164 ANNUAL OPEN EXHIBITION 2016 GUIDELINES & TERMS AND CONDITIONS ENTRY GUIDANCE What is the 164 Annual Open Exhibition? The Royal West of England Academy holds an Annual Open Exhibition now in its 164th year. As the name suggests, anyone can enter their work for this mixed discipline show. A selection panel assesses every entry and last year 593 works by 387 artists made it into the final exhibition. All work is for sale, and the exhibition attracts art-lovers and art-buyers from far and wide. Artists are encouraged to submit recent work (produced within the last 3 years) All works must be for sale with prices predominantly under 10,000 A maximum of 3 works may be submitted per applicant Work cannot have been exhibited before at the RWA How much does it cost to submit work? Submission fees are charged per item: 18 per item for General Public 16 per item for Students 14 per item for Friends of the RWA 9 per item for RWA Artist Network members How do I submit work? All applicants must apply online using our Online Submission System (OSS) which can be accessed via our website. Please note that we have updated the system this year to make it easier to use. Please read the OSS User Guide available to download as a PDF on the RWA website if you are experiencing difficulty registering online. Please contact the RWA if you cannot access a computer. Do I have to submit images of my work online? Yes. All artists must submit images of their work to be viewed at the online preselection stage. Your image should be as clear as possible and represent the work you wish to submit. If it is a 2D work we do not need to see the frame in the image, just the work. If the work is 3D you can still only submit one image so you must choose an image which best represents the work. Images should be a JPEG file and should not exceed a maximum size of 1MB. What happens once I have submitted my work? The closing date for online submission is the 24 August 2016 at 5pm. After this point no changes can be made to your application. Therefore please ensure that you have submitted the correct details, attached an image of your work, and paid for your submission by this date.
Stage 1: Online Pre-selection Your submitted images will be looked at online by the selection panel. This means you do not have to physically deliver work to the RWA at this stage. We will send an email confirming your results, however, please note that it is the artist s responsibility to check their results. Remember to log-in to OSS where your results will be displayed online. Please ensure you have read the Terms and Conditions below and are aware of the hand-in and transport dates in advance. Please do not call the RWA to check results unless you have difficulty logging on. If 1 or more of your works are selected please see Stage 2 instructions below. Stage 2: Final Selection All pre-selected works will need to be physically delivered to the RWA. Work should arrive unwrapped, although fragile work may be wrapped in a way that does not obscure the image during selection. There are two options for delivering work: 1) You can either bring your work to the RWA between 10am and 4pm on Friday 23 September or Saturday 24 September 2016. 2) Or, you can book to have your work collected from a pre-designated collection point via RWA organised regional transport. How do I book RWA Transport? This should be booked online by logging into your account (see OSS User Guide for full instructions). RWA transport can only be booked between 10am on 8 September and 5pm on 15 September 2016. This ensures that bookings are only taken for work which has been pre-selected. You can book one-way transport or return. The RWA charges a flat rate of 10 per way per item. If you book a return and sell the work we will refund you the money. If you book one-way you can change this to a return at a later date. Work must be insured by the artist from the point of collection. Dates, times and locations for Regional Transport are To the RWA: London: 12-4pm, 21 September 2016 hand-in work at Art Moves of Chelsea at Chelsea Self Storage, Blantyre Street, London, SW10 0EQ Birmingham: 10am-12pm, 22 September 2016 hand-in work to Art Moves of Chelsea at Birmingham, Municipal Car Park, Off Edgbaston Road, Birmingham (in front of the Midland Art Centre and opposite Warwick County Cricket Ground) Penzance: 9-10am, 22 September 2016, hand-in work to ArtWorks, Penzance Harbour Car Park, Penzance
Exeter: 12.30-1.30pm, 22 September 2016, hand-in work to ArtWorks at Exeter Motorway Service area (top of Car Park) Off Junction 30 of M5, Exeter From the RWA: London: 12-4pm, 5 December 2016 hand-out works from Art Moves of Chelsea at Chelsea Self Storage, Blantyre Street, London, SW10 0EQ Birmingham: 10am-12pm, 2 December 2016 hand-out works from Art Moves of Chelsea at Birmingham, Municipal Car Park, Off Edgbaston Road, Birmingham (in front of the Midland Art Centre and opposite Warwick County Cricket Ground). Exeter: 12-1pm, 1 December 2016, hand-out of works by ArtWorks at Exeter Motorway Service area, (top of Car Park) Off Junction 30 of M5, Exeter Penzance: 4-5pm, 1 December 2016, hand-out of works by ArtWorks in Penzance Harbour Car Park, Penzance Final Selection Results There will be a final selection day on the 25 September 2016 at the RWA. Final Results will be available to check on-line from 3pm on 30 September 2016.* We will send an email confirming your results however please note that it is the artist s responsibility to check their results. If you have not heard by 1 October 2016 please remember to login to OSS where your results will be displayed online. If you are successful we will email a link from which you can download an e-invite to the Varnishing Day Lunch and Private View. Please do not call the RWA to check results unless you have difficulty logging on. * The RWA reserves the right to alter the hang at any point until the opening, therefore please be aware that although you may hear that your work has been selected we cannot guarantee that it will make the final hang. If changes are made to the selection after the 30 September we will endeavour to contact the artist by email to communicate this and the status of your work online will change to Selected Not Hung. How do I collect work at this stage? If 1 or more of your works has not been selected you can collect them on the following dates: 4 & 5 October 2016 between 10am-5pm 14 & 15 October 2016 between 10am-5pm If you have some work selected and some work not selected you can opt to collect all work after the exhibition on the following dates: 2 & 3 December 2016 between 10am-5pm 16 & 17 December 2016 between 10am-5pm If you have booked regional transport your work will be returned to the locations listed above.
The RWA has limited storage space therefore we ask that any large / heavy or fragile sculpture that is unsuccessful at the final selection stage is collected by the 28 September 2016. If your work merits early collection you will be informed of this on delivery, or you can call the RWA to discuss in advance. What dates should I remember? Online submission closes 5pm, 24 August 2016 Pre-selection results available online 10am, 8 September 2016 Regional transport opens for booking 10am, 8 September 2016 Regional transport closed for booking 15 September 2016 General Public Hand-in day 10am-4pm, 23 & 24 Sept 2016 Final selection day 25 September 2016 Final selection results available online 3pm, 30 September 2016 Collection Dates (1) 4 & 5 October 2016 Varnishing Day Lunch and Private View 8 October 2016 Collection Dates (2) 14 & 15 October 2016 Collection Dates (3) 2 & 3 December 2016 Collection Dates (4) 16 & 17 December 2016 TERMS AND CONDITIONS OF ENTRY Section 1: Copyright Copyright remains with the artist, however, by registering online and agreeing to the terms and conditions the artist agrees that his/her work can be used for the promotion of the RWA and its exhibitions. Section 2: Diptychs and Triptychs The total size of a diptych or triptych must not exceed 214 x 214cm (7ft x 7ft). They must be clearly labelled as a diptych or triptych in large letters on the back of the work. These must have one title and only be sold as one work. It would be helpful if the component parts are attached together. Section 3: Medium Architecture Architectural entries can incorporate drawings, photography, digital imagery, sketches and plans as well as architectural models (please see size restrictions as per sculpture). Architects can enter as individuals or as a practice. Painting and Drawing Works must not exceed 214 x 214cm (7ft by 7ft). Reproductions of paintings and drawings, made by any process, are not eligible The RWA will attach mirror plates to all placed works for hanging. Therefore the works must be framed or mounted on stretchers suitable for mirror plating. Printmaking (and prints) Reproductions of paintings or drawings are ineligible.
Digital prints are eligible only if it is clear to the selectors that they are original artworks made by the creative use of digital technology and that they are not reproduction prints. The selectors opinion on this will be decisive. As a guideline for print submissions, the RWA encourages printmaking as a creative art on a par with painting, drawing and sculpture. Prints may be unique (one-off) pieces or they may be made as a signed and numbered, limited edition. All traditional printmaking techniques (e.g. etching, woodcut, litho, screen print etc) are eligible, as are more recent technologies (e.g. digital, photographic etc.) but in every case the print must be an original creative artwork made by the methods chosen or a combination of these. You are permitted to sell unframed editions of selected work. Artists will be informed by email of orders for unframed prints once payment is received by the RWA. It is the artist s responsibility to mail the print(s) to the purchaser within 30 days of receipt of order from the RWA. If this is not possible please contact the RWA immediately. The RWA will not cover postage costs therefore please consider this when pricing editions. Photography Any medium is acceptable, including digital images, photography and photographic processes. Works must not exceed 214 x 214cm (7ft by 7ft). Sculpture Sculptures must weigh no more than is safe for two people to lift 50kg (see details on regional transport for further restrictions). The dimensions of the RWA lift are 180cm (72 ) height, 130cm (52 ) depth and 155cm (62 ) width. Sculptures over this size must be easily portable, as they will need to be carried up the staircase. The RWA has limited storage space therefore we ask that any large / heavy or fragile sculpture that is unsuccessful at the final selection stage is collected by the 28 September 2016. If you are unsure if your work merits this classification please call the RWA to discuss before submitting. We can also advise you on delivery therefore please speak to a member of staff on delivery day. When submitting sculpture, please consider the health and safety implications of exhibiting work in a public place. Please ensure floor and plinth-based works are stable. The RWA can sell editions of sculpture. Artists will be informed by email of orders for sculpture editions once payment is received by the RWA. It is the artist s responsibility to mail/deliver the edition to the purchaser within 30 days of receipt of order from the RWA. If this is not possible please contact the RWA immediately. The RWA will not cover postage costs therefore please consider this when pricing editions. The maximum floor space for installations is 1m x 1m. ipad Drawings Digital artwork produced on an ipad is accepted but must be printed and displayed appropriately e.g. if it is framed please see Section on Mirror Plates & Fixings. As per Printmaking it must be made clear to the selectors that they are original artworks made by the creative use of digital technology and that they are not reproduction prints. The selectors' opinion on this will be decisive.
The work should be numbered to denote edition size and as per Printmaking entries you must confirm how many editions are available for sale. Reproductions of paintings or drawings are ineligible. Moving Image Entries should be made online as per entry guidelines. Please attach a still image for moving image entries. Work should be sent on a Data DVD to Gemma Brace at the RWA by 5pm on 24 August 2016. All entries should be submitted in the following file format: Quicktime Pro. Res. 422 (HD or 1920 x 1080 preferred, aspect ratio is of artists choice). Files not submitted in this format are not valid. Entries should be a maximum of 3 minutes in length. All selected entries will be played as one continuous show reel in a specially designed screening space. Entries will be played on loop on a 42inch plasma screen. Section 4: Confirmation of Results We will send an email confirming your results however please note that it is the artist s responsibility to check their results online. The RWA are not responsible for an artist s failure to receive results. Section 5: Insurance and Damage to Work Insurance and Damage to Work Exhibitors are responsible for arranging their own insurance to cover damage or loss to their artwork either in transit or whilst at the Academy. Work must be insured by the artist from the point of collection if you are using regional transport. The utmost care will be taken of all works sent in for exhibition, however neither the Academy, its officers nor its representatives will be responsible for any loss or damage whilst the works are in their possession howsoever caused, with the exception of damage to or theft of exhibited works which has been recorded on CCTV. Section 6: Transport Costs Please note the RWA will not cover any costs associated with the transport of works, including the cost of shipping, import or postage. The RWA strongly advises artists against postal submissions and does not accept liability for damages to works whilst in transit or on the premises. If you are sending work from outside the UK it is the sender s responsibility to ensure that all customs and import/export paperwork is properly completed. The RWA will not take responsibility for liaising with customs. Section 7: Sale of Work All works must be for sale, the RWA does not accept Price on Application (POA). Selling prices should be under 10,000.
The information you enter online will be used in all pricing documents. Once the online submissions software has been locked this information cannot be changed, therefore please ensure this information is correct at the time of submission. Artists will be advised of sales, and payment to the artist will be made at the end of the exhibition, once payment has been received from the purchaser. The RWA aims to make payment to the artist within 28 days of the end of the exhibition. Artists will be informed of orders for unframed prints and sculpture editions once payment is received by the RWA, and it is their responsibility to mail those prints to the purchasers. The RWA will not cover postage costs. Unframed digital prints can only be sold if the exhibited work is a digital print. E.g you cannot sell giclée prints of paintings or drawings through the RWA. The price stated on your submission is the catalogue selling price and this must include the RWA s commission of 35%+VAT. If an artwork is purchased through the Own Art scheme then please note that we cannot guarantee payment within the stated 28 days. Section 8: Labelling Your Work Labels must be printed out from OSS on thin white card for each piece. This will contain all your application details enabling us to scan in the work once it arrives in the building. The label should be securely attached to the work with a thin piece of string, preferably with staples or strong tape. Please do not use thick cord, rope or twine as this makes it difficult to tuck the label behind the work once it has been hung. The string should be long enough to hang in front of the work when wall or plinthmounted. The artists name, address and title of work should also be written clearly on the back of the work. The top of abstract works should be clearly marked on the back of the work. Work must arrive unwrapped, although fragile work may be wrapped in a way that does not obscure the image during selection. Section 9: Mirror Plates & Fixings The RWA will attach its own mirror plates to all placed works for hanging. Please ensure your works are suitably framed for us to attach mirror plates. Works should arrive unwrapped, although fragile work may be wrapped in a way that does not obscure the image during selection. All fixtures must be removed from the back of the frames as remaining fixtures are one of the primary sources of damage to artworks. Section 10: Works Inadmissible Works in frames or on stretchers to which mirror plates cannot be easily fixed. Works on paper that are un-framed. Reproduction prints (which are made to accurately reproduce an already created original image such as a painting, drawing or etching.) Works not labelled in the manner described in section above. Section 11: Collecting Your Work
Work can be collected from the RWA or returned to a regional transport collection point. For dates please see the transport details above. In order to collect your work please bring with you a form of ID. If a third party is collecting work on your behalf they must bring this with them or a letter saying they have permission to collect the work. Work will not be released without this authority. Works that have not been collected by 18 December 2016 will incur a storage charge of 5 per work per week. If any work submitted has not been collected within 6 months after the closing date the RWA shall be entitled to, without prior notice to the artist, sell or otherwise dispose of such works and to devote the proceeds of such sale or other disposition as it may think fit in its absolute discretion. Please see Section 3. Medium Sculpture reference separate deadlines for collection of large sculpture. Collection is not allowed on Sundays or at the Private View.