General Information
The exhibition will be held at The Royal Scottish Academy Building, The Mound, Edinburgh, EH2 2EL, open to the public between the following dates 11th January - 5th February 2025

Eligibility
All works must be in a water based medium, this includes gouache, acrylic, pen & ink, collage and mixed media as well as traditional watercolour. Works submitted should be suitably presented and able to be hung, with no fixings on the back. Any unsuitable presentation may prejudice the hanging of works. No editioned prints will be accepted.

Restrictions
Up to two works may be entered. One of unlimited size and one small work, maximum dimensions 60cm x 60xm.

Image Uploads
Image files should be JPG or PNG and no more than 5MB large. Upload time will depend on your internet connection speed so please be patient. If you are having problems uploading your images please use image editing software to resize your image to approximately 1600 pixels wide and then save as a new file. Image file names should not be too long and should not contain any invalid characters such as ' " & % * ( ) < > / \ ~ # + =

Pricing
All exhibitors will be charged a commission of 40% on the sale price of work sold in the Exhibition. Please take this into account when pricing your work. All works must be for sale.  Prices should include VAT if applicable. If you are VAT registered please provide a VAT number in the box provided.

Submission Fee

£20 for first work. £10 for second work. To be paid at the time of online submission.

Selection & Physical Submissions   

After 3rd December 2024, artists will be required to log in to the OESS system to be advised of works which have been selected, and these works should then be submitted to the RSA Galleries on Artwork Receiving Days 4th and 5th January 2025. Please note any works not adhering to the conditions set out in this document may, at the Discretion of the Council/Hanging Committee, be rejected.

If selected, works must be free of all hooks and clearly marked ‘This Way Up’. A label will be emailed to all selected artists, please attach this to the back of your work. This label must be able to hang freely over the front of the work and should include your name, title of artwork, price and a contact phone number and email address.
Please also attach a permanent label to your work with name, title, price and a contact phone number.

Data Protection forms will be emailed to artists who have had their work selected, prior to physical submission. Please print this off, complete, and attach to the back of your artwork.

Hanging Fee

There is a £10 hanging fee for each work selected. Payment of hanging fees can be made by cash or card at the RSA on delivery of work or sent in an envelope with the art courier delivering your work. BACS transfer can also be made, via the RSW Exhibitions Administrator by emailing rswexhibitions@robbferguson.co.uk

Please note, if an artwork is not hung for any reason, any hanging fees that have been paid by an artist will be refunded. If necessary the RSW Exhibitions Administrator will arrange this.

Communications

All communication will be by email or via the online login process. Applicants will be required to login to see if they have been preselected. They will then need to print a label and a Data Protection Form which will be emailed to them. These should be delivered with the artwork if invited to physically submit the work.  The decision of the Selectors on all matters is final and no correspondence will be entered into.

Insurance
Artists are responsible for insuring their own work. All works accepted for exhibition will be displayed entirely at the artists' risk and organisers and the RSW will not accept liability for loss or damage occurring during the exhibition.

Delivery and Collection
Artists are responsible for the delivery and collection of their work at the Gallery. All packaging materials must be removed after delivery (no gallery storage is available for this) and brought back at collection. If you are applying from overseas please consider how you will get your work to and from the exhibition at the required times.

No works can be removed until the Exhibition closes under any circumstances.  All works must be uplifted on the dates stated.  There is no storage of any kind at the RSA and the RSW will not be responsible for storage of any uncollected works.  Work not collected at the stated times will be subject to a daily charge of £10 and will be disposed of after one week.

All works must be delivered to the South Entrance (facing National Galleries), Royal Scottish Academy Building, The Mound, Edinburgh. There is no vehicle access at the RSA. Artists should make every attempt to use carriers or to come on foot/by public transport. Group deliveries can be arranged in advance with the RSW Exhibitions Administrator. A registration number will be required and specific time for delivery arranged. 

International Artists

The RSW welcomes submissions from international artists, however there are additional considerations to bear in mind if you choose to submit from abroad. Please read the following information carefully before making your submission. 

VAT REGISTRATION

All non-UK residents are classified as NETPs (Non-Established Taxable Persons) and must register with HMRC (HM Revenue + Customs) for a UK VAT number before they can before they can sell work in the UK. Registering for a UK VAT number can be done online at www.gov.uk/vat-registration/how-to-register.

If your work is pre-selected then please complete the registration as soon as possible. We must receive your VAT number, or a copy of your email from HMRC indicating the process is underway, by the time of the preselection hand in. 

As stated in our Regulations, all work should be for sale, therefore, failure to supply a valid UK VAT number will lead to the rejection of work. Please note, it can take up to four weeks for the application to be processed so it is important to register as soon as you are pre-selected.

Further information on UK VAT registration and non-established taxable persons (NETPs) can be found at www.gov.uk/government/collections/vat-notices-numerical-order under the section ‘VAT Notice 700/1: should I be registered for VAT?’

If you have any questions about VAT please contact HMRC’s helpline on 0300 200 3700 (UK) or +44 2920 501 261 (abroad). The RSW is unable to provide any assistance with this process, all questions should be directed to HMRC.

DELIVERY & COLLECTION

If you are unable to hand in your pre-selected work(s) in person then you will need to send/ship them to a local courier who can deliver/collect your work(s) on the official collection days and adhere to all the specifications listed in our Regulations.  It is the exhibitor’s responsibility to source a courier and make arrangements directly with them. 

Below is a list of couriers who have delivered to us in the past. Please note – the RSW is not affiliated with any couriers and it is at their discretion if they can assist.

UK/EUROPE

• Aardvark Art Services - aardvarkartservices.com - info@aardvarkartservices.com - 01253 794 673 (UK)
• Art Cargo - artcargo.co.uk - +44 (0)75 88 48 43 64 (UK)
• Picture Post - picture-post.webnode.com -  info@picturepostcompany.co.uk (UK)
• Central Link Couriers - central-linkcouriers.co.uk (UK, Europe)
• Fedex - www.fedex.com (worldwide)

It is the artist’s responsibility to organise and pay for all shipping, declare the artwork on your international postage customs declaration form and pay any customs costs your country may impose; this also applies to the return shipping of your work. 

The RSW will not be responsible for any damage sustained to work while in transit and we recommend you take out appropriate insurance. 

PACKAGING OF WORKS

The Regulations state that all packaging should be removed from works before handed in on submission days. 

We appreciate this may be difficult to arrange if delivering from abroad. Where possible a courier should be found who can do this on your behalf. If that is not possible please email the RSW Exhibitions Administrator (rswexhibitions@robbferguson.co.uk) in advance of your delivery and we will advise if we can do this for you. 

Our recommended art couriers Scotland & UK 

–     Van GoGo2 (Stuart Horsburgh) – vangogo2@gmail.com (Edinburgh, Glasgow, the Borders)
–      Paul Gilzean – pggilzean@btinternet.com (Aberdeenshire, Dundee, Fife, Perth)
–      Aardvark Art Services – www.aardvarkartservices.com (UK)

-       ArtCargo - https://artcargo.co.uk/ (UK)
–      Picture Post – picture-post.webnode.com (UK)
 

Due to exhibition Art work submission dates being very early in January 2025 all our recommended art couriers have stated they need artists to make arrangements with them to pick up by 20th December 2024 at the latest. More details will be available on this after online selections have been made.

Agreement

By submitting to the exhibition, you are deemed to accept and agree to the following:

The RSW Selection Committee will select the works for the exhibition. The Selectors will consider all correctly completed submissions. The decision of the Selectors on all matters is final and no correspondence will be entered into.

That The Organisers reserve the right to make such changes to the exhibition arrangements and to these Terms & Conditions as may be deemed necessary by circumstances.

You authorise The RSW to process, store, and utilise the data in your submission and agree that, if selected for exhibition, images of your work can be freely used by The RSW for promotional and publicity purposes.

All information provided by you is true and accurate and that the work submitted is wholly of your own creation.

You have read and understood these terms and conditions and by submitting this application you accept and agree to observe all the Terms and Conditions therein.

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

Please print out this information for reference to prevent unnecessary enquiries.

General Information
The exhibition will be held at the Mall Galleries, The Mall, St. James, London SW1.

Eligibility
Submissions of work are invited from visual artists working in any medium which demonstrate evidence of drawing.

Artwork Types
The SGFA exists to promote fine art drawing skills, to this end the selection committee will be looking for strong evidence of drawing in the work submitted.

Work that is eligible for submission includes: Any original artwork which demonstrates evidence of drawing by hand  in any medium, monochrome or colour - pencil, watercolour, oils, coloured pens and pencils, pen and ink, pastels and oil pastels, charcoal, conté, or any of the forms of original printmaking and 3-Dimensional work.

Size of Pictures based on outside frame measurements:
Pictures up to 65 cm x 65 cm count as 1 work = £20.
Pictures between 65 cm x 1.30 m count as 2 works = £40 (largest dimension)
Pictures over this size count as 3 works = £60 and are at the Council's discretion.
Please select the entry number accordingly at the start of the entry process to make the correct payment. Oversized artworks submitted with incorrect payment will not be hung.

Restrictions
Work that is NOT eligible includes:

Digital imagery generated by computer.

Giclee prints and all other reproductions and facsimiles.

Work shown previously at Mall Galleries.

Work that is more than three years old.

Any work that might infringe on copyright law or is an identifiable reproduction of another’s composition (regardless of media) even with copyright waiver, or if the permission of the artist has been obtained.

All work must be for sale.

Pricing for framed work must observe minimum prices: Paintings and drawings £300; edition prints £180

Instructions for selected framed work

All framed work must be presented unpacked, labelled and ready for hanging.

Work must be labelled on the back in BLOCK CAPITALS with: Name of Artist, Title, Medium, Price.

Framing must be robust and sealed.

All metal attachments must be removed before delivery. Works should be sufficient to withstand mirror plating for hanging purposes. There should be no projections whatsoever from the back or front of the works. This is to prevent damage to other works. 

Metal frames and clip frames are inadmissible. Elaborate framing and/or coloured mounts are not acceptable.

All framing must be of a professional standard and without damage. Backing boards must be taped in place.

The SGFA reserves the right to reject any work which has framing unsuitable for hanging, or is presented in an unacceptable condition.

Submission Procedure
Submission is by online entry only. Please click on the link from our website and follow the instructions.

Pricing
Work selected for exhibition must be for sale. Commission of 40% will be charged for non-member sales. It will be assumed that the sale price includes the cost of any frame and our commission. Please allow for these points when pricing your work. Prices should include VAT if applicable. If you are VAT registered, please provide a VAT number in the box provided. 

Communications
All communication will be by email or via the online login process. Applicants will be required to login to see if they have been selected and will be asked to download and print their application details to be delivered with the artwork. Failure to do so could result in work being withdrawn from the exhibition. 

Selection
The Selection Committee will select the works for the exhibition. The Selectors will consider all correctly completed submissions. The decision of the Selectors on all matters is final and no correspondence will be entered into.

Insurance
Artists are responsible for insuring their own work. All works accepted for exhibition will be displayed entirely at the artists' risk and organisers and the gallery will not accept liability for loss or damage occurring during the exhibition.

Delivery and Collection
Artists are responsible for the delivery and collection of their work at the Mall Galleries. 

Hand-in will be on a Saturday at the stated times. 

Courier deliveries will also be accepted on the Friday before hand-in.

The gallery will no longer accept early deliveries of work as there have been problems with tracing work at the hand-in and hang. If artists are unable to deliver or collect their work on the day, they will need to make their own arrangements with Art Moves of Chelsea, where there will be a charge for storage and delivery/collection. Contact Sharon at Art Moves of Chelsea, Chelsea Self Storage, Blantyre Street, London, SW10 0EQ, for details.  Tel: 020 7352 7492.

All packaging materials must be removed after delivery as no gallery storage is available for this, and brought back at collection. 
Work not collected at the stated times will be transported to Art Moves of Chelsea and subject to a weekly charge. 

Agreement
By submitting to the exhibition you are deemed to accept and agree to the following:
The decision of the Selectors on all matters Is final and no correspondence will be entered into.
I understand that The Organisers reserves the right to make such changes to the exhibition arrangements and these Terms & Conditions as may be deemed necessary by circumstances.
I authorise The Organisers To process, store, and utilise the data in my submission and agree that, if selected for exhibition, images of my work can be freely used by The Organisers, The Gallery and associated organisations for promotional and publicity purposes.
All information provided by me is true and accurate and that the work submitted is wholly of my own creation.
I have read and understood these terms and conditions and by submitting this application I accept and agree to observe all the Terms And Conditions therein.

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

Eligibility

Any artist aged 18 or over may enter, from anywhere in the world. 

Artists may enter a maximum of six works each, from which up to four works per artist may be selected. 

Works must have been completed within the last two years and should not have been previously shown in London.

Works should not be larger than 240 cm high and 150 cm wide including the frame. The Selection Committee has the right to exclude paintings that are over this limit.

All works must be an original creation by the artist.

Acceptable media: Watercolour or water-soluble mediums including watercolour, acrylic, ink or gouache (excluding water-soluble oils) on any appropriate support.

Please specify the type of support (for example paper, board, wood, parchment, etc) as well as the medium.

Submission Fee

There is a non-refundable submission fee of £20 per work, or £14 per work for artists aged 35 or under. 

The submission fee includes free admission to the exhibition (normally £5). 

Presentation

All paintings must be well presented, and should be suitably framed (no metal or clips frames are permitted) and glazed with picture glass (except in special circumstances as below, or by prior arrangement with the RI).

Glazing in perspex and other similar transparent acrylic materials may be accepted, but only on works arriving from abroad or large works in frames exceeding 100 cm on the longest side.

All works submitted to the exhibition should be framed unless there is a genuine aesthetic reason for the work to remain unframed. If entering unframed work, please indicate it will be unframed in the artwork description. Artists entering unframed work do so at their own risk.

Frames or stretchers should be sufficiently substantial to withstand mirror plating with 12mm (size 6) screws.

Artists are advised to use plain, simple framing in a light or medium colour. 

Please remove all fittings and fixings from the back of frames, for example D-rings and picture wire. This is to prevent damage to other works, and because we will mirror-plate works for hanging. 

Delivery & Collection

Works should be delivered and collected on the specified receiving and collection days via the gallery's rear entrance at Mall Galleries, 17 Carlton House Terrace, London SW1Y 5BD. 

If you are unable to deliver or collect your work, you may send another person on your behalf – this may include an art courier (see below).

Artists are responsible for the costs of delivery and collection.

Delivery:

Works should be delivered unwrapped with the relevant form and labels, which are downloadable upon notification of selection.

All packaging must be taken away at the point of delivery. 

Collection:

We are unable to wrap works or provide wrapping for works being returned. 

Any uncollected works will be removed from the gallery after the collection day and stored by an independent courier company at the artist's expense. 

If works are not collected within 12 months of the collection day, the gallery will be entitled to destroy, sell, or otherwise dispose of the works without consent, prior notification, or compensation to the artist. 

Art Couriers:

• London, Kent, Surrey, Sussex and Bristol

Art Moves of Chelsea
artmoveschelsea@aol.com
020 7352 7492

• Scotland, the North of England and Birmingham 

Picture Post Art
info@picturepostcompany.co.uk
07833 450788

Picture Post Art receive artwork for delivery to UK galleries: “handing in” unwrapped and storing packaging free of charge for reuse if required.

• Cornwall, Devon, Somerset and Dorset

3 Lanes Transport
info@3lanes.com
01736 799298 / 07970 948324

• Leicester, Loughborough, Coventry, Birmingham and Nottingham

JD Art Transport
jdarttransport@gmail.com
07825 339787

• Norfolk and Suffolk 

A S Elvin Transport Ltd
bernadette@elvingroup.co.uk
01502 677025

• Nationwide

Aardvark Art Services
01253 794673

• Wales

Mid Wales Freight
enquiries@midwalesfreight.co.uk
07866 731400 / 01974 282500

International Artists:

Many international artists use Picture Post Art to transport their work to and from Mall Galleries.

Picture Post Art arrange for the shipping of work from the artist's country to the UK, help artists to correctly fill out paperwork from customs, and store packaging for reuse if required. 

Picture Post Art
info@picturepostcompany.co.uk
+ 44 7833 450788

Please note that we do not accept liability for the services of any art courier.

Selection

The works for exhibition are selected by a committee formed of members of the Institute. 

If selected works arrive damaged, with unacceptable framing, size discrepancies from the original submission, not as shown online, or in the opinion of the Selection Committee as not being in the spirit of watercolour painting, then these will be withdrawn. All withdrawn artworks will need to be collected from Mall Galleries by the artist at their expense.

The decision of the Selection Committee is final and we are unable to offer feedback.

The prize winning works are selected in time for the awards ceremony during the Private View, prior to the exhibition opening to the public. 

Sales

All work must be for sale.

Once work has been submitted, any sale made by the gallery before or during the course of the exhibition up to and including the collection day shall take precedence and supersede one made privately. Any private sale made in this period will incur the normal commission. 

There is a minimum price per work of £350.

Unless otherwise advised, the gallery will charge a commission on the total price paid for works, including commissioned works, before, during, or as a result of the exhibition. 

The price submitted should be the selling price, which should include commission, and is the price at which the work will be sold.

The price of works must include commission of 45% +VAT. If an artist is registered for VAT, then the VAT due on the selling price of works should be included in the price submitted. 

Mall Galleries reserves the right to query the price of works. 

The price of works may only be changed by written agreement between the artist and Mall Galleries. 

You will be notified by Mall Galleries if your work sells. 

Artists who are not resident in the UK but are resident in the EU or elsewhere are welcome to submit work. If your work is selected for the exhibition, you have a responsibility to register and account for UK VAT with H.M. Revenue & Customs. 

Artists without a UK residence, known as 'NETPs' (non-established taxable persons) can find further details on 'NETP' status and how to register for VAT at www.hmrc.gov.uk (HM Revenues & Customs Reference: Notice 700/1, Mar 2014) under the heading 'Should I be registered for VAT?'

Please note: the registration process can take up to 4 weeks. Please address any questions you may have to the VAT Helpline on tel. no. 0300 200 3700 or Outside UK: +44 2920 501 261.

Personal Data

The gallery will hold personal data in accordance with the General Data Protection Regulation (GDPR). However, the gallery may provide third parties with an artist's contact details in the course of administering exhibitions, commissions and prizes.

The gallery has the right to reproduce works in connection with the exhibition. 

The copyright and all other intellectual property rights will remain with the artist. If any rights are owned by a third party, that third party will remain the owner. 

By submitting your contact details, you agree to be contacted about similar activities, such as artist opportunities and open calls organised by Mall Galleries / Federation of British Artists.

Liability

The gallery is not responsible for any loss of, or any damage to, works entrusted to them. All goods are at the artist owner's risk absolutely and the gallery and/or their agents exclude all liability to the maximum extent permitted by law. The galleries are used for various purposes and so artists are advised to insure their works against all risks. 

The gallery endeavours to take good care of works sent for exhibition, but in the event of a work sent being lost, destroyed or damaged, the gallery's liability (if any) shall not exceed the value of the work as stated at the time of submission (less 45% plus VAT) or any altered price subsequently. 

In the event of any dispute regarding loss or damage, the dispute shall be referred for final arbitration to an independent expert valuer to be chosen by agreement between the parties, provided that the arbitrator's award shall not exceed the gallery's maximum liability as above. 

Artists shall indemnify and keep indemnified the gallery against any actions between the artist and any third party.

Help

If you require support with your application, please contact:

exhibitions@mallgalleries.com

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

KEY DETAILS 

Artists may submit up to TWO works in any size and in any fine art media. 

All works submitted for exhibition are considered by the Annual Exhibition Hanging Committee whose decision to accept or reject is final. Feedback cannot be provided on individual submissions and the panel will not enter into discussions nor make any exceptions on the final selection. 

No reproductions of original work and no works that have previously been exhibited at the RSA, or any other exhibition in the RSA building, can be submitted. Artwork, including editioned work, cannot be included in any other exhibition during the opening dates of this exhibition. This includes in online/virtual exhibitions. 

Applications should be from living artists and works must have been completed in the last 8 years. 

Applied art is not accepted. No work made from ivory or involving the use of ivory will be accepted. 

The judging process involves an online pre-selection phase followed by the delivery of pre-selected works to the RSA for a final selection of works to be included on the gallery walls. All pre-selected works will automatically be included in the online exhibition. As usual, only those selected at the final physical selection will be shown on the gallery walls. 

There is also the opportunity to submit work as a solely online presentation by answering YES to 'My work is solely an online presentation' during the application process. These works will only be considered for online selection, and this opens up an opportunity for more experimental practices, for example documentation of site-specific work or extended digital video content. 

ONLINE APPLICATION 
Deadline: Thursday 6 February 2025, 5pm 

Artists must register and submit their work online at www.royalscottishacademy.oess1.uk. 

Applications must be completed before the deadline. After 5pm, 6 February 2025 no changes can be made to the submission and new entries will not be accepted. We strongly recommend you do not leave completing your application to the last minute. Please remember your log in details. 

ONE image per work is required, however up to three images showing different angles or details can be submitted. Please provide good quality images that will do justice to your work. Images should be Jpeg/JPG or PNG files and be at least 1MB in size but no larger than 10MB. 

An Entry Fee (inclusive of VAT) is required for each work: 
Artists £20 per work / Concessions (student / recent graduate [up to 2 years] / under 26) £10 per work 

Secure payment is made online during the application process by debit or credit card. Submissions will not be accepted without payment and refunds will not be offered for work not selected, not handed in or applications not completed by the deadline. 

Each work included in the final exhibition is also subject to a £10 hanging fee to be paid online at Pre-selection or on delivery of the work in cash. Any works not included in the final physical selection will be refunded this hanging fee on collection of the work at the end of the exhibition and works submitted as online only will not be required to pay this fee. 

SELECTION AND HAND IN 
Pre-selection results: Friday 7 March, from midday 

Artists must log back into their account on the submission site to find out if works have been pre-selected. A notification email will not be sent out and it is the artist's responsibility to log in and check on the day. 

Hand in for pre-selected work: Friday 18/Saturday 19 April, 10am-4.30pm 

Pre-selected works must be delivered to the rear (South) door of the Royal Scottish Academy, The Mound, Edinburgh, EH2 2EL. 

Artists may not hand in different or substitute works to those that have been pre-selected. Works must be unwrapped before handing to RSA staff and all packing must be removed from the gallery. Work will not be received outside the stated hours. 

Due to extremely limited vehicle access to the building, arrivals must be staggered and times strictly adhered to. Delivery on foot is encouraged where possible. A schedule will be sent out to all pre-selected artists to book a delivery slot. 

Final selection notification: Wednesday 23 April, from midday 

Artists must log into their account to find out if their work is included in the final hang. If your work has not been selected for the physical exhibition it will still be included online and you will not need to collect until the end of the exhibition, with the exception of large or fragile works which we may request collection of due to space limitations or for the safety of the work. 

No installed work, once placed, can be removed until the close of the exhibition without a special order from the RSA Council. 

Artwork Labels 

Artwork labels will be posted to pre-selected artists and will also be available at the RSA on hand-in days. 
Labels should be securely attached to each work with string which is taped or stapled to the back of the work. The string should be long enough for the label to hang over the front of the work. For sculptures or unusually shaped works please affix the label in the most convenient way possible. Labels are for cataloguing and identification purposes and will be hidden or removed before opening to the public. 

Each label is in three sections - A, B and ARTIST RECEIPT - all of which must be completed in full. A permanent label or other identification should also be affixed to the back of each work and, if possible, to each piece of sculpture, giving the artist’s name, artwork title and price. 

Failure to comply with these requirements in full can lead to rejection of the work. 

COLLECTION OF UNSOLD WORK 
Collection: Wednesday 11 - Saturday 14 June, 10am-4.30pm 

We have no storage at the RSA and a very quick changeover of exhibitions, therefore it is vital that artists uplift their works on the dates given. 

Any works not collected will incur a storage fee to be paid by the Artist. After TWO WEEKS the work will become property of the RSA and may be disposed of. By completing the online registration process, the Artist accepts this condition as a binding agreement whereby ownership of the uncollected works is relinquished and transferred absolutely to the RSA. 

DELIVERY AND COLLECTION 

If you are unable to hand in your work in person, you can arrange for an agent or courier to deliver/collect on your behalf on the stated collection days. It is the artists’ responsibility to source a courier and make arrangements directly with them. Below is a list of couriers who may be available. Please note, the RSA is not affiliated with any couriers and cannot confirm their availability. Many other couriers are available. 

• Van GoGo2: vangogo2@gmail.com (Edinburgh, Glasgow, the Borders) 
• Paul Gilzean: pggilzean@btinternet.com (Aberdeenshire, Dundee, Fife) 
• McAdie and Reeve: mcadie-and-reeve.co.uk (Orkney) 
• Irish Art Services: irishartservices.com, info@irishartservices.com, +353 63 849 51 (Ireland) 
• Aardvark Art Services: aardvarkartservices.com, info@aardvarkartservices.com, 01253 794 673 (UK) 
• ThePackengers: thepackengers.com, +44 (0) 20 3154 4360 (UK) 
• Art Cargo: artcargo.co.uk, +44 (0)75 88 48 43 64 (UK) 
• Picture Post - picture-post.webnode.com, info@picturepostcompany.co.uk (UK) 
• Central Link Couriers - central-linkcouriers.co.uk (UK, Europe) 

It is the artist's responsibility to organise and pay for all shipping, declare the artwork on an international postage customs declaration form and pay any customs costs your country may impose. This also applies to return shipping. 

The RSA will not be responsible for any damage sustained to work while in transit to or from the gallery and we recommend the artist arrange suitable insurance. 
 

FRAMING AND GLAZING 

Framed and unframed works are accepted. For safety reasons, frames should have no hanging mechanisms attached when delivered, unless integral to the work. All wall based work will be mirror plated as standard by the RSA hanging team. Works which cannot be mirror plated must be delivered with instructions for hanging and any specialist fittings that their weight or particular materials require. Work with inadequate or unstable frames may be rejected on these grounds. Clip frames will not be accepted. 

Unframed paper works must come with hanging instructions and are submitted at the artists own risk. 

PRINTS 

Original prints are encouraged; however, reproductions of existing artworks in other media will not be accepted. If further works from a print edition are available, the framed and unframed prices and number available for sale should be provided on the online application form. 

SCULPTURE/3D WORK 

Plinths or shelves for sculptures must be supplied by the artist with the work on the hand in days or the work will be rejected. Plinths must be stable and an appropriate size for the work. The RSA reserves the right to paint plinths unless expressly prohibited by the Artist.

Works whose stability, materials or method of construction could present a hazard to the viewing public may be rejected on these grounds. Works with moving parts or utilising electrical/mechanical elements must comply with health and safety regulations and be PAT tested. Composite work must be accompanied by clear instructions for assembly and all parts must be clearly labelled.

ELECTRONIC MEDIA 

For the purpose of selection, Artists submitting film or digital media should upload their work to Vimeo, YouTube, or other suitable website and enter a URL link to that work in the space provided in the submission form. It is also possible to add a password if the link is password protected. A still image must also be submitted as a holding image for the application process. 

As standard, selected film work will be shown in a repeating showreel with other film works using the RSA's own projectors and speakers. If the A/V work is intended to be shown separately on a TV monitor, or is not able to be displayed on the showreel for a specific reason, the Artist must supply the necessary A/V equipment (plus any plinths/shelves required). Set up and running instructions must also be supplied and all equipment must be PAT tested. 

SALE OF WORK 

All work should be for sale (exceptions may be made for installation and film work). 

All sales are subject to 40% commission + VAT (charged on the amount of commission only) for non VAT-registered artists. Artists registered for VAT must enter their VAT number on the online submission form and sales will then be subject to 40% commission including VAT. 

The price of work given on the online submission form and labels is the total price payable by the purchaser, i.e the wall price. The RSA will not add commission costs on for you. 

Where editions of works (prints, casts, etc.) are available for sale, Artists must enter the appropriate information (framed/unframed prices, number in edition, number available for sale) on the online submission form. The Artist must arrange for the framing and delivery of any additional framed prints sold (the RSA will not charge commission on the framing premium). 

For the duration of the exhibition all work (including editions) should be for sale through the RSA only. No editions of works should be sent by the artist to a purchaser until the RSA has confirmed that the price has been paid in full. In addition, any private sale made outwith, but as a direct result of, the exhibition should also be acknowledged, whereupon the relevant commission will be charged. 

Artists will be notified of any sales prior to the collection dates and payment will be made by bank transfer around one month after the close of the exhibition. In line with GDPR the buyers details cannot be passed on to the Artist. 
 

COPYRIGHT 

Under the Copyright, Designs and Patents Act 1988 it is the general rule that in the absence of any agreement to the contrary, copyright of a work of art belongs to the artist or his/her/their heirs and assigns. By submitting work, unless contacted by the artist in writing to say otherwise, the Artist grants the RSA permission to photograph and/or film the submitted works for press and marketing purposes, including the right to free reproduction in any catalogue, poster, website or other promotional material in connection with the exhibition. 
 

CARE OF WORKS 

If a work is lost, damaged or destroyed during the exhibition period, the RSA shall notify the Artist immediately and shall be liable to pay the Artist the agreed selling price less the agreed commission. Works shall be insured whilst at the RSA premises only. No insurance cover will be given to works while in transit to or from the RSA or after the stated collection dates. 

Fragile works must be appropriately labelled and unframed mounted prints/photographs must come with corner protectors. Unframed 2D works, works of a temporary or ephemeral nature, and works intended to be handled by the public will remain at the risk of the artist and may not be covered by insurance. Works will be assessed for condition on delivery to the galleries. 

OPENING TIMES AND EVENTS 

An opening event will be held the at the RSA on the evening of Friday 2 May (exact time TBC). All pre-selected artists will receive a plus one invite link to this event upon notification of pre-selection and must RSVP online in order to attend. Due to strict health and safety capacity rules for the building it is likely not all artists will be able to RSVP/attend. No additional invites will be available. 

The exhibition will be open to everyone for free from Saturday 3 May to Sunday 8 June, Monday to Saturday 10am - 5pm, Sundays 12 - 5pm. Related events will be published on the RSA website nearer the time. 

By completing the online submission process for the RSA Annual Exhibition - Open Art 2025, the Artist acknowledges that they have read, understood and accept the Terms and Conditions laid out in these Regulations.

These Regulations can be viewed as a PFD here.

Further FAQs can be viewed as a PDF here.

www.royalscottishacademy.org/opportunities/open-art/ 

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

WORK DETAILS 
Architects may submit up to TWO works of any size. Work may be submitted in any suitable medium, including drawings, schematics, digital imagery, photography, models, video work etc. One work may include multiple, related parts.  

• 2D work: Drawings may be preliminary sketches, or other details which illuminate the development of the project. Submissions in the form of photographs should be associated with explanatory drawings of the scheme (not necessarily on the same panel). Should a scheme be illustrated on more than one panel it can be recorded as a single submission provided it appears as a coherent work. Any titles or descriptive panels on works should be discreet. Any framing and any glazing must comply with the Regulations (see below). Clip frames are not accepted.
• 3D work: Submission of models and other 3D work is encouraged. Plinths/shelves/display cases MUST be supplied by the architect and brought along with the pre-selected work on the hand-in days.
• Covers: The RSA recommends that models are encased in glass/Perspex. Models can be submitted uncovered, however this is done so at the Architect’s own risk.
• 3D Animations/video work: All AV equipment must be supplied by the architect and be PAT tested.

All works submitted for the exhibition are considered by the RSA Annual Exhibition Hanging Committee whose decision to accept or reject is final. Feedback cannot be provided on individual submissions and the panel will not enter into discussions nor make any exceptions on the final selection. 

No works that have already been exhibited at the RSA, or any other exhibition in the RSA building, can be submitted. Work may not be included in any other virtual exhibition during the opening dates of this exhibition. 
The judging process involves an online pre-selection phase followed by the delivery of works to the RSA for a final selection of works to be included on the gallery walls. All pre-selected works will automatically be included in the online exhibition. As usual, only those selected at the final physical selection will be shown on the gallery walls. 

There is also the opportunity to submit work as a solely online presentation by answering YES to ‘My work is solely an online presentation’ during the application process. These works will only be considered for online selection and this can open up an opportunity for more experimental practices, for example documentation of site-specific work or extended digital video content.

ONLINE APPLICATION PROCESS 
Deadline: Thursday 6 February 2025, 5pm  

Architects must register and submit their work online at www.royalscottishacademy.oess1.uk. 

Applications must be completed before the deadline. After 5pm, 6 February 2025 no changes can be made to the submission and new entries will not be accepted. We strongly recommend you do not leave completing your application to the last minute. Please remember your log in details. 

ONE image per work is required, however up to three additional images showing different angles can be submitted. Please provide good quality images that will do justice to your work. Images should be Jpeg/JPG or PNG files and be at least 1MB in size but no larger than 10MB.

Architects may use the ‘Artwork Description’ section in the application to give a succinct overview of the work and any information about the display that may require further explanation.

An Entry Fee (inclusive of VAT) is required for each work:  
Architects £30 per work / Students and under 26s £10 per work 

Secure payment is made online during the application process by debit or credit card. Submissions will not be accepted without payment and refunds will not be offered for work not selected, not handed in or applications not completed by the deadline. 

Each work included in the final exhibition is also subject to a £10 hanging fee to be paid by Stripe on notification of pre-selection or on delivery of the work in cash. Any works not included in the final physical selection will be refunded this hanging fee and works submitted as online only will not be asked to pay this fee.

SELECTION AND HAND IN 
Pre-selection results: Friday 7 March 2025, from midday 

Architects must log back into their account on the submission site from midday on 7 March to find out if works have been pre-selected for the exhibition. A notification email will not be sent out and it is the architect’s responsibility to log in and check on the day.

Hand in for pre-selected work: Friday 18/Saturday 16 April 2025, 10am-4.30pm 
Pre-selected works must be delivered to the rear (South) door of the Royal Scottish Academy, The Mound, Edinburgh, EH2 2EL. Architects may not hand in different or substitute works to those that have been pre-selected. Works must be unwrapped before handing to RSA staff and all packing must be removed from the gallery. Work will not be received outwith the stated hours. 

Due to extremely limited vehicle access at the building, arrivals must be staggered and times strictly adhered to. Delivering on foot is encouraged where possible. A schedule will be sent out to all pre-selected artists to book a delivery slot.

Final selection notification: Wednesday 23 April 2025, from midday 
Architects must log into their account to find out if their work has been included in the final hang. If your work has not been selected for the physical exhibition it will still be included online and will not need to be collected until the end of the exhibition (see dates below), with the exception of large or fragile works which we may request collection of due to space restrictions and safety. 

No installed work, once placed, can be removed until the close of the exhibition without a special order from the RSA Council.

Labels 
Labels will be posted to pre-selected Architects and will also be available at the RSA on hand-in days. 

Labels should be securely attached to each work with string which is taped or stapled to the back of the work. The string should be long enough for the label to hang over the front of the work. For models or unusually shaped works please affix the label in the most convenient way possible. Labels are for cataloguing and identification purposes and will be hidden or removed before opening to the public. 

Each label is in three sections - A, B and ARTIST RECEIPT - all of which must be completed in full. A permanent label or other identification should also be affixed to the back of each work with the Architect’s name. 

Failure to comply with these requirements in full can lead to rejection of the work.

COLLECTION OF WORK 
Collection: Wednesday 11 - Saturday 14 June 2025, 10am – 4.30pm 

We have no storage at the RSA and a very quick changeover of exhibitions, therefore it is extremely important that work is uplifted promptly on the dates given. 

Any works not collected will incur a storage fee. After TWO WEEKS the work will become property of the RSA and may subsequently be disposed of. No work, once placed, can be removed until the close of the exhibition without a special order from the RSA Council. By completing the online submission process, the Architect accepts this condition as a binding agreement whereby ownership of the uncollected works is relinquished and transferred absolutely to the RSA.

DELIVERY & COLLECTION  
If you are unable to hand in your pre-selected work(s) in person then you can arrange for an agent or courier to deliver/collect on your behalf on the stated collection days. It is the artists’ responsibility to source a courier and make arrangements directly with them. Below is a list of couriers who may be available. Please note, the RSA is not affiliated with any couriers and cannot confirm their availability. Many other couriers are available.  

• Van GoGo2 - vangogo2@gmail.com (Edinburgh, Glasgow, the Borders)
• Paul Gilzean -  pggilzean@btinternet.com (Aberdeenshire, Dundee, Fife)
• McAdie and Reeve - mcadie-and-reeve.co.uk (Orkney)
• Irish Art Services - irishartservices.com - info@irishartservices.com, +353 63 849 51 (Ireland)
• Aardvark Art Services - aardvarkartservices.com - info@aardvarkartservices.com - 01253 794 673 (UK)
• ThePackengers: thepackengers.com, +44 (0) 20 3154 4360 (UK)
• Art Cargo - artcargo.co.uk - +44 (0)75 88 48 43 64 (UK)
• Picture Post - picture-post.webnode.com -  info@picturepostcompany.co.uk (UK)
• Central Link Couriers - central-linkcouriers.co.uk (UK, Europe)

It is the architect’s responsibility to organise and pay for all shipping, declare the artwork on an international postage customs declaration form and pay any customs costs your country may impose. This also applies to return shipping.  

The RSA will not be responsible for any damage sustained to work while in transit to or from the gallery and we recommend the architect arrange suitable insurance. 

FRAMING AND GLAZING 
Framed and unframed works are accepted. Frames must have no hanging mechanisms attached when delivered, unless integral to the work. All wall based work will be mirror plated by the RSA hanging team as standard. Works which cannot be mirror plated must be delivered with instructions for hanging and any specialist fittings that their weight or particular materials require. Work with inadequate or unstable frames may be rejected on these grounds. Clip frames will not be accepted. 

Unframed paper works must come with hanging instructions and are submitted at the Architect’s own risk.

PRINTS 
Original prints are encouraged; however, reproductions of existing artworks in other media will not be accepted. If further works from a print edition are available, the framed and unframed prices and number available for sale should be provided on the online application form.

MODELS/3D WORK 
Plinths/shelves etc. for models and 3D work must be supplied on the hand in days or the work will be rejected. Plinths must be stable and an appropriate size for the work. The RSA reserves the right to paint plinths unless expressly prohibited by the architect. Works whose stability, materials or method of construction could present a hazard to the viewing public may be rejected on these grounds. Works with moving parts or utilising electrical/mechanical elements must comply with health and safety regulations and be PAT tested. A composite work must be accompanied by clear instructions for assembly.

ELECTRONIC MEDIA 
For the purpose of selection, Architects submitting film or digital media should upload their work to Vimeo, YouTube, or other suitable website and enter a URL link to that work in the space provided in the submission form. It is also possible to add a password if the link is password protected. A still image must also be submitted as a holding image for the application process. 

Pre-selected architects must supply all electronic AV equipment (and plinths/shelves if necessary) with set up instructions for the exhibition unless otherwise stated by the RSA. All equipment must be PAT tested.

SALE OF WORK 
Work should be available for sale where possible. 

All sales made from the exhibition are subject to 40% commission + VAT (charged on the amount of commission only). Architects registered for VAT must enter their VAT number on the online submission form and sales will then be subject to 40% commission including VAT. 

The price of work shown on the online submission form and labels is the total price payable by the purchaser, the RSA will not add on commission costs for you. 

Where editions of works (prints, casts, etc.) are available for sale, Architects should enter the appropriate information (framed and unframed prices, number in edition, number available for sale) on the online submission form. The Architect must arrange for the framing and delivery of any additional framed prints sold (the RSA will not charge commission on the framing premium). 

For the duration of the exhibition all work (including editions) should be for sale through the RSA only. No editions of works should be sent by the Architect to a purchaser until the RSA has confirmed that the price has been paid in full. In addition, any private sale made outwith, but as a direct result of, the exhibition should also be acknowledged, whereupon the relevant commission will be charged. 

Architects will be notified of any sales prior to the collection dates and payment will be made by bank transfer around one month after the close of the exhibition. In line with GDPR the buyers details cannot be passed on to the Architect.

COPYRIGHT 
Under the Copyright, Designs and Patents Act 1988 it is the general rule that in the absence of any agreement to the contrary, copyright of a work of art belongs to the architect or his/her heirs and assigns. By submitting work, unless contacted by the architect in writing to say otherwise, the architect grants the RSA permission to photograph and/or film the submitted works for press and marketing purposes, including the right to free reproduction for any catalogue, poster, website or other non-commercial promotional material in connection with the exhibition.  

CARE OF WORKS 
If a work is lost, damaged or destroyed during the exhibition period, the Gallery shall notify the architect immediately and shall be liable to pay the architect the agreed selling price less the agreed commission. Works shall be insured whilst at the RSA premises only. No insurance cover will be given to works while in transit to or from the RSA or after the stated collection dates.   

Fragile work must be appropriately labelled and unframed mounted prints/photography must come with corner protectors. Unframed 2D works and works of a temporary or ephemeral nature will remain at the risk of the architect and will not be covered by insurance. Works will be assessed for condition on delivery to the galleries.

OPENING TIMES AND EVENTS
An opening event will be held the at the RSA on the evening of Friday 2 May (exact time TBC). Upon notification of pre-selection, all exhibitors will receive an invite link for 2 people to attend this event and must RSVP online in order to attend. Due to strict health and safety capacity rules for the building it is likely not all exhibitors will be able to RSVP/attend. No additional invites will be available.  

The exhibition will be open to everyone for free from Saturday 3 May to Sunday 8 June, Monday to Saturday 10am - 5pm, Sundays 12 - 5pm. Related events will be published on the RSA website nearer the time.

By completing the online submission process for the RSA Annual Exhibition - Open Architecture 2024, the Architect acknowledges that they have read, understood and accept the Terms and Conditions laid out in these Regulations. 

These Regulations can be viewed as a PDF here.

Further FAQs can be viewed as a PDF here.

www.royalscottishacademy.org/opportunities/open-architecture/ 

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

Eligibility

Any artist aged 18 or over may enter, from anywhere in the world. 

Artists may enter a maximum of four works each, from which up to three works per artist may be selected.

The Society welcomes paintings, drawings and original prints - including digital/iPad prints. Sculpture and photography are not admissible.

Works should be based on a sitting or study of the human figure from life. We understand that artists may use photographs for assistance but the primary source should be from life.

Works must have been completed in the last three years and not been exhibited in London previously.

Works should not be larger than 2.4m along the longest dimension. 

All works must be an original creation by the artist.

Membership

Any artist is eligible to apply to become a candidate for membership of the Society, provided their work is selected into the annual exhibition and they have registered their intent to apply.

To find out about the application process and the roles and responsibilities of membership, please read more here.

Submission Fee

There is a non-refundable submission fee of £20 per work, or £14 per work for artists aged 35 or under. 

The submission fee includes free admission to the exhibition (normally £5). 

Presentation

Frames or stretchers should be sufficiently substantial to withstand mirror plating with 12mm (size 6) screws.

Artists are advised to use plain, simple framing. 

Metal frames, unprotected glass edges and clip frames are inadmissible. 

Please remove all fittings and fixings from the back of works, for example D-rings and picture wire. This is to prevent damage to other works, and because we will mirror-plate works for hanging. 

Delivery & Collection

Works should be delivered and collected on the specified receiving and collection days via the gallery's rear entrance at Mall Galleries, 17 Carlton House Terrace, London SW1Y 5BD. 

If you are unable to deliver or collect your work, you may send another person on your behalf – this may include an art courier (see below).

Artists are responsible for the costs of delivery and collection.

Delivery:

Works should be delivered unwrapped with the relevant form and labels, which are downloadable upon notification of selection.

All packaging must be taken away at the point of delivery. 

Collection:

We are unable to wrap works or provide wrapping for works being returned. 

Any uncollected works will be removed from the gallery after the collection day and stored by an independent courier company at the artist's expense. 

If works are not collected within 12 months of the collection day, the gallery will be entitled to destroy, sell, or otherwise dispose of the works without consent, prior notification, or compensation to the artist. 

Art Couriers:

Below is a list of art couriers by region: 

• London, Kent, Surrey, Sussex and Bristol

Art Moves of Chelsea
artmoveschelsea@aol.com
020 7352 7492

• Scotland, the North of England and Birmingham 

Picture Post Art
info@picturepostcompany.co.uk
07833 450788

Picture Post Art receive artwork for delivery to UK galleries: “handing in” unwrapped and storing packaging free of charge for reuse if required.

• Cornwall, Devon, Somerset and Dorset

3 Lanes Transport
info@3lanes.com
01736 799298 / 07970 948324

• Leicester, Loughborough, Coventry, Birmingham and Nottingham

JD Art Transport
jdarttransport@gmail.com
07825 339787

• Norfolk and Suffolk 

A S Elvin Transport Ltd
bernadette@elvingroup.co.uk
01502 677025

• Nationwide

Aardvark Art Services
01253 794673

• Wales

Mid Wales Freight
enquiries@midwalesfreight.co.uk
07866 731400 / 01974 282500

International Artists: 

Many international artists use Picture Post Art to transport their work to and from Mall Galleries.

Picture Post Art arrange for the shipping of work from the artist's country to the UK, help artists to correctly fill out paperwork from customs, and store packaging for reuse if required. 

Picture Post Art
info@picturepostcompany.co.uk
+ 44 7833 450788

Please note that we do not accept liability for the services of any art courier.

Selection

The works for exhibition are selected by a committee formed of members of the Society. 

For an outline of the submission and selection process, please see ‘How to Submit’ (here).

If works arrive damaged, with unacceptable framing, size discrepancies from the original submission, or not as shown online, these will be withdrawn and will need to be collected from Mall Galleries by the artist at their expense.

The decision of the Selection Committee is final and we are unable to offer feedback.

The prize winning works are selected in time for the awards ceremony during the Private View, prior to the exhibition opening to the public. 

Sales

Although the exhibition is an excellent opportunity to sell work, works may be listed as not for sale.

Once work has been submitted, any sale made by the gallery before or during the course of the exhibition up to and including the collection day shall take precedence and supersede one made privately. Any private sale made in this period will incur the normal commission. 

If for sale, work must have a minimum sale price of £300 (framed prints: £180, unframed prints £120 - buyers will not be charged for postage and packaging of unframed prints, so please ensure the price of unframed prints allows for this).

Unless otherwise advised, the gallery will charge a commission on the total price paid for works, including commissioned works, before, during, or as a result of the exhibition. 

The price submitted should be the selling price, which should include commission, and is the price at which the work will be sold.

The price of works must include commission of 45% +VAT. If an artist is registered for VAT, then the VAT due on the selling price of works should be included in the price submitted. 

Mall Galleries reserves the right to query the price of works. 

The price of works may only be changed by written agreement between the artist and Mall Galleries. 

You will be notified by Mall Galleries if your work sells. 

Artists who are not resident in the UK but are resident in the EU or elsewhere are welcome to submit work. If your work is selected for the exhibition, you have a responsibility to register and account for UK VAT with H.M. Revenue & Customs. 

Artists without a UK residence, known as 'NETPs' (non-established taxable persons) can find further details on 'NETP' status and how to register for VAT at www.hmrc.gov.uk (HM Revenues & Customs Reference: Notice 700/1, Mar 2014) under the heading 'Should I be registered for VAT?'

Please note: the registration process can take up to 4 weeks. Please address any questions you may have to the VAT Helpline on tel. no. 0300 200 3700 or Outside UK: +44 2920 501 261.

Personal Data

The gallery will hold personal data in accordance with the General Data Protection Regulation (GDPR). However, the gallery may provide third parties with an artist's contact details in the course of administering exhibitions, commissions and prizes.

The gallery has the right to reproduce works in connection with the exhibition. 

The copyright and all other intellectual property rights will remain with the artist. If any rights are owned by a third party, that third party will remain the owner. 

By submitting your contact details, you agree to be contacted about similar activities, such as artist opportunities and open calls organised by Mall Galleries / Federation of British Artists. 

Liability

The gallery is not responsible for any loss of, or any damage to, works entrusted to them. All goods are at the artist owner's risk absolutely and the gallery and/or their agents exclude all liability to the maximum extent permitted by law. The galleries are used for various purposes and so artists are advised to insure their works against all risks. 

The gallery endeavours to take good care of works sent for exhibition, but in the event of a work sent being lost, destroyed or damaged, the gallery's liability (if any) shall not exceed the value of the work as stated at the time of submission (less 45% plus VAT) or any altered price subsequently. 

In the event of any dispute regarding loss or damage, the dispute shall be referred for final arbitration to an independent expert valuer to be chosen by agreement between the parties, provided that the arbitrator's award shall not exceed the gallery's maximum liability as above. 

Artists shall indemnify and keep indemnified the gallery against any actions between the artist and any third party. 

Help

If you require support with your application, please contact:

exhibitions@mallgalleries.com

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

General Information
The exhibition will be held at Mall Galleries in The Mall near Admiralty Arch.

Eligibility
Submissions of work are invited from visual artists working in any two or three-dimensional artwork except for photography and giclee printing (or similar). Work previously exhibited at the Mall Galleries is not permitted. Work exhibited in the recent SBA online exhibition is permitted.

All work must be original and not copied. However, work copied from a photograph will be allowed provided the photographer is credited and permission has been given by the photographer to use the image as reference.

Submission Procedure
Submission is by online entry only.  The maximum number of entries per artist is six.  Please click on the link from our website and follow the instructions. Please note refunds will not be given in the event of work not being selected. 

Pricing and Commission
Work selected for exhibition must be for sale. There is a minimum sale price for work less than 40cm on the longest side of £395 and a minimum price of £495 for work over 40cm on the longest length. 

Commission is payable to the Society as follows:

It will be assumed that the stated sale price includes the cost of any frame and the commission.  Please allow for these points when pricing your work. Prices should include VAT if applicable. If you are VAT registered, please provide a VAT number in the box provided.

Once work has been submitted online to the SBA via the OESS entry system, any sale then made before or during the course of the exhibition shall take precedence and supersede one made privately. Any private sale will incur the normal commission.

Overseas artists, if your work is sold at the exhibition you have a responsibility to register and account for UK VAT with HMRC. See our website for more information. 

Measurements
You must provide the framed measurements of the work in centimetres.  This is for inclusion in the catalogue, as well as to aid in the selection process and for planning the hang.

Communications
All communication will be by email or via the online login process. Applicants will be required to login to see if their work has been preselected; if so they will be asked to download and print their application details to be delivered with the artwork. Failure to do so could result in work being withdrawn from the exhibition. 

Selection
The Selection Committee will select the works for the exhibition. The Selectors will consider all correctly completed submissions. The decision of the Selectors on all matters is final and no correspondence will be entered into. Final inclusion in the exhibition is at the discretion of the exhibition organisers and our curators.

Image Quality and Framing
It is very difficult to assess work from poor photographs so please submit scans or very good photographs to show your work at its best.  Good results can be obtained with tablets and mobile phones, but take care to ensure that there is sufficient light (especially when the background appears as grey on a photograph), that the image is in focus, there are no reflections through glass, or bad angles from work being propped up.  

The Selection Committee encourages artists to choose simple plain mounts and wooden frames (which can accommodate mirror plate fixings) that will not detract from the work or interfere with adjacent works in the exhibition; poor presentation may prejudice acceptance. Work framed with clips is not admissible. 

Acrylic ‘glass’ may be used for oversized work and for work submitted by overseas artists, as supplied by a framer, and it must be of good display quality and be free from scratches and be as scratch resistant as possible. Artglass or similar which minimises reflections is acceptable.

Please remove any fittings and rings from the back of your frames.

Insurance
Artists are responsible for insuring their own work. All works accepted for exhibition will be displayed entirely at the artists' risk and organisers and the gallery will not accept liability for loss or damage occurring during the exhibition.
 

Delivery and Collection
Artists are responsible for the delivery and collection of their work at the Gallery. All packaging materials must be removed after delivery (no gallery storage is available for this) and brought back at collection. If applying from overseas, please consider how you will deliver to and collect work from the exhibition venue at the required times. Work not collected at the stated times will be subject to a daily charge of £10.

Exhibition Catalogue
All exhibitors will have their painting/s displayed in the catalogue for the show. SBA members only will be entitled to a catalogue free of charge when visiting the show on production of a membership badge.

Agreement
By submitting to the exhibition you are deemed to accept and agree to the following :

• The decision of the Selectors on all matters Is final and no correspondence will be entered into.
• I understand that the Organisers reserves the right to make such changes to the exhibition arrangements and these Terms & Conditions as may be deemed necessary by circumstances.
• I authorise the Organisers To process, store, and utilise the data in my submission and agree that, if selected for exhibition, images of my work can be freely used by the Organisers, the Gallery and associated organisations for promotional and publicity purposes.
• All information provided by me is true and accurate and the work submitted is wholly of my own creation.
• I have read and understood these terms and conditions and by submitting this application I accept and agree to observe all the Terms And Conditions therein.

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

General Information 
The exhibition will be held at Herbert Art Gallery & Museum, Jordan Well, Coventry CV1 5QP 

Eligibility 
Artists must be aged 19 or over and living, studying or working in the West Midlands region: Herefordshire, Shropshire, Staffordshire, Warwickshire, Worcestershire, the Metropolitan districts of Birmingham, Coventry, Dudley, Sandwell, Walsall and Wolverhampton.
Submissions of work are invited from visual artists and artist collaborations working in any medium including: Painting, Drawing, Photography, Digital, Print, Sculpture, Mixed media, Installation, Video/Audio, Performance, Other.

Restrictions
Eligibility of work: Work produced in any medium is welcome.  
• 2D work should not exceed 2m in any direction, including frame.  
• 3D work should be portable by one person and not exceed 1.5m in any direction.  
• Electronically powered work should be submitted with written evidence that the work has been PAT tested.  
• Film should not exceed 10 minutes running time.  

Work submitted must be original and the artist must undertake that they hold all moral and intellectual property rights in that work and that the work does not infringe the moral and intellectual property rights belonging to any third party. 

Work must have been made after April 2023.  

Culture Coventry reserves the right to exclude work that poses a health and safety risk or is deemed inappropriate in content. 

Submission Procedure 
Submission is by online entry only. Please click on the link on our website and follow the instructions.

Pricing 
Work selected for exhibition can be for sale, but this isn't obligatory. No commission will be taken by the Herbert Art Gallery & Museum if work is sold. Artists will receive the full selling price of the work. It will be assumed that the sale price includes the cost of any framing. Please allow for this when pricing your work. Artists are responsible for their own VAT payments.  Artists are responsible for the sale, packaging, and delivery of their work to the buyer after the exhibition. Works will not be handed to buyers at the end of the exhibition. 

Communications 
All communication will be by email or via the online login process. Applicants will be required to log in to see if they have been pre-selected and will be asked to download and print their application details to be delivered with the artwork. Failure to do so could result in work being withdrawn from the exhibition.  

Selection 
The Selection Committee will select the works for the exhibition. The Selectors will consider all correctly completed submissions. The decision of the Selectors on all matters is final and no correspondence will be entered into. 

Insurance 
Work will be kept secure and handled with professional care, but Culture Coventry does not accept liability for loss or damage during the transport, storage, selection, and exhibition periods. Artists are responsible for insuring their own work. All works will be submitted entirely at the artist’s risk. 

Delivery and Collection
Artists are responsible for the delivery and collection of their work at the Herbert. All packaging materials must be removed after delivery (no storage space is available) and brought back at collection.  

Sold works are to be collected by artists and they are responsible for packaging and transferring to the buyer.

Culture Coventry reserves the right to dispose of work that is not collected by the end of Monday 30 June 2025.  

The artist will be informed of this by email. 

Agreement 
By submitting to the exhibition you are deemed to accept and agree to the following: 
The decision of the Selectors on all matters is final and no correspondence will be entered into. 
I understand that The Organisers reserve the right to make such changes to the exhibition arrangements and these Terms & Conditions as may be deemed necessary by circumstances. 
I authorise The Organisers to process, store and utilise the data in my submission and agree that, if selected for exhibition, images of my work can be freely used by The Organisers, The Gallery, and associated organisations for promotional and publicity purposes. 
All information provided by me is true and accurate and the work submitted is wholly of my own creation. 
I have read and understood these Terms & Conditions and by submitting this application I accept and agree to observe all the Terms & Conditions therein. 

 

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

General Information 
The exhibition will be held at Herbert Art Gallery & Museum, Jordan Well, Coventry CV1 5QP 

Eligibility 
Artists must be aged 15-18 years and living, studying or working in the West Midlands region: Herefordshire, Shropshire, Staffordshire, Warwickshire, Worcestershire, the Metropolitan districts of Birmingham, Coventry, Dudley, Sandwell, Walsall and Wolverhampton.
Submissions of work are invited from visual artists and artist collaborations working in any medium including: Painting, Drawing, Photography, Digital, Print, Sculpture, Mixed media, Installation, Video/Audio, Performance, Other.

Restrictions
Eligibility of work: Work produced in any medium is welcome.  
• 2D work should not exceed 2m in any direction, including frame.  
• 3D work should be portable by one person and not exceed 1.5m in any direction.  
• Electronically powered work should be submitted with written evidence that the work has been PAT tested.  
• Film should not exceed 10 minutes running time.  

Work submitted must be original and the artist must undertake that they hold all moral and intellectual property rights in that work and that the work does not infringe the moral and intellectual property rights belonging to any third party. 

Work must have been made after April 2023.  

Culture Coventry reserves the right to exclude work that poses a health and safety risk or is deemed inappropriate in content. 

Submission Procedure 
Submission is by online entry only. Please click on the link on our website and follow the instructions.

Pricing 
Work selected for exhibition can be for sale, but this isn't obligatory. No commission will be taken by the Herbert Art Gallery & Museum if work is sold. Artists will receive the full selling price of work. It will be assumed that the sale price includes the cost of any framing. Please allow for this when pricing your work. Artists are responsible for their own VAT payments. Artists are responsible for the sale of their work and the packaging and delivery of their work to the buyer after the exhibition. Works will not be handed to buyers at the end of the exhibition. 

Communications 
All communication will be by email or via the online login process. Applicants will be required to login to see if they have been selected and will be asked to download and print their application details to be delivered with the artwork. Failure to do so could result in work being withdrawn from the exhibition.  

Selection 
The Selection Committee will select the works for the exhibition. The Selectors will consider all correctly completed submissions. The decision of the Selectors on all matters is final and no correspondence will be entered into. 

Insurance 
Work will be kept secure and handled with professional care, but Culture Coventry does not accept liability for loss or damage during the transport, storage, selection, and exhibition periods. Artists are responsible for insuring their own work. All works will be submitted entirely at the artist’s risk. 

Delivery and Collection
Artists are responsible for the delivery and collection of their work at the Herbert. All packaging materials must be removed after delivery (no storage space is available for this) and brought back at collection.  

Sold works are to be collected by artists and they are responsible for packaging and transferring to the buyer.

Culture Coventry reserves the right to dispose of work that is not collected by the end of Monday 30 June 2025.  

The artist will be informed of this by email. 

Agreement 
By submitting to the exhibition you are deemed to accept and agree to the following: 
The decision of the Selectors on all matters is final and no correspondence will be entered into. 
I understand that The Organisers reserve the right to make such changes to the exhibition arrangements and these Terms & Conditions as may be deemed necessary by circumstances. 
I authorise The Organisers to process, store and utilise the data in my submission and agree that, if selected for exhibition, images of my work can be freely used by The Organisers, The Gallery, and associated organisations for promotional and publicity purposes. 
All information provided by me is true and accurate and the work submitted is wholly of my creation. 
I have read and understood these Terms & Conditions and by submitting this application I accept and agree to observe all the Terms & Conditions therein. 

 

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

Terms & Conditions

1.1  Submission is by online entry only. Entries are selected from the digital application (Stage 1) with successful artists asked to deliver work to the RHA for further consideration and possible inclusion in the exhibition (Stage 2). An email reminder will be sent to artists to check their status on the dates listed.

1.2  All communication will be via the online login process (O-List). Applicants will be required to login to see if they have been pre-selected and will be asked to download and print their application labels and details to be delivered with the artwork for Stage 2. Failure to do so could result in work being withdrawn from the exhibition.

1.3  Each artwork must have both a tie-on and stick-on label. Both labels are used during selection in Stage 2. Please ensure that the label information matches the information at the time to entry. It is important that all details are included on the form, as incomplete details will deem the entry inadmissible. All works will be checked on entry, so please make sure your information is correct.

1.4  All works handed in for Stage 2 selection must be:

• Unwrapped
• Professionally presented (needing no further work, additions or framing prior to exhibition)
• Labelled correctly (two labels)
• Works that are of a delicate or fragile nature can be delivered wrapped but must be clearly marked with additional labels on the packaging. The organisers may ask that work is unwrapped.

1.5  The work should not have been exhibited previously in Dublin with the exception of Graduate Exhibitions.

1.6  Submissions of work are invited from visual artists working in paint, photography, sculpture, architecture, print, drawing and mixed media. Works outside these categories are not usually accepted.

1.7  The RHA reserves the right to reject work that it believes is in breach of copyright laws.

1.8  Reproductions of existing artworks are not eligible.

1.9  Work must be professionally presented for exhibition. All artworks must be presented with complete mechanisms for hanging. Exposed wet canvases or works that could cause damage to others will not be accepted under any circumstances. Work that arrives damaged or unfit for exhibition due to any material defect will automatically be deemed ineligible for exhibition.

1.10  Artwork must have been created in the past five years.

1.11  All works must be marked for sale with the exception of portraits. A commission of 35% is charged by the gallery. It will be assumed that the sale price includes all your costs and RHA commission. Please allow for these points when pricing your work. Prices should include VAT if applicable.

1.12  All 2D work should not be of undue size (work over 150 x 150cm are only considered in exceptional circumstances). There is no limitation for sculpture dimensions.

1.13  A price for framed work for artwork with editions, e.g. photography, must be included for the catalogue and online sales platform. There is no unframed sales option for editions.

1.14  We accept work from outside the EU. Artists sending works from outside the EU are responsible for payment of any associated duties or taxes. The RHA will not be responsible for resolving any customs issues that may occur. Artists must ensure that their work reaches us on the designated days and is customs compliant. The RHA will not pay customs charges, duty or any associated charges on works arriving by courier. It is the artist’s responsibility to ensure that the work is correctly packaged, as the RHA will not accept responsibility for work damaged in transit or by any third parties.

1.15  The utmost care will be taken of all works submitted for exhibition. The RHA will not be liable for any damage, loss of or destruction of artworks. Artists should insure their works against all risks. All works accepted for exhibition will be transported entirely at the artists' risk. The organisers and the gallery will not accept liability for loss or damage occurring during travel to the exhibition or the selection process. Works are insured when accepted to the exhibition and condition checked by the gallery.

1.16  In order to meet deadlines, incomplete applications will not be accepted. The RHA will not be responsible for any errors or omissions in the catalogue. The RHA will not be liable for any loss arising out of any error, omission or decision made by the committee. All information entered on your submission form will be used in the catalogue and online sales platform - changes are not possible once the submission form has been submitted.

1.17  Unselected works from Stage 2 and unsold works from the exhibition must be collected on the designated days. If an artist is unable to collect on these days, we ask that you ask someone to collect on your behalf. All artworks not collected by the end of August 2025 will be liable for a storage charge. All artworks not collected by the end of September 2025 will be disposed of.

1.18  The artist allows the RHA to use images of any artwork for publicity and public engagement purposes only. This includes television, print (catalogue, newspapers, trade publications), website (RHA and others), social media (RHA and others) and any other method that the RHA deems fit for purpose.

1.19  If selected for exhibition, work cannot be removed from display until after the close of the exhibition.

1.20  Sold work is marked with a red dot. The RHA will not be liable for any loss arising out of the failure by a purchaser to complete a sale or the mis-marking of any sold artwork. A 35% commission from the listed catalogue price will be deducted from all works sold during the exhibition. Artists will be paid six weeks after the close of the exhibition only if the RHA has been fully paid by the purchaser.

1.21  The RHA will not undertake the wrapping, crating and packing of any artworks.

1.22  For awards with age constraints, the artist must be below or the relevant age on the date of submission in order to qualify, in this case 23 February 2025.

1.23 The selection committee is made up of six practicing artist Members of the RHA. Artworks are presented anonymously and judged solely on merit. The decision is final and binding, and no correspondence or feedback will be entered into under any circumstance.

Agreement

By submitting to the exhibition you are deemed to accept and agree to the following:

• The decision of the Selectors on all matters is final and no correspondence will be entered into.
• I understand that The Organisers reserve the right to make such changes to the exhibition arrangements and these Terms & Conditions as may be deemed necessary by circumstances.
• I authorise The Organisers to process, store, and utilise the data in my submission and agree that, if selected for exhibition, images of my work can be freely used by The Organisers, The Gallery and associated organisations for promotional and publicity purposes.
• All information provided by me is true and accurate and that the work submitted is wholly of my own creation.
• I have read and understood these terms and conditions and by submitting this application I accept and agree to observe all the Terms And Conditions therein.

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

HOW TO APPLY TO EXHIBIT AT THE SWA 164th EXHIBITION

Information for NON MEMBERS

NB Terms and conditions can be found at the bottom of the page. Please read before submitting work.

Submission Procedure -

Submissions for selection to the 2025 exhibition will be open from the 2nd December 2024 to the 8th March 2025. Submission will only be accepted digitally via https://societyofwomenartists.oess1.uk.

The whole selection process will be on line. There will be no physical selection.*

NOTIFICATION OF FINAL RESULTS  To find out if you have been successful you will need to visit the SWA website on the 29th March 2025. 

Successfully selected works need to be delivered to the Mall Galleries, 17 Carlton House Terrace on the 13th & 14th of June 2025 . All works must have a label on the back securely attached by glue or tape. This can be printed off from your OESS account here where you submitted your work  https://societyofwomenartists.oess1.uk/

Submitting digitally enables artists to submit works without transport and framing costs unless selected.

Works delivered for selection must be exhibition ready, but with no fixings at all to the back because fixings damage other works when stacked. Please read our updated terms and conditions before submitting. 

Very Important! Please note the information you enter on the online submissions site will, if you are successful, be used for the catalogue entry and labels so please fill this in carefully. Amends requested after selection will incur an administrative fee that the artist will be liable for.

Exhibition Dates

Online Submission are open: 2th December 2024 – 8th March 2025 midnight

Artists visit the SWA website to see if they have been successful: 29th March 2025

Delivery of all work to the Mall: 13 & 14th June  2025, 10am to 5pm. 

Exhibition opens to public 24th June 3pm to 5pm

Special (YPAI fundraising) Preview Evening:  24th June 2025 6pm - 8.30pm

Private View: 25th June 2025, 10am to 5pm (11.00am Award Ceremony) 

Breast Cancer Now Evening: 25th June 6pm to 8.30pm (Private event) 

Exhibition Open To Public: 24th June to 28th  June 2025 (various times please check SWA website)

Collection of unsold work:  2nd and 3rd July 2025, 10am to 5pm. 

Any uncollected works picked up by Picture Post: 4th July 2025 

Categories of work

Categories of work which are acceptable: painting, pastels, drawing, mixed media, sculpture (in all media) ceramics, glass and metal not of a utilitarian nature, fine art printing methods accepted (not giclee or large volume print methods). Photography not accepted. 

Young Artist 

Please ensure you add your DOB particularly if you are entering and  eligible as a Young Artists (35 years and under at time of exhibition) categories. There are specific awards for this group.

*The council reserves the right not to hang any works that are poorly framed, do not adhere to framing and glazing instruction or where the image submitted is not a true reflection of the actual work or if the work has been changed since the image was submitted.

Minimum Pricing

Please ensure you price (including commision is not lower than the minimum price allowed which is: generally  £350,or £150 for one off prints, etchings or lithography or drawings, or £200 for 3D works. Any work lower than the minimum for its category will be put up to the minimum price with out consultation with the artists.

GENERAL TERMS & CONDITIONS FOR SUBMITTING WORK FOR SWA OPEN EXHIBITION

These conditions apply to all exhibitions administered by the Exhibition Administrators. The term ‘Exhibition Administrators’ means The Society of Women Artists Ltd.

1. Submission Procedure - Artwork can be submitted on this site  (https://societyofwomenartists.oess1.uk). from the 2nd of December 2024 to the 8th of March 2025. Once you have completed your application, you will see a notification of this on screen. 
You will need to visit the SWA website on or after the 29th March 2025 to see if you have been selected for this year's exhibition.
If you have been successful, please take or send the work to the Mall Galleries on the requested date to:
Mall Galleries for SWA Exhibition
17 Carlton House Terrace
London
SW1Y 5BD

There is strictly no parking on the Mall to deliver works via the gallery entrance.
All works must be delivered via the office entrance at the above address. There is a small forecourt that drivers may use while dropping off their work.
All works must have a label on the back (attached by glue or tape).

Packaging must be taken away once work has been delivered due to limited storage facilities.
Details of couriers that frequently deliver to the gallery are listed on our website below and on the Malls website.

2. Imagery - The quality of the images uploaded are integral to work being selected because these are the images that will be used in the online Exhibition. Please ensure the images are sharp and cropped appropriately. Image files should be JPG or PNG and no larger than 5MB. Upload time will depend on your internet connection speed so please be patient. If you are having problems uploading your images, please use image editing software to resize your image to approximately 1600 pixels wide and then save as a new file. Image file names should not be too long and should not contain any invalid characters such as ' " & % * ( ) < > / \ ~ # + = The Royal Academy have produced an excellent guide to aid you with photography. This is a link to the video   https://summer.royalacademy.org.uk/Information/9       This is a PDF of the RA Guide How to Photograph your work 

3. Submission fee - Submission fee for non-members is £20 per work, irrespective of size or medium, to be paid at the time of submission. Young artists (age 35 years and under at time of exhibition) submission fee is £10 per work and members entry is free.

4. Number of works & Membership - Up to 6 works may be submitted but a maximum of four works can be displayed. If you wish to be considered for associate membership or full membership you must enter 6 artworks.

5.  Frames, Presentation and Sizes Frames and mounts must be of good quality and complement the work. Works on canvas do not need to be framed as long as they are neat and exhibition ready, which means presentable and finished. If work is glazed, glass should be non-reflective picture glass. Glazing that is reflective can spoil the overall look of the work and exhibition as a whole. Perspex is inadmissible. Metal or clip frames are inadmissible. Please do not attach any fixings to the back of your frame. Mall Gallery technicians will attach mirror plates for you.

Size - There will be a maximum submission size for paintings and sculpture this year of approx 200cm. 

6. Eligible Mediums - Categories of work which are acceptable: painting, pastels, drawing, mixed media, sculpture (in all media), ceramics, glass and metal not of a utilitarian nature, fine art printing methods accepted (not giclee or large volume print methods). Photography not accepted. Original unique printing is acceptable, Etchings must show their plate indentations. Commercially printed line work or photographically/digitally reproduced work printed with commercial machines (such as giclée work) is not admissible.      

7. NOTIFICATION OF RESULTS -  All work will go through digital selection. All works will be judged by merit. Artists will be able to find the results of final selection on the SWA website on the 29th of March 2025.  Successful entries will need to be handed in at 17 Carlton House Terrace, for inclusion to the exhibition. 

8. Sale Price & Commission - The price of works supplied by the artist should include the commission of 45% for non-members and 40% for members. On the BCN Charity evening the SWA will be donating 5% of the sale price to the Charity Breast Cancer Now. All work must be for sale, except by prior consent from the SWA. Minimum Sale prices for works: £350, and £150 for etchings or lithography or drawings, £200 for 3D works. Any work lower than the minimum for its category will be put up to the minimum price with out consultation with the artists.The aforementioned is also applicable on commissioned work arranged through the Exhibition Administrators. Any sale effected by the Exhibition Administrators will have priority over a sale effected by the artist. Please note that artists liable to VAT are responsible for paying their own tax. 

Once work has been submitted to the SWA, any sale effected by the Exhibition Administrators before or during the course of the exhibition shall take precedence and supersede a sale made privately. Any private sale will incur the normal commission.

9. VAT Registration for Artists Not Resident in the UK - Our open exhibition is open to artists in the UK, EU, and outside the EU. Artists who are not resident in the UK have a responsibility to register for UK VAT with H.M. Revenue & Customs.  

Artists without a UK residence are classified as Non-Established Taxable Persons (NETPs) and must register with HMRC (HM Revenue + Customs) for a UK VAT number before they can exhibit artworks in our Online Exhibition. A valid UK VAT number is prefaced with the letters “GB” . We can not accept VAT numbers from other countries

You must enter the retail price of your artwork when entering online but you can wait to see if your artwork is accepted before you register for a UK VAT number.

If you are normally eligible for UK VAT you must provide us with your UK VAT number before the exhibition. If you do not, we will not be able to enter your selected artwork(s) into the exhibition.

NB. An application for a VAT number can take around 30 working days, although the process may take longer, so please allow enough time.

If you need more information about UK VAT registration can be found at: https://www.gov.uk/government/publications/vat-notice-7001-should-i-be-registered-for-vat 

If you have any questions, please contact HMRC directly on their VAT Helpline Telephone for UK 0300 200 3701, or from abroad, +44 2920 501 261.You can register online for free at: https://www.gov.uk/vat-registration/how-toregister

10.  Commercial carriers - can be used to deliver works where necessary, please see the list of trusted experienced carriers below. These are not part of the SWA and must be contacted and dealt with directly.

11.  Press Photographs - Unless otherwise stated in writing by the artist, it will be assumed that works exhibited may be used for Press purposes in connection with the Exhibition.

12.  Copyright -  The copyright of all works, other than commissioned work, remains the property of the artist. Any enquiries for copyright will be referred to the artist.

13.  Sales of Work and Notification - All work accepted and included must be exclusive to the SWA for the duration of the exhibition. If the work is sold through another platform or by the artists during the exhibition the SWA's commission will still be payable.  If work in the Exhibition is sold, exhibitors will be notified by email as soon as possible (always before the close of the exhibition).

14.  Invitations and flyers - Digital invitations or flyers and a press release will be emailed to all selected artists to forward to buyers, collectors, press and any other contacts they would like to see the exhibition. ​Hard copies can also be picked up at hand in.

15. The SWA reserves the right to disqualify any work if the artist has failed to adhere to these Terms and Conditions and the relevant rules. Works previously exhibited with the SWA or at the Mall Galleries are not eligible for entry.

16. Care of Works - The Exhibition Administrators will not be liable for any damage or loss of works sent for exhibition occurring in the ordinary course of handling, whether such damage or loss is caused by the negligence of the Exhibition Administrators or their staff, Mall staff or otherwise. The Society of Women Artists strongly advises artists to insure their own works.

17. Collection of Unsold Work - All works should be collected on the 2nd and 3rd July 2025 from 17 Carlton House Terrace, London SW1. Please note that works not collected by 5pm on this date will be collected by Picture Post Art for storage. Works will be reunited with artists at a later date. There is a handling fee for this service at the artists expense.  No accumulating storage charges. Picture Post Art Tom - 07833 450 788 Sarah - info@picturepostcompany.co.uk

18. Collection of Bought Work - Works purchased during the exhibition should be collected on the 2nd and 3rd July 2025 where possible from 17 Carlton House Terrace, London SW1.  If for any reason this is not possible please ensure you let  Mall Galleries know.

Agreement
By submitting to the exhibition you are deemed to accept and agree to the following:

The decision of the Selectors on all matters is final and no correspondence will be entered into.

You understand that The Organisers reserves the right to make such changes to the exhibition arrangements and these Terms & Conditions as may be deemed necessary by circumstances.

You authorise The Organisers to process, store, and utilise the data in your submission and agree that, if selected for exhibition, images of your work can be used by The Organisers, The Gallery and associated organisations for promotional and publicity purposes.

All information provided by you is true and accurate and that the work submitted is wholly of your own creation.

You have read and understood these terms and conditions and by submitting work accept and agree to observe all the Terms And Conditions therein.

The SWA reserves the right to amend the terms at any time.  Affected parties will be notified.

Exhibition Sales Terms & Conditions 
These conditions apply to all exhibitions administered by the Exhibition Administrators.

Gallery Sales 

Please refer to Mall gallery sales terms and conditions.

Online Purchase
On purchase the SWA will contact the artist and buyer to agree and confirm delivery method and costs (where not stated previously) as well as confirmation of whether work is framed or unframed work.

It is the buyer's responsibility to pay any import or export duty, if required, both in relation to the UK or any other country.
It is the Artist's responsibility to determine whether VAT or other similar sales taxes on the sale to you apply and to collect, report and remit the correct tax, as applicable, to the appropriate tax authority.
 

Delivery - Where no postage costs are included on the webpage additional costs for postage and packaging may be added to this price. These costs will be agreed between the buyer and the seller. The seller will be wholly responsible for safe delivery of the artwork.
The Exhibition Administrators will not be liable for any damage or loss of works when posting or delivering sold work.
Once the Buyer and Artists have agreed any additional costs the buyer will pay SWA. This agreement is a contract between the artist and the buyer.  The SWA, acting as agent, will hold the money until the buyer has received and accepted the artwork.
If the artwork is not accepted it is the buyer’s responsibility to ensure its safe return to the artist and to pay any costs incurred before any refund is initiated. 
Once the artwork has been accepted the SWA will pay the artist less the commission as set out in the entry terms and conditions.

Carriers

(The Society of Women Artists will not be responsible for damage to or non-delivery of works) Information on VAT and UK entry procedures may be obtained from HM Customs and Excise General Information Branch, New King’s Beam House, 22 Upper Ground, London SE1 9PJ. The companies below are ones used by the Mall Galleries and have an excellent reputation.

Picture Post Art 

Tom & Sarah Challoner, 

Doncaster, DN9 3GY  Tom - 07833 450 788 Sarah - info@picturepostcompany.co.uk

Picture Post receive and return artwork worldwide.
Contact Picture Post Art for any quotations, reservations, studio collections, appointments or any other information about their collection service.

Art Moves of Chelsea

Please contact for details. Tel/fax: 020 7352 7492, artmoveschelsea@aol.com

Delivers to: Bristol, Kent, London, Surrey, Sussex
Art Moves of Chelsea have a limit for works of 2 metres for paintings on the longest side. Contact Art Moves of Chelsea for quotes.

​

Nick McNally

Mid Wales Freight

Mobile :  07866 731400 Email :  sales@midwalesfreight.co.uk

SME BUSINESS AWARDS 2019 - MID WALES FREIGHT

Transport Awards Courier Company of the Year 2019

Europe Award for Excellence in International Art Delivery Services 2019

​

A S Elvin Transport Ltd
Delivers to: UK wide delivery for direct road transport of artwork including small to medium-sized sculpture

A S Elvin Transport Ltd are based on the Norfolk/Suffolk border.

Tel: 01502 677025

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

Eligibility

Any artist over 18 may submit, in the UK, EU, and outside the EU.

Artists may enter a maximum of six works each, from which up to three works per artist may be selected.

Acceptable media: Paintings, drawings, and original framed prints (excluding photography). Note that sculpture is not admissible.

Work must have been completed in the last two years and must not have been exhibited in London previously.

Works should not be larger than 2.4m along the longest dimension.

All works must be an original creation by the artist.

The NEAC Climate Emergency Prize: The NEAC Annual Exhibition 2025 offers several prizes including The NEAC Climate Emergency Prize: an award of £2,000 for an artwork that addresses the theme of the climate crisis and a prize of £500 for a runner up. If you would like your work considered for the prize, please write "Climate Emergency Prize" in the artwork description field when you submit.

Submission Fee

There is a non-refundable submission fee of £20 per work, or £14 per work for artists aged 35 or under.

The submission fee includes free admission to the exhibition (normally £5).

Presentation

Frames or stretchers should be sufficiently substantial to withstand mirror plating with 12mm (size 6) screws.

Artists are advised to use plain, simple framing.

Metal frames, unprotected glass edges and clip frames are inadmissible.

Please remove all fittings and fixings from the back of works, for example D-rings and picture wire. This is to prevent damage to other works, and because we will mirror-plate works for hanging.

Delivery & Collection

Works should be delivered and collected on the specified receiving and collection days via the gallery's rear entrance at Mall Galleries, 17 Carlton House Terrace, London SW1Y 5BD.

If you are unable to deliver or collect your work, you may send another person on your behalf – this may include an art courier (see below).

Artists are responsible for the costs of delivery and collection.

Delivery:

Works should be delivered unwrapped with the relevant form and labels, which are downloadable upon notification of selection.

All packaging must be taken away at the point of delivery. 

Collection:

We are unable to wrap works or provide wrapping for works being returned. 

Any uncollected works will be removed from the gallery after the collection day and stored by an independent courier company at the artist's expense. 

If works are not collected within 12 months of the collection day, the gallery will be entitled to destroy, sell, or otherwise dispose of the works without consent, prior notification, or compensation to the artist. 

Art Couriers:

Below is a list of art couriers by region: 

• London, Kent, Surrey, Sussex and Bristol

Art Moves of Chelsea
artmoveschelsea@aol.com
020 7352 7492

• Scotland, the North of England and Birmingham 

Picture Post Art
info@picturepostcompany.co.uk
07833 450788

Picture Post Art receive artwork for delivery to UK galleries: “handing in” unwrapped and storing packaging free of charge for reuse if required.

• Cornwall, Devon, Somerset and Dorset

3 Lanes Transport
info@3lanes.com
01736 799298 / 07970 948324

• Leicester, Loughborough, Coventry, Birmingham and Nottingham

JD Art Transport
jdarttransport@gmail.com
07825 339787

• Norfolk and Suffolk 

A S Elvin Transport Ltd
bernadette@elvingroup.co.uk
01502 677025

• Nationwide

Aardvark Art Services
01253 794673

• Wales

Mid Wales Freight
enquiries@midwalesfreight.co.uk
07866 731400 / 01974 282500

International Artists:

Many international artists use Picture Post Art to transport their work to and from Mall Galleries.

Picture Post Art arrange for the shipping of work from the artist's country to the UK, help artists to correctly fill out paperwork from customs, and store packaging for reuse if required. 

Picture Post Art
info@picturepostcompany.co.uk
+ 44 7833 450788

Please note that we do not accept liability for the services of any art courier.

Selection

The works for exhibition are selected by a committee formed of members of the NEAC.

For an outline of the submission and selection process, please see ‘How to Submit’ (here).

If works arrive damaged, with unacceptable framing, size discrepancies from the original submission, or not as shown online, these will be withdrawn and will need to be collected from Mall Galleries by the artist at their expense.

The decision of the Selection Committee is final and we are unable to offer feedback.

The prize winning works are selected in time for the awards ceremony during the Private View, prior to the exhibition opening to the public. 

Sales

All work must be for sale.

Once work has been submitted, any sale made by the gallery before or during the course of the exhibition up to and including the collection day shall take precedence and supersede one made privately. Any private sale made in this period will incur the normal commission. 

Work must have a minimum sale price of £300 (framed prints: £180, unframed prints £120 - buyers will not be charged for postage and packaging of unframed prints, so please ensure the price of unframed prints allows for this).

Unless otherwise advised, the gallery will charge a commission on the total price paid for works, including commissioned works, before, during, or as a result of the exhibition. 

The price submitted should be the selling price, which should include commission, and is the price at which the work will be sold.

The price of works must include commission of 45% +VAT. If an artist is registered for VAT, then the VAT due on the selling price of works should be included in the price submitted. 

Mall Galleries reserves the right to query the price of works. 

The price of works may only be changed by written agreement between the artist and Mall Galleries. 

You will be notified by Mall Galleries if your work sells. 

Artists who are not resident in the UK but are resident in the EU or elsewhere are welcome to submit work. If your work is selected for the exhibition, you have a responsibility to register and account for UK VAT with H.M. Revenue & Customs. 

Artists without a UK residence, known as 'NETPs' (non-established taxable persons) can find further details on 'NETP' status and how to register for VAT at www.hmrc.gov.uk (HM Revenues & Customs Reference: Notice 700/1, Mar 2014) under the heading 'Should I be registered for VAT?'

Please note: the registration process can take up to 4 weeks. Please address any questions you may have to the VAT Helpline on tel. no. 0300 200 3700 or Outside UK: +44 2920 501 261.

Personal Data

The gallery will hold personal data in accordance with the General Data Protection Regulation (GDPR). However, the gallery may provide third parties with an artist's contact details in the course of administering exhibitions, commissions and prizes.

The gallery has the right to reproduce works in connection with the exhibition. 

The copyright and all other intellectual property rights will remain with the artist. If any rights are owned by a third party, that third party will remain the owner. 

By submitting your contact details, you agree to be contacted about similar activities, such as artist opportunities and open calls organised by Mall Galleries / Federation of British Artists. 

Liability

The gallery is not responsible for any loss of, or any damage to, works entrusted to them. All goods are at the artist owner's risk absolutely and the gallery and/or their agents exclude all liability to the maximum extent permitted by law. The galleries are used for various purposes and so artists are advised to insure their works against all risks. 

The gallery endeavours to take good care of works sent for exhibition, but in the event of a work sent being lost, destroyed or damaged, the gallery's liability (if any) shall not exceed the value of the work as stated at the time of submission (less 45% plus VAT) or any altered price subsequently. 

In the event of any dispute regarding loss or damage, the dispute shall be referred for final arbitration to an independent expert valuer to be chosen by agreement between the parties, provided that the arbitrator's award shall not exceed the gallery's maximum liability as above. 

Artists shall indemnify and keep indemnified the gallery against any actions between the artist and any third party. 

Help

If you require support with your application, please contact:

exhibitions@mallgalleries.com

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