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

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

General Information
The exhibition will be held in Central London in June 2025. The venue is TBC, with an announcement coming shortly.

Eligibility
Submissions of work are invited from visual artists working in any medium.

Restrictions
All entries must be less than 1.5 meters in any one direction including frame.

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
Work selected for exhibition will be expected to be for sale. Commission is charged by WIAF at 30% on all 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. Prices cannot be ammended once you have submitted your work.

Communications
All communication will be by email. Successful applicants will be notified by email and must respond within one week to confirm participation. 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 or during delivery or collection to 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.
Work not collected at the stated times will be subject to a daily charge of £10 and will be disposed of after one week. 

Online Selling
If 'Online Selling' is used and artworks are not delivered to the gallery, artists will be responsible for the safe delivery of artworks should an artwork be sold via the online gallery.
If a buyer makes a purchase via the online gallery the organisers will contact the artist and buyer to determine if there are additional postage and handling charges that need to be charged to the buyer.

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

TERMS AND CONDITIONS relating to the submission of works of art to the 

2025 SUMMER EXHIBITION of the CHELSEA ART SOCIETY.

The Summer Exhibition of the Chelsea Art Society ("CAS") will be held at Chelsea Old Town Hall, Kings Road, London SW3 5EE between Wednesday 18th June and Monday 23rd June 2025.

Eligibility

Submissions of work are invited from fine artists, including painters, draughtsmen, sculptors and printmakers - no digital, video, sound, photography, needlework, beadwork, pressed flowers, mosaic or stained glass works will be accepted. We only accept original prints. We do not accept giclee or use of AI, nor digitised images that are not original to yourself. 
 

RESTRICTION

All entries must be less than 120cm in any one direction including the frame.

All 2D work must be CLEANLY framed or on a stretched 4cm deep canvas.  

No metal or clip frames will be accepted.

No work that is still wet will be accepted.

2D work must have D-Rings and picture cord/wire attached to the back of the picture, one third from the top.

Sculpture must be stable or securely fixed to a base with nothing that can harm a viewer or administrator. 

Sculptures must be able to be carried in and out of the exhibition with ease and must not cause any damage to the floors or walls. 

The lift is for disabled access only.

ANY WORK POORLY FRAMED OR BADLY PRESENTED WILL BE REJECTED REGARDLESS OF QUALITY OF WORK SUBMITTED. 

UNDER 35YRS - It is your responsibly to let the member of staff know you are eligible for the under 35yrs prize.

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 and payment

All work selected for exhibition MUST be for sale, and the sale price must be stated. 

35% commission for Non-Members and Friends of CAS is charged by CAS.

30% commission for Artist Members of CAS is charged by CAS. 

The sale price must include the cost of any frame, our commission and VAT. 

VAT and its administration is the artist's own responsibility. If a VAT receipt is required by the purchaser this is the responsibility of the Artist, not CAS. 

Please allow for these points when pricing your work.

Should you wish to change the submitted price or details of the artwork, £20 will be charged for administration costs.

We will need to edit and correct details for the cataloguing process. CAS takes no responsibility for errors in our catalogue or the necessary edits. We encourage short titles. No post-nominals are included in our catalogue, other than "CAS".

We do not have the capacity to inform artists if their work has been sold. Therefore you must come to Chelsea Old Town Hall on collection day regardless. 

If your work sells, it may take up to 1 month to receive your money once the exhibition has closed. It is your responsibility to supply CAS with your bank details once you know your work has been sold. An email will be sent to you requesting your bank details. 

If you have any financial questions please contact: treasurer.chelseaartsociety@gmail.com

It is NOT possible to make a refund of any entry payment. It is your responsibility to read the terms and conditions and be certain your work fits the criteria.
 

Communications

It is your responsibility to check the OESS website for results. CAS takes no responsibility for any errors. 

Selection

THERE WILL BE A TWO PHASE SELECTION PROCESS :- 

FIRST PHASE : PRESELECTION ONLINE. RESULTS WILL BE ANNOUNCED 6TH MAY 2025 from NOON onwards.

SECOND PHASE : ENTRIES which have been preselected UNDERGO PHYSICAL JUDGING IN THE TOWN HALL AFTER DELIVERY ON 15TH JUNE, 2025. Results announced on OESS on the 18th June 2025.

It is your responsibility to check on the OESS platform as to whether your work has been finally selected. 

The decision by the Selectors on all matters is final and decision process is confidential - no correspondence will be entered into.

The Selectors will consider only correctly completed submissions.

Insurance

Artists are responsible for insuring their own work. All works, both displayed and unhung, are submitted entirely at the artists' risk. Neither CAS nor the Venue will accept liability for any loss, theft or damage occurring during the exhibition.
 

Delivery and Collection

Artists are responsible for the delivery and collection of their work at Chelsea Old Town Hall. Works can be delivered to either the front or the rear of the building. 

The only delivery company we deal with is ART MOVES OF CHELSEA (telephone 020 7352 7492). This is not a last minute service so please forward plan your delivery with them. Art Moves of Chelsea offer this service but it is at their discretion if they choose not to provide a delivery service in any particular case. 

We do not deal with any other courier services or removal of your packaging.

Delivery - Sunday 15th June, 10am-3.30pm. Please allow a minimum of 40 minutes to deliver work, to fill in labels and sign documents. 

OESS labels must be attached to the back/base of the artwork. Two print-outs of the OESS form must be presented at hand in.

Collection details:

Collection of unhung work - 18th to 22nd June,11am-4.30pm. 

Collection of hung work - Monday 23rd June, 3pm-5.00pm

Please Note - due to take down of the show no work can be collected before 3pm on the 23rd June.

If the buyer of a work does not collect it within one month following the end of the exhibition, the work will be returned to the artist who should make the necessary arrangements for collection with the buyer.

We do not share the details of the purchaser with the Artist. 

Packaging materials must be removed after delivery (no gallery storage is available for this) and brought back at collection.  We do not deal with couriers or work from overseas.

Work not collected at the stated times will be subject to a charge of £15 plus £15 per week thereafter at Art Moves of Chelsea, and will be disposed of after four weeks at artist's own cost. 

Prize Winners Conditions for Winning:

The prize winners must be available to be awarded their prize on the evening of 17th and 19th June 2025 at the private view. If  you are unavailable sadly we can not award you the prize and will award it to someone else. 

The Winner of the Chelsea Society Award will need to display their winning work at the AGM of Chelsea Society on the 17th November 2025 and have their prize money at that point. 

Green and Stone Prize is a voucher for art materials but can not be redeemed against art work. 

Additional Terms

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

CAS bears no liability for any loss or damage to submitted work as you the Artist are responsible for your own insurance.

CAS reserves the right to make such changes to the exhibition arrangements and to these Terms & Conditions as it may deem necessary.

CAS may process, store and utilise the data in any submission, and images of work selected for exhibition can be freely used by CAS and its sponsors for promotional and publicity purposes.

All information provided by you must be true and accurate, and the work submitted must be wholly of your own creation. 

Any claim or complaint by a third party arising from any material submitted by the artist in relation to the subject matter of the artwork or the artist's personal details will be referred to the artist who will indemnify CAS in respect of any such claim or complaint.
By submitting this application you confirm that you have read and understood these terms and conditions, and that you accept them and agree to observe them.

This agreement contains all the terms and conditions relating to the submission of artwork for the exhibition. Any oral statement shall not be binding upon CAS.

Name:     Alice Hall                           Signature:      Alice Hall                                             Date: 27/01/2025

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

Royal Ulster Academy of Arts 
144th RUA Annual Exhibition - Call for Entries 2025

Overview
Founded in 1879, the Royal Ulster Academy of Arts (RUA) is Northern Ireland's largest and longest-established body of practicing visual artists. One of its founding principles was to hold an annual exhibition featuring works from both members and non-members of merit. Now in its 144th year, this event remains a highlight of the Northern Irish arts calendar. The 144th Annual Exhibition will be held at the Ulster Museum, Belfast, from  October 2025 to 6th January 2026 

Eligibility 
- Open to visual artists working in all mediums: painting, drawing, original prints, photography, video, textiles, ceramics, sculpture. 
- Artists must be over 18 years old. 
- Work must have been created between 2023 and 2025. 
- Work previously exhibited in Northern Ireland will not be accepted. 
- The RUA reserves the right to reject work believed to be in breach of copyright. 

Key Dates:
Submission Start: 1st March 2025 

Submission Deadline: 10th July 2025

First Stage Selection Complete: 22nd July 2025

(Artists Login for pre-selection notification)

Delivery of Work for Physical Selection: Sunday 3rd August

ALL HANGING ATTACHMENTS MUST BE REMOVED

Final Selection Complete:   Monday 10th August 2025

Submissions should be made online. All entries must be less than 2 meters in any direction, including the frame. There is no minimum size limit. 
Sculptures outside these dimensions may be considered but could be restricted due to weight. 
 There is no minimum size limit. 




 Prizes and Awards so Far

£1000 NIAVAC Award for most outstanding work from a member of the Academy 

£1000 Tom Caldwell Installations award for excellence from an Associate Member

£1000 Irish News Award for most outstanding work from the open submission 

£2000    Leonora Millar Award

£500-    Landscape Award (Gormleys ) 
£500** - Drawing Prize (BradburyArt) 
£500** - Textile Prize (ArtTalks: ArtWalks) 
£500** - Photography Prize (Errigle Inns) 
£500** - Watercolour Prize (Ulster Watercolour Society) 
£500** - Sculpture Prize (Hamilton Architects) 

£500 AE Russell Society Prize (George Russel Society)

Tyrone Guthrie Anita Young Bursary, residency at Annachmakerrig 
Residency in France** (Hambly and Hambly) 

Gallery Invitation ArtisAnn Gallery

 Entry Pricing
- First or Single Entry: £20.00 
- Up to 2 artworks: £35.00 
- Up to 3 artworks: £50.00 
Image and video  Submissions 
- **Images:** JPG or PNG, max 5MB. 
- **Video:** Single-channel, max 20 minutes, provide a URL (e.g., Vimeo or YouTube). Password-protected submissions must include the password. It is the artist's responsibility to ensure that all video works entered have the appropriate copyright clearances for both music and visuals, permitting their display in a public space

 Pricing and Sales 
- Selected work must be for sale. A 30% commission will be charged by the RUA, and VAT must be included if applicable. The minimum price of artwork is £200.

Delivery and Collection 
- Artists are responsible for the delivery and collection of their work. All packaging materials must be removed after delivery and brought back at collection. We do not have the facility to store packaging.

- Work not collected on designated days will be subject to a storage charge. 

- **The RUA strongly advises against postal submissions and does not accept liability for damages to works during transit or while on the premises. 
The RUA will not pack and label work for collection by couriers at the end of the exhibition.

If you do require work to be returned by post or courier we will arrange post and packing at a cost.

Agreement 
By submitting work, artists agree to the following: 
- The decision of the Selectors is final. 
- The RUA reserves the right to amend exhibition arrangements and terms as necessary. 
- Artists authorize the use of their images for promotional purposes. 
- All information provided is true, and the work is the artist's original creation. 
- No refund of entry payments is possible after they have been paid.. 

INSURANCE

Artists are responsible for insuring their own work. All works accepted for exhibition will be transported entirely at the artists' risk. RUA will not accept liability for loss or damage occurring during travel to the exhibition, the selection process or during the course of the exhibition. The upmost care will be taken of all works submitted for exhibition. The RUA will not be responsible for any damage, loss of or destruction of any works for any reason whatsoever. Artists should insure their works against all risks. 

Contact Information 
Exhibition Contact:** info@royalulsteracademy.org 
Exhibition Location:** Ulster Museum, Botanic Gardens, Stranmillis, Belfast 

**Extra Offer:** BradburyART is offering a 10% discount with the code "RUA" until 31st March 2025. 

**Please Note:** Terms and conditions are subject to change as required by the RUA. 

**Terms and Conditions for the OESS system** can be found at the provided links.

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

Entry Fees

Non-members:

Maximum number of submissions permitted = 6

1 Submission: £15

2 Submissions: £30

3 Submissions: £45

4 Submissions: £60

5 Submissions: £75

6 Submissions: £90

Artist, Associate Members

Maximum number of submissions permitted = 6

1 Submission : FREE

2 Submissions:  FREE

3 Submissions:  FREE

4 Submissions:  FREE

5 Submissions: £5

6 Submissions: £10

4 FREE – cost of submissions included in membership subscription - Please ensure you are a VAS Member with an up-to-date subscription. 

Professional Members :

Maximum number of submissions permitted = 6

1 Submission : FREE

2 Submissions:  FREE

3 Submissions:  FREE

4 Submissions:  FREE

5 Submissions: £5

6 Submissions: £10

4 FREE – cost of submissions included in Membership subscription - Please ensure you are a VAS Member with an up-to-date subscription. 

Terms and Conditions

• All entries must be submitted through OESS by the stated deadlines.
• Only works that have been pre-selected via the online submission process will be accepted on the hand-in day.
• All selected works must be for sale.
• There are no restrictions on size, discipline or media.
• Non-members will be charged £15 per submission and can submit up to five works.
• Unless part of a diptych/triptych etc, each artwork must have its own submission. Multiple works submitted on one submission will not be considered.
• There is no entry charge for any VAS Members.
• A One-Off £15 Hang Fee, is charged per artist for both Members and non-members that are exhibited at Dalkeith. Payment must be made by 28th October 2025 via bank transfer, stripe link or PayPal.
• Please ensure all artwork details are correct – titles, prices etc. submitted at this stage will be used for labels, the exhibition catalogue, and online.
• Image files should be JPG or PNG and no more than 3MB large. 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.
• Save your image files with your name and the title of your artwork as the file name, eg example.jpg.  Do not include any extra characters such as ‘ ” & % * ( ) < > / ~ # + =

Restrictions

Work that has been shown in the RSA in the last 5 years previously or shown with VAS in the last 5 years must not be submitted. 

No reproductions or copies of any kind will be accepted.

All pre-selected works need to be delivered to and collected from the gallery by the artist or a nominated representative or courier. VAS is unable to assist with the shipping and collection of your work.

Selection

Pre-selection results will be via log in to your OESS profile on date stated in open call, we do not email results out to you. We will remind you to check in via newsletter and social media. We regret that we cannot offer feedback on the results of the selection.

Pre-Selected Works

Works that pass the online pre-selection process must be delivered to the gallery by the date stated in the open call details on the assumption the piece will be shown in the exhibition.

All works that are pre-selected online are still subject to final selection by the panel on delivery to the gallery. This assessment is to ensure that the work is exhibition ready, and is neither damaged or not reflective of what was submitted. In the unlikely event that the works are not included in the final selection, they should be uplifted from the gallery on the date detailed in your notification email. If you have to come from afar, we can arrange storage for smaller works until the end of the exhibition. 

You may be required to install your own work depending on the scale. You will be contacted in advance if this is the case.

Work selected for the exhibition will be subject to £15 admin fee per artist (one payment per artist regardless of number of selected works). This must be paid by bank transfer or payment link we will not take cash or PayPal.

All wall works should come ready to be hung upon the traditionally gallery chains available. 

Delivery and Collection of Work

Please attach a stiff label to the back of your work with string. 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.

We can recommend couriers if you do not have your own contracts. Please email admin@visualartsscotland.org for advice on this matter. 

Artists sending work from outside the UK are responsible for any customs and duty charges, declarations and other related documentation for the artwork both entering and leaving the UK, and for ensuring that work is received at the gallery by the specified time. VAS is unable to pay import duty or related fees on any submitted work or arrange delivery back to you, this will be entirely the artists’ responsibility. 

IMPORTANT:

Please download your labels and attach them to your work following the instructions, and bring a copy of your submission form to the gallery.

Please also attach a permanent label to your work with name, title, price and a contact phone number.

Sales and Commission

Artist, Associate Members and non-members will be charged a commission of 40% on the sale price of all work sold in the exhibition.

VAS Professional Members will be charged a reduced commission rate of 35% on the sale price of all work sold in the exhibition.

Insurance

Whilst every possible care will be taken of works submitted, VAS cannot be responsible for any loss or damage incurred during the exhibition or in transit to and from it. The Society does not insure the exhibits; artists are advised to insure their own work.

Framing and Finishing

Please ensure a high standard of presentation of works. Any framing should be professionally finished and contemporary.

Works with wet paint will not be accepted; the artist is liable for the cost of any damage caused to other works by such items.

The artist is liable for the cost of any damage caused to other works by protruding hooks and fixings. Mirror plates for hanging are provided by VAS.

Please note that works requiring bull dog clips are not permitted, we welcome the following types of fixings: screws, pins, magnets (if the piece allows magnets to be used effectively). No bulldog clips or similar will be permitted and works delivered with this requirement will be rejected on site.  

Plinth and Display Equipment

Artists must provide their own floor-standing plinths or display equipment at the time of delivery - VAS has limited plinths or display solutions. 

Photography

Photographic reproduction of all works submitted and use of images for promotion or marketing purposes by the VAS is allowed by the Artist unless otherwise indicated.

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 the Terms and 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.

VAS cannot be responsible for any loss or damage incurred during the exhibition or in transit to and from it. The Society does not insure the exhibits; artists are advised to insure their own work.

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