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

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. 

Work must have been completed within two years prior to the exhibition and not have been exhibited previously at Mall Galleries.

Works should be no larger than 2.4m along the longest dimension. 

All works must be an original creation by the artist.

Acceptable media: 

All types of pastel including soft pastel, hard pastel, oil pastel, ink pastel, water-based pastel, conté crayons or sticks, sanguine, and other dry mediums that are similar in their application including charcoal, chalk, and pencil.

Mixed media works are welcome where pastel or another dry media is the primary medium. Such work should be submitted with a full description of the media used and any process which has been employed in the finished work beyond drawing and painting, e.g. printing, photography.

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 work must be framed and glazed with picture glass unless a dispensation is applied for and accepted by the Society and Mall Galleries in special circumstances.

Frames 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 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 and 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. 

The selection will be made entirely online and so the image of the work must be representative of the original work to ensure that a fair selection has been made.

The Society reserves the right to refuse any selected work that does not arrive on time, varies substantially from the image submitted or is poorly framed. If withdrawn, work 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 £400.

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

Terms and Conditions of Entry - Biennial Open 2025: Paper Works 

Section 1: Basic Entry Requirements

• All Applicants, including RWA Academicians - A maximum of 3 works may be submitted per applicant. Up to 3 works could be selected for the final show per applicant.
• Work cannot have been exhibited previously at the RWA.
• Artists are expected to submit recent work.
• All works must be for sale.
• Prices should be predominantly under £10,000
• All entries are subject to a two-stage selection process, and both selection stages will take place online. Artists will be notified after the second stage and selected works will be required to be delivered to the RWA.

Section 2: Cost of Entry

Submission fees are charged per item:

• £22 per item for General Public (£18.33+VAT)
• £16.50 per item for Students (£13.75+VAT)
• £16.50 per item for Friends of the RWA (£13.75+VAT)
• £11.00 per item for RWA Artist Network members (£9.17+VAT)
• RWA Academicians (who pay an annual subscription fee) receive free submission.
• First item free and £16.50 per each further item with a discounted entry code supplied at the RWA’s discretion.

Section 3: Submitting Work

All Entries

• All submissions must be made online using our Online Exhibition Submission System (OESS) which can be accessed via our website or through this link https://royalwestofenglandacademy.oess1.uk/ Please read the OESS user guide located on our website for further assistance. Please note – after making an account on OESS we recommend keeping a record of log in details as they will be needed to access results. Once the selectors have made their decisions it is the artists’ responsibility to log back into OESS and check their results, after 1pm on results day 04/12/2024.
• All artists must submit one image of each work. This will be viewed online at pre-selection and final selection stages, therefore please ensure images are as clear as possible.
• Images should be a JPEG or PNG file and should not exceed a maximum size of 5MB. (Please note PDF’s can only be uploaded for installation proposals.)
• If the work is 2D we do not need to see the frame in the image.
• If work is 3D, more than one view may be submitted, so long as they are edited into one image.
• If the work is an installation proposal, the image can be of the installed work or a preparatory piece e.g. sketch or model. Please submit further details of the proposed installation in a .pdf file by 12.00 on 31/10/24. Please contact exhibition@rwa.org.uk for assistance or queries relating to installation proposals.
• Please contact the RWA on 0117 9067601 if unable to access a computer.
• Group entries – please contact exhibition@rwa.org.uk for assistance with a group entry

Section 4: Medium – Admissible Works

4.1 Two-Dimensional Work

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

Painting, Drawing and Mixed Media

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

Printmaking

• All printmaking techniques are eligible e.g. etching, drypoint, collograph, woodcut, lithograph, screen print, digital and photographic.
• Prints may be unique (one-off) pieces or they may be signed, numbered and a limited edition.
• Digital prints are eligible only if it is clear to the selectors that they are original artworks made by the creative use of digital technology and that they are not reproduction prints.
• Artists are permitted to sell unframed multiples of selected work. Please see Section 12: Sale of Work.

4.2 Three-Dimensional Work

Sculpture

• The maximum floor space for sculpture is 1m x 1m (3.3 x 3.3ft).
• Please include any specific display instructions in Special Instructions.
• Artists are permitted to sell multiples of selected work. Please see Section 12: Sale of Work.
• Please note that it may not be possible to display work as requested - although we aim to display work as close to the artist’s specifications as we can, we cannot guarantee that specific plinth sizes, for example, can be met. The RWA's decision is final.
• Sculptures must weigh no more than 50kg.
• When submitting sculpture, please consider the health and safety implications of exhibiting work in a public place. Where work is deemed to be a health and safety risk the decision of the RWA is final.

Installation

• Deadline: 31 October, midday, for installation proposals
• Maximum recommended size is 2m x 2m (6.6 x 6.6ft).
• Please submit a .pdf file with full details of the proposed installation including any technical requirements. The selectors may contact pre-selected artists in w/c 4 November for an individual discussion prior to making a final selection.
• Please note that selected artists must include full instructions for assembly and display with their entry. All works are assembled and installed by RWA Technicians.
• Installation components must not weigh more than 50kg.
• Please contact the RWA at exhibition@rwa.org.uk if unsure whether an entry adheres to the Terms and Conditions.

4.3 Artist Books

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

4.4 Architecture

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

4.5 Moving Image   

How to enter Moving Image Works

• Entries should be made online as per entry guidelines.
• At this stage of the process we do not need video files, only a URL to the video online, but if work is selected, files should be submitted in the following file format: QuickTime Pro. Res. 422 (HD or 1920 x 1080 preferred, aspect ratio 16:9). Files not submitted in this format are not valid. More information about this will be provided after results day.
• A still image should be included as part of the submission, and, a URL to YouTube or Vimeo, and make sure the video is set to public viewing, or password protected viewing.
• If artists are unable to provide a URL we ask to please email exhibition@rwa.org.uk to enquire about sending a file transfer

Moving Image Regulations

• Moving image works must be a maximum duration of 3 minutes in length.
• Single screen works or single channel works only.
• Moving image works must share the focus of the call e.g. paper animation. Please contact exhibition@rwa.org.uk if unsure whether an entry adheres to the Terms and Conditions.
• Title screens or credits are not required as part of the file. The RWA will format these in adherence to house style using the information have entered online. Any additional artists/practitioners/funders that need to be credited on the work label should be included on the OESS system under ‘Artwork collaboration’.
• Work will be shown on a flat screen 43inch monitor and may be looped in sequence with other works if space demands.
• Sound will be played through headphones only.
• Artists will be asked to provide a transcript of any spoken word where applicable.

Section 5: Works Inadmissible

• Works in frames or on stretchers to which mirror plates cannot be easily fixed.
• Unframed works on paper that are unframed for reasons that are not aesthetic (see Section 6: Frames and Fixings).
• Reproduction prints which are made to accurately reproduce an already created original image such as a painting, drawing or etching.
• Due to installation limitations, we are unable to accept site-specific work entries.
• Work containing offensive material. Please note that the decision of what constitutes offensive material is at the discretion of the RWA.
• Works that require regular maintenance by gallery staff, e.g. with parts that must be refilled, refreshed or replaced.
• Works deemed by the RWA to be a health and safety risk e.g. containing untreated natural materials which may bring pests into the building. Please note that the identification of a health and safety risk is at the discretion of the RWA.
• Please note that the above conditions apply to all submission and may override the guarantee of entry for work created by RWA Academicians, if this work is deemed inadmissible for any of the reasons stated above.
  
   

Section 6: Frames and Fixings

• All framed work will be hung using mirror plates, therefore please ensure work is suitably framed.
• All fixtures must be removed from the back of framed work prior to delivery as remaining fixtures are one of the primary sources of damage to artworks.
• The RWA will attach all relevant fixings to all placed works for hanging.
• Where a work has a metal frame, the artist must include the original fixings with their entry.
• Artists are requested not to use perspex in framing as it scratches easily.
• Unframed work is acceptable where the decision has been made for aesthetic reasons. Please email exhibition@rwa.org.uk if you would like to check your framing will be acceptable.
• Unframed work must include clear instructions for display and the artist must provide the relevant fixings with their entry.

Section 7: Labelling Your Work

• Labels must be printed out from your OESS account on thin white card for each piece. This enables us to record that your work has entered the building.
• The label should be securely attached to the work with a thin piece of string, preferably with staples or strong tape. Please do not use thick cord, rope or twine as this makes it difficult to tuck the label behind the work once it has been hung.
• The string should be long enough to hang in front of the work when wall or plinth-mounted.
• The artist’s name, and title of work should also be written clearly on the back of the work.
• The top of all 2D works should be clearly marked on the back to show the correct orientation.

Section 8: Delivery and Packaging

• Artists will be required to bring in works during the Hand-In days: 11-13 January, 10am – 4pm. There will be bookable slots and artists will be informed about this closer to the time
• Works should arrive unwrapped. If you are delivering your work in person there will be space to unwrap your work on delivery. Packaging must then be removed from the RWA by the artist.
• Fragile work may remain wrapped in a way that does not obscure the work during placing.
• If your work is particularly large or heavy, please bring another person to assist wherever possible.

Section 9: International Entries

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

Section 10: Transport 

We encourage artists to deliver selected works for display to the RWA in person or with a named representative. The RWA does not offer a bookable courier service for Biennial Open exhibitions but we are happy to receive works sent by courier during the hand-in days specified below:

• If you are arranging a courier, please ensure the work is delivered on one of our hand in days (11-13 January 2025, 10am - 4pm) and notify us in advance by emailing exhibition@rwa.org.uk
• Please note the RWA will not cover any costs associated with the transport of works, including the cost of packing, shipping, import or postage.
• The RWA strongly advises artists against postal submissions and does not accept liability for damages to works whilst in transit or on the premises. We cannot guarantee that works sent by post will be safely received.
• The RWA will label work for collection by couriers at the end of the exhibition but cannot take responsibility for any damage caused on collection or during transit. Artists are advised to request that couriers provide adequate packaging for transport.

Section 11: Confirmation of Results

• It is the artist’s responsibility to check their results online on the OESS platform after Wednesday 4 December, 13.00.
• The RWA does NOT send emails confirming results.
• The RWA is not responsible for an artist’s failure to receive results.

Section 12: Sale of Work

Exhibited Artwork

• Selling prices must be rounded to the nearest pound.
• Artists must state the catalogue selling price on their submission. Please note this is not the amount they will receive if the work sells. The catalogue selling price includes the RWA’s commission of 35%+VAT (totalling 42%) and it is the artist’s responsibility to take this into account when setting their price.
• The information you enter online will be used in all pricing documents. Once the online submissions software has been locked this information cannot be changed. Therefore please ensure this information is correct at the time of submission.
• Artists will be advised of sales, and payment to the artist will be made usually within a month of the sale provided that full payment has been received from the purchaser.
• If an artwork is purchased through the Own Art scheme then please note that payment will be made 1 month after the exhibition finishes. On some occasions an Own Art payment will take slightly longer than this, but artists will be informed if this is the case.

Multiples of Exhibited Artwork

• Unframed digital prints can only be sold if the exhibited work is a digital print.
• The sale of giclée prints of original artwork is not permitted.
• Selling prices must be rounded to the nearest pound.
• All multiples are sold unframed. Please ensure the price entered reflects this.
• The price stated on your submission is the catalogue selling price and this must include the RWA’s commission of 35%+VAT (totalling 42%).
• The artist is responsible for all postage or delivery costs to the purchaser in the case of multiples, so please factor this in when pricing your editions.
• The information you enter online will be used in all pricing documents. Once the online submissions software has been locked this information cannot be changed. Therefore please ensure this information is correct at the time of submission.
• Artists will be informed of orders for unframed prints and sculpture multiples via email once payment is received by the RWA.
• Payment to the artist will be made usually within a month of the sale provided that the work has been posted.
• In the case of editions, it is the artist’s responsibility to mail/deliver the work to the purchaser within 2 weeks of notification email. Please do not send editions to the RWA as we do not have storage space to accommodate them.

Section 13: Collecting Your Work

• Work can be collected from the RWA on Saturday 3 and Sunday 4 May 2025 10am – 4pm. Artists will be reminded about this and asked to book a collection slot prior to the close of the exhibition.
• In order to collect your work please bring with you a form of ID.
• If a third party is collecting work on your behalf, they must bring ID with them and the artist must email exhibition@rwa.org.uk to confirm they give their permission for this. Work will not be released without this authority.
• If you have arranged for a courier to collect your work, you must email the RWA at least one week in advance at exhibition@rwa.org.uk with details of the collection.
• Unsold works that have not been collected by 4pm on 4 May 2025 will incur a storage charge of £15 per work per week.
• If any work submitted has not been collected within 3 months after the closing date the RWA shall be entitled to, without prior notice to the artist, sell or otherwise dispose of such works and to devote the proceeds of such sale or other disposition to the RWA as an independent charity.

Section 14: Insurance and Damage to Work

• Exhibitors are responsible for arranging their own insurance to cover damage or loss to their artwork either in transit or whilst at the Academy. (Please note that this is due to the volume of works received and the tight timeframe for installation, which means that the RWA is not able to condition report all works on entry.)
• Work must be insured by the artist from the point of collection if you are using regional transport.
• The utmost care will be taken of all works sent in for exhibition, however neither the Academy, its officers nor its representatives will be responsible for any loss or damage whilst the works are in their possession howsoever caused.

Section 15: Copyright

• Copyright remains with the artist; however, by registering online and agreeing to the terms and conditions the artist agrees that their work can be used for the promotion of the RWA and its exhibitions.
• If an artist does not own all of the rights, title and interest in and to a Work, the RWA must be expressly informed in writing of all relevant details concerning all other third parties’ rights to that Work. The artist shall indemnify the RWA against all losses, liabilities, costs and expenses in respect of claims made by third parties alleging partial or total ownership of the Work or any rights in the Work, including intellectual property rights.

Section 16: Withdrawal of entry

• Entries can be withdrawn any point up to the submission deadline (extended) of 18 November / (31 October in the case of installation proposals).
• It is the artist’s responsibility to contact the RWA to arrange the withdrawal of their submission.
• Refunds of entry fees are not permitted, therefore please ensure your work meets the RWA entry criteria before submitting and contact exhibition@rwa.org.uk with any related queries.

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