissions at its sole discretion to preserve curatorial integrity, technical quality, and alignment with the Platform’s mission.

8.2. Guiding Principles. Curatorial and technical choices are guided by internationally recognized principles of cultural sensitivity, inclusivity, accessibility, and respect for artistic freedom and dignity.

8.3. Collaborative Approach. Art-Lab.tech seeks to foster an environment where artists and curators work in good faith to achieve presentations that are meaningful, coherent, and engaging. Dialogue regarding placement, scale, and framing is welcomed when feasible within production timelines.

8.4. Editorial Contexts. The Platform may provide curatorial texts, wall labels, captions, or audio commentary to contextualize the Exhibition. Such materials aim to support viewer understanding without misrepresenting the Artist’s intent.

9. Non-Commercial Nature; No Sale or Sublicense

9.1. Participation in The Vilbil does not involve the sale, license for sale, or transfer of the Artwork(s) to any third party.

9.2. Art-Lab.tech does not sell or sublicense the Artwork(s), and shall not authorize third-party commercial exploitation.

9.3. Any future commercial initiatives (if proposed) would require a separate public offer or a formal written agreement issued by Art-Lab.tech and expressly accepted by the Artist. No commercial terms shall be implied or inferred from this Agreement, which governs only non-commercial participation.

10. Confidentiality, Security, and Data Handling

10.1. Confidentiality Measures. Art-Lab.tech applies industry-standard technical and organizational measures designed to safeguard the confidentiality and integrity of submitted files.

10.2. Security Limitations. While reasonable efforts are made to prevent unauthorized access, copying, or distribution, Art-Lab.tech cannot guarantee absolute security against external threats or vulnerabilities beyond its control (e.g., third-party acts, data breaches, or platform-level outages).

10.3. Use Restriction. No Artwork(s) or related materials provided by the Artist will be transferred, licensed, sold, or otherwise made available to any third party, except as strictly necessary for the purposes expressly described in this Agreement (e.g., to service providers engaged by Art-Lab.tech to host or render the exhibition environments, under confidentiality and limited-use obligations).

10.4. Privacy. Any personal data voluntarily provided by the Artist (e.g., contact details for crediting or communication) will be handled in accordance with reasonable industry practices for privacy and data protection in the context of cultural exhibition activities.

11. Takedown and Issue-Resolution Procedure

11.1. Notice. If the Artist identifies a material issue—such as incorrect credit, a display error, or a rights-related concern—the Artist should notify Art-Lab.tech in writing with sufficient detail to identify the issue and the specific location within The Vilbil.

11.2. Prompt Action. Upon receipt of a clear notice, Art-Lab.tech will act diligently to correct attribution, adjust display settings, or temporarily remove the Artwork(s) while the matter is reviewed.

11.3. Good-Faith Resolution. Both Parties agree to cooperate in good faith to resolve issues promptly, prioritizing accuracy, integrity, and continuity of a professional exhibition environment.

12. Limitation of Liability

12.1. Art-Lab.tech will take reasonable measures to protect the Artist’s materials but shall not be liable for any disclosure, loss, or damage resulting from circumstances beyond its reasonable control, including but not limited to unauthorized acts of third parties, data breaches, service outages, or technical failures.

12.2. In no event does this Agreement impose an obligation on Art-Lab.tech to achieve a specific level of audience reach, press coverage, or engagement metrics.

12.3. Nothing in this Agreement shall be construed to expand the Artist’s obligations beyond the voluntary, non-commercial participation described herein.

13. Force Majeure

Neither Party shall be held liable for failure to perform its obligations under this Agreement if such failure results from events beyond its reasonable control, including, without limitation, natural disasters, acts of war or terrorism, governmental restrictions, public health emergencies, widespread network disruptions, or other force majeure events. Performance timelines shall be extended for the duration of such events to the extent reasonably necessary.

14. Governing Principles and Dispute Resolution

14.1. Governing Principles. This Agreement is governed by internationally accepted standards for digital art exhibitions, including principles of fairness, artistic integrity, respect for moral rights, and good-faith collaboration.

14.2. Constructive Dialogue. Any disagreement arising under or in connection with this Agreement shall be approached with a view toward constructive dialogue, practical solutions, and preservation of the working relationship.

14.3. Escalation Path. If a dispute cannot be resolved informally, the Parties will consider voluntary mediation using a neutral facilitator. Nothing in this section restricts either Party from seeking urgent interim relief if absolutely necessary to prevent irreparable harm to rights.

15. Term; Revocation; Effects of Termination

15.1. Term. This Agreement becomes effective upon the Artist’s Submission of Artwork(s) and remains in effect unless revoked by the Artist or otherwise terminated according to its terms.

15.2. Revocation by the Artist. The Artist may revoke the license granted herein at any time upon written notice. Art-Lab.tech will take diligent steps to discontinue active exhibition and ongoing promotional use, subject to technical feasibility.

15.3. Effects of Revocation. Following revocation, Art-Lab.tech will not initiate any new uses of the Artwork(s). Residual appearances within already issued non-interactive materials (e.g., press releases, archived posts, cached pages) may persist temporarily due to factors beyond immediate control. Art-Lab.tech will not republish or recycle such materials featuring the Artwork(s) after revocation.

15.4. No Penalties. Revocation is without penalty to the Artist. The Parties may continue to collaborate on other works or future projects separately if they so choose.

16. Platform Commitments (Quality and Access)

16.1. Exhibition Quality. Art-Lab.tech will strive to present Artwork(s) at a high technical standard, consistent with the Artist’s vision and with the capabilities and constraints of web and VR environments.

16.2. Accessibility Considerations. Where feasible, The Vilbil will incorporate accessibility-minded design (e.g., readable captions, clear navigation) to broaden audience access without altering the Artist’s work.

16.3. Documentation. Non-commercial documentation (e.g., screenshots of the VR environment showing the Artwork in situ) may be used to explain curatorial concepts, promote events, and maintain a record of the Exhibition for educational purposes.

17. No Agency; No Exclusivity; No Fees Implied

17.1. No Agency or Employment. Nothing in this Agreement creates a partnership, joint venture, employment, or agency relationship between the Parties.

17.2. Non-Exclusive Participation. The Artist remains free to exhibit the Artwork(s) elsewhere, including commercially, without limitation, as this Agreement is strictly non-exclusive.

18. Updates and Amendments

18.1. Public Offer Nature. As a public offer, Art-Lab.tech may update this Agreement from time to time to reflect operational or legal considerations relevant to The Vilbil ecosystem, affiliated pages, Related Websites (including those fully or partially controlled by the Artist where The Vilbil player is embedded), as well as virtual reality (VR) environments or applications.

18.2. Effect on Existing Participants. For Artists with Artwork(s) already submitted and exhibited, Art-Lab.tech will act reasonably to ensure that any material changes do not adversely affect the Artist’s rights. In case of material updates, Artists may request clarification or revoke their participation as set forth in Section 15.

19. Notices and Communication

19.1. Method of Notice. Notices under this Agreement should be sent via email to the contacts specified by each Party. For Art-Lab.tech, the primary contact is: info@Art-Lab.tech.

19.2. Acknowledgment. A notice shall be deemed received when a reasonable acknowledgment (automated or manual) is returned, or within a reasonable period if sent to the last known valid email address.

19.3. Language. For consistency across international contexts, the working language of this Agreement is English. Translations may be provided for convenience; in the event of a discrepancy, the English version will prevail.

20. Branding and Partner References (Clarifications)

20.1. Design-Led Integration. Any partner references will be integrated at a design level in a restrained manner to maintain focus on the Artwork(s), and the limit of three (3) promotional elements within the virtual space will be respected.

20.2. Editorial Neutrality. Editorial texts (e.g., curatorial essays) shall aim for neutrality and respect, contextualizing the Artwork(s) without misattribution or misrepresentation.

21. Severability; No Waiver; Entire Agreement

21.1. Severability. If any provision of this Agreement is found unenforceable, that provision shall be applied to the maximum extent permissible and the remaining provisions shall remain in full force and effect.

21.2. No Waiver. Failure by either Party to enforce any provision shall not constitute a waiver of that provision or any other.

21.3. Entire Agreement. This Agreement constitutes the entire understanding between the Parties with respect to the subject matter hereof and supersedes any prior or contemporaneous communications relating to the non-commercial exhibition of the Artwork(s) on The Vilbil ecosystem.

22. Acceptance of Terms (Public Offer)

22.1. Public Offer. This Agreement constitutes a public offer to artists.

22.2. Acceptance by Submission. By submitting Artwork(s) (via email, file upload, or other digital transfer methods), the Artist confirms that they have read, understood, and accepted the terms outlined herein.

22.3. No Signature Required. No signature is required; this Agreement becomes binding upon Submission of the Artwork(s).

Art-Lab.tech
acting as the operator of The Vilbil: Online Hub for Art and Artists
Contact: info@Art-Lab.tech
Website: Art-Lab.tech