Terms and Conditions of Entry - 170 Annual Open Exhibition 

Section 1: Basic Entry Requirements

• Public Applicants - A maximum of 3 works may be submitted per applicant. Up to 3 works could be selected for the final show per applicant.
• RWA Academicians - A maximum of 4 works may be submitted by RWA Academicians, and 2 are guaranteed selection. However, if a piece exceeds size requirements (see section 4) the RWA reserves the right to select only 1 work.
• Work cannot have been exhibited previously at the RWA.
• Artists are encouraged to submit recent work (produced within the last 3 years).
• All works must be for sale (with the exception of Moving Image entries).
• Prices should be predominantly under £10,000
• Entries will be capped at 5,000
• All entries are subject to a two-stage selection process, and this year both selection stages will take place online. Artists will be notified after the second stage and selected works will be required to be delivered to the RWA.

Section 2: Cost of Entry

Submission fees are charged per item:

• £21 per item for General Public (£17.50+VAT)
• £15.90 per item for Students (£13.25+VAT)
• £15.90 per item for Friends of the RWA (£13.25+VAT)
• £10.50 per item for RWA Artist Network members (£8.75+VAT)
• Free for RWA Academicians

Section 3: Submitting Work

All Entries

• All submissions must be made online using our Online Exhibition Submission System (OESS) which can be accessed via our website. Please read the OESS user guide located on our website for further assistance. Please note – when you have made your account on OESS keep a record of log in details as you will need them to access your results. Once the selectors have made their decisions it is the artists’ responsibility to log back into OESS and check their results, on results day 22/07/2023.
• All artists must submit one image of each work. This will be viewed online at pre-selection and final selection stages this year, therefore please ensure your images are as clear as possible.
• If the work is 2D we do not need to see the frame in the image.
• If work is 3D, more than one view may be submitted, so long as they are edited into one image.
• Images should be a JPEG or PNG file and should not exceed a maximum size of 5MB. If you have problems uploading your image(s), we recommend editing it to be no more than 1600 pixels in either direction. (Please note PDF’s cannot be uploaded.)
• Please contact the RWA if you cannot access a computer.

Section 4: Medium – Admissible Works

4.1 Two-Dimensional Work

• Two-dimensional work must not exceed 214 x 214cm (7ft x 7ft), including the frame.
• The total size of a diptych or triptych must not exceed 214 x 214cm (7ft x 7ft).
• Diptychs or triptychs must be clearly labelled in large letters on the back of the work.
• Diptychs or triptychs must have one title and can only be sold as one work.

Painting, Drawing and Mixed Media

• Reproductions of paintings and drawings, made by any process, are not eligible. This includes reproduction giclée prints.

Printmaking

• All printmaking techniques are eligible e.g. etching, drypoint, collograph, woodcut, lithograph, screen print, digital and photographic.
• Prints may be unique (one-off) pieces or they may be signed, numbered and a limited edition.
• 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.
• Artists are permitted to sell unframed multiples of selected work. Please see Section 12: Sale of Work.

Photography

• Any medium is acceptable, including digital images, photography and photographic processes.

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 6: Frames and 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 work should be numbered to denote edition size and as per Printmaking entries you must confirm how many multiples are available for sale.
• iPad drawings cannot be displayed on iPads, unless provided by the artist.
• Reproductions of paintings or drawings are ineligible.

4.2 Three-Dimensional Work

Sculpture

• The maximum floor space for sculpture is 1m x 1m (3.3 x 3.3ft).
• Please include any specific display instructions in Special Instructions.
• Artists are permitted to sell multiples of selected work, e.g. bronzes. Please see Section 12: Sale of Work.
• Please note that it may not be possible to display work as requested - although we aim to display work as close to the artist’s specifications as we can, we cannot guarantee that specific plinth sizes, for example, can be met. The curators’ decision is final.
• Sculptures must weigh no more than is safe for two people to lift – 50kg (see details on regional transport for further restrictions).
• The RWA has limited storage space therefore artists may be asked to collect any large / heavy or fragile sculpture that is not hung at the final selection stage before the exhibition opens.
• Please ensure floor- and plinth-based works are stable.
• When submitting sculpture, please consider the health and safety implications of exhibiting work in a public place. Where work is deemed to be a health and safety risk the decision of the RWA is final.

Installation

• Maximum size must adhere to either 2D or 3D requirements (see above).
• Please note that artists are not permitted to set-up installations in advance and must include full instructions for assembly and display with their entry. All installations are assembled and installed by RWA Technicians.
• Installation components must not weigh more than is safe for two people to lift – 50kg (see details on regional transport for further restrictions).
• The RWA has limited storage space therefore artists may be asked to collect any large / heavy or fragile sculpture that is not hung at the final selection stage before the exhibition opens. Please ensure floor- and plinth-based works are stable.
• Please consider the health and safety implications of exhibiting work in a public place. Where work is deemed to be a health and safety risk the decision of the RWA is final.
• Please contact the RWA if you are unsure if your entry adheres to the Terms and Conditions.

4.3 Artist Books

• Artist books are permitted for entry.
• Please include display instructions in Special Instructions if necessary.
• Overall size must adhere to size restrictions.

4.4 Architecture

• Architectural entries can incorporate drawings, photography, digital imagery, sketches and plans as well as architectural models.
• For architectural models size restrictions apply as per sculpture.
• Architects can enter as individuals or as a practice. The maximum number of entries applies in both cases.

4.5 Moving Image   

How to enter Moving Image Works

• Entries should be made online as per entry guidelines.
• Please include a still image with your submission, and, if possible, a URL to YouTube, Vimeo, etc.
• If you are unable to provide an URL please email curating@rwa.org.uk to enquire about sending in a file transfer

Moving Image Regulations

• Moving image works must be a maximum duration of 10 minutes in length.
• Single screen works or single channel works only.
• At this stage of the process we do need your video files, only a URL to your video online, but when it comes to the hand in days, files should be submitted in the following file format: Quicktime Pro. Res. 422 (HD or 1920 x 1080 preferred, aspect ratio 16:9). Files not submitted in this format are not valid. Should you be selected, information of where to send these will be provided.
• Please do not include title screens or credits as part of your file. The RWA will formatthese in adherence to house style using the information you have entered online. Any additional artists/practitioners/funders that you wish to credit on the work label should be included on your entry under ‘Artwork collaboration’.
• Work will be shown on a flat screen 43inch monitor.

Section 5: Works Inadmissible

• Works in frames or on stretchers to which mirror plates cannot be easily fixed.
• Unframed works on paper that are unframed for reasons that are not aesthetic (see Section 6: Frames and Fixings).
• Reproduction prints which are made to accurately reproduce an already created original image such as a painting, drawing or etching.
• Due to installation limitations, we are unable to accept site-specific work entries.
• Work containing offensive material. Please note that the decision of what constitutes offensive material is at the discretion of the RWA.

Section 6: Frames and Fixings

• All framed work will be hung using mirror plates, therefore please ensure your work is suitably framed.
• All fixtures must be removed from the back of framed work prior to delivery as remaining fixtures are one of the primary sources of damage to artworks.
• The RWA will attach all relevant fixings to all placed works for hanging.
• Where a work has a metal frame, the artist must include the original fixings with their entry.
• Unframed work is acceptable where the decision has been made for aesthetic reasons. Please email curating@rwa.org.uk if you would like to check that your framing will be acceptable.
• Unframed work must include clear instructions for display and the artist must provide the relevant fixings with their entry.

Section 7: Labelling Your Work

• Labels must be printed out from your OESS account on thin white card for each piece. This enables us to record that your work has entered 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 plinth-mounted.
• The artist’s name, 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 to show the correct orientation.

Section 8: Delivery and Packaging

• Works should arrive unwrapped. If you are delivering your work in person there will be space to unwrap your work on delivery. Packaging must then be removed from the RWA by the artist.
• Fragile work may remain wrapped in a way that does not obscure the image during selection.
• If your work is particularly large or heavy, please bring another person to assist wherever possible.

Section 9: International Entries

• Artists submitting work from overseas must ensure that all customs paperwork is complete and that return documentation is attached to the work.
• The RWA will not take responsibility for liaising with customs or external couriers, and all fees and duties must be paid in full by the artist.
• Work should be suitably packaged for international transport. Work will not be packaged for return by RWA staff.

Section 10: Transport Costs

• Regional transport from London, Exeter and Penzance will be available to book once selection results are available, these dates will follow but will be before, or on the hand in days.
• If you are arranging a courier from another location, you will need to ensure they deliver the work on our hand in days (Friday 18, Saturday 19, Sunday 20 August 2023, 10am - 4pm) and notify us in advance by emailing curating@rwa.org.uk
• 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.
• The RWA will not pack and label work for collection by couriers.

Section 11: Confirmation of Results

• It is the artist’s responsibility to check their results online.
• The RWA does NOT send emails confirming results.
• The RWA is not responsible for an artist’s failure to receive results.

Section 12: Sale of Work

Exhibited Artwork

• Selling prices must be rounded to the nearest pound.
• The price stated on your submission is the catalogue selling price and this must include the RWA’s commission of 35%+VAT (totalling 42%).
• 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 usually within a month of the sale provided that full payment has been received from the purchaser.
• If an artwork is purchased through the Own Art scheme then please note that payment will be made within 28 days of the end of the exhibition.

Multiples of Exhibited Artwork

• Selling prices must be rounded to the nearest pound.
• All multiples of prints are sold unframed. Please ensure the price entered reflects this.
• The price stated on your submission is the catalogue selling price and this must include the RWA’s commission of 35%+VAT (totalling 42%).
• 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 informed of orders for unframed prints and sculpture multiples via email once payment is received by the RWA.
• Payment to the artist will be made usually within a month of the sale provided that the work has been posted.
• It is the artist’s responsibility to mail/deliver the work to the purchaser within 2 weeks of notification email.
• The artist is responsible for all postage or delivery costs, so please factor this in when pricing your editions.
• Unframed digital prints can only be sold if the exhibited work is a digital print.
• The sale of giclée prints of original artwork is not permitted.

Section 13: Collecting Your Work

• Work can be collected from the RWA in early January 2024, exact dates to follow
• 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 or email saying they have permission to collect the work. Work will not be released without this authority.
• Unsold works that have not been collected by mid January 2024, exact date to be confirmed, will incur a storage charge of £15 per work per week.
• If any work submitted has not been collected within 3 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.
• If you have arranged for a courier to collect your work, you must email the RWA at least one week in advance at curating@rwa.org.uk with details of the collection.

Section 14: 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 whilst on public display which has been recorded on CCTV.

Section 15: 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 16: Withdrawal of entry

• Entries can be withdrawn any point up to the submission deadline and will be eligible for a refund.
• It is the artist’s responsibility to contact the RWA to arrange the withdrawal of their submission and payment of refund.
• Refunds are not permittedbeyond the submission deadline, therefore pleaseensure your work meets the RWA entrycriteria before submitting.

Please Note: The above terms and conditions are provided by the exhibition organisers.

For terms and conditions which apply to the use of the OESS entry system please view below:
OESS Terms & Conditions | Privacy Policy