Conditions of Entry and Sale – 2017 Camberwell Art Show

In submitting an entry the Artist contracts with the Rotary Club of Camberwell Inc. [hereinafter referred to as “the Club”] and acknowledges acceptance of the following conditions of entry:

1.0      Entry Terms:

    • All entries must be new original painting works completed by the Artist. If a person other than the Artist makes an entry, a written authority signed by the Artist authorizing that person must be emailed to
    • All entries must be made through the on-line entry system on the Camberwell Art Show web-page ( For assistance in entering please see the “How to enter step by step” or contact us. Assistance in entering artists’ details and images including scanning is available.
    • No work shall be submitted if the sale of the artwork is a resale within the meaning of the Resale Royalty Right for Visual Artists Act 2009 (“the Act”). Any party submitting an artwork shall indemnify the Club for any liability pursuant to the Act.
    • No work shall be submitted if the sale of the artwork is a buying, selling, exchange or otherwise dealing in second hand goods within the meaning of the Second Hand Pawnbrokers Act 1989.
    • All works submitted will be for sale, unless otherwise agreed in writing by the Club.
    • The Artist will fix the sale price on the entry form.
    • All entries are submitted at the total risk of the Artist. The Artist indemnifies the Club against any claim, loss or damage of whatever nature or cause however occurring and whether directly or indirectly relating to entered works or their delivery or description.
    • All entry fees are compulsory and are not refundable under any circumstances even if works are not received by the Club.
    • The Artist appoints the Club as his or her agent for all purposes associated with exhibition and sale and grants a licence to the Club to reproduce any work submitted for the purpose of publicity, promoting the exhibition, education, preparing a catalogue, including paintings an on-line catalogue.

2.0     Restrictions on Works Being Entered

    • No. of Works: Each Artist shall be entitled to submit for assessment a maximum of six (6) works.
    • Each work must be the sole, original, uncopied work of the named artist.
    • Size of Painting: Submitted work for entry into the competition must not exceed (1.4) metres on any one side of the painting (including framing, if any). Oversize paintings, with a measurement in excess of 1.4 metres on any one side, will be considered for hanging and sale at the Show at the discretion of the Club. Oversize paintings will not be eligible for competition.
    • Framing and Wire: All paintings to be framed. Stretchered canvas is considered framed but must have rigid and adequate cross members. Each work must be fitted with substantial hanging wire or heavy-duty cord and 'flush D hangers.' Hangers which protrude, e.g. 'eye hooks' and which can damage other works when stored are not acceptable. The apex of the hanging wire or cord should be approximately 75 mm. below the top of the frame.
    • Non Acceptable Works: Works of beaten metal, 3D, painted porcelain or ceramic, photographs, digitally enhanced artwork, 'worked' prints, prints including linocuts, monoprints, stencils, etc., etchings, pokerwork, pyrography, textile art works, bark arrangements, plaster relief work, unprotected tempera or wet paintings or works of a like nature of the above (as determined by the Club in its absolute discretion), are not acceptable.
    • Multi panel pieces are accepted as one work but overall must not exceed the size limits as a whole.
    • Guest Artists: Works submitted by a guest or invited artist will not be eligible for competition. Such works will be for exhibition and sale only.
    • Additional Works: Individual artists may, at the discretion of the Club, be invited to supply more than six (6) paintings. Such works will be for exhibition and sale only.

3.0     Submission Process

  • The submission and entry procedure will follow these stages:
    • Submissions will only be accepted via the on-line entry facility of the Art Show’s Web Site.
      • Incomplete applications will not be considered.
      • All entries must be received on or before the closing date for applications specified in the ‘Exhibition Summary’. The initial submission facility of the Art Show website will be unavailable after this date.
      • An Artist must provide bank account details to enable payment to be made to the artist for any paintings sold during the Show.
      • All applicants must have an email address as all correspondence will be by email.
      • An artist may be asked to provide additional information in connection with an application or a work submitted. Failure to provide the additional information may result in rejection of the application or the work.
    • Initial submission of up to 6 paintings, on line, with a non-refundable fee paid of $10.00 per painting.
    • An entrant must pay on-line with a credit/debit card.
      • Payments by EFT or cheque are no longer accepted due to the excessive administration work for these types of payments.
    • Realistic colour images of the works to be submitted can be uploaded at this time.
      • All images must be a medium to high quality .jpg file and be of the work in its entirety.
      • Artist must notify the Club if they do not wish for images of their artwork to be used for promotional purposes.
      • If there is significant or noticeable difference between the initial submitted image and the actual painting, the Club reserves the right to reject the acceptance of the painting. On such a rejection any fees paid will not be refunded.
    • After the closing date all submissions will be reviewed and assessed by “The Panel”.
    • Artists whose paintings are selected for exhibition will be notified and invited to exhibit at the Show, and will pay an exhibition fee of:
      • $20 for each selected work invited to be hung that is no more than 1 metre on any one side.
      • $30 for each selected work invited to be hung that is between 1 and 1.4 metres on any one side.
      • $50 for works greater than 1.4 metres on any one side and may or may not be hung at the discretion of the Rotary Club of Camberwell.
      • Note: The size of works is inclusive of the frame.
    • All selected works must be made available for sale and must be made available for delivery and display at The Show during the entire period of the exhibition.
      • Artists must notify the Club if any selected work is no longer available for sale at the Show or of his/her intention to withdraw from entry any work. Selected works so withdrawn may be substituted on the decision of the Club and/or “The Panel”.
  • For further information or assistance in submitting paintings:

4.0     The Selection and Judging Panel ("The Panel")

How it works:

  • Every year one or more persons will be appointed from outside the Club to the Panel.
  • The Panel will initially review and assess all applications received, and will decide which works will be invited to exhibit at the Camberwell Art Show.
  • The Panel will choose the overall winner of Best in Show and all Awards to be given for the year, and the recipients of special commendation awards in all or any of the categories of entries from the works that are received at the Art Show for hanging.
  • Amongst other things, works will be selected on the basis of:

o   Compliance with the entry criteria and other requirements;

o   The quality of the work/s submitted;

  • Artists will be notified which of their works have been accepted to be exhibited by email at least 3 weeks prior to the opening of the Show.
  • All decisions on acceptances will be final and no correspondence or discussion will be entered into.
  • The Club reserves the absolute right to exhibit such works as the Club and/or the Panel may select to be on view during the Show. The Club reserves the right, at any stage of the Show, to hang or withdraw any work whether or not selected for display at the opening of the sale/exhibition.

5.0     Awards:

  • We have ten awards of which three are acquisitive and seven are non-acquisitive.
  • Winners of an award will not be eligible for consideration for additional awards in the 2017 Show.
  • Awards will include GST where applicable. Non-cash awards are GST inclusive values.
  • The Club reserves the right not to make an award in any category, if in the opinion of The Panel, works submitted do not satisfy the relevant standard and all awards are conferred by the Club in its sole and absolute discretion.

6.0     Commission and GST:

  • The Club is authorized to offer any entry for sale to the public at the price (inclusive of GST if any) endorsed on the electronic entry form and in the event of the sale being effected to retain thirty per centum [30%] of such price as a selling commission. The commission includes GST.
  • GST has been included in all fees and charges. Artists must complete the GST Section by selecting one of the five categories and provide relevant information.
  • Artists are liable for all and any GST on entry and competition fees; on charges for handling or return of paintings and on painting sales [where applicable].
  • Awards of cash prizes are deemed inclusive of any requisite GST amount.
  • The Club reserves the right to reject an entry where insufficient GST information is given.

7.0     Insurance:

  • The Club will exercise all reasonable care in handling the works submitted, but will not be responsible for the loss of or any damage to any works while in the custody of the Club or the Club's agents.
  • Artists are responsible for insuring their works against loss or damage whether in custody of the Club or in transit.

8.0     Delivery and Receipt:

  • Selected paintings must be received at the Swinburne University, Advanced Technologies Building, Burwood Road, Hawthorn between 2.00pm and 9.00pm on Tuesday 4 July and 8.30am and 1.00pm on Wednesday 5 July 2017.
  • Works will not be accepted or considered if received after 5 July 2017 nor will any fees be refunded.

 9.0     Collection:

  • Unsold paintings must be collected by Artists, their agents or proxies from the Advanced Technologies Building, Burwood Road, Hawthorn between 6.00pm and 9.30pm on Sunday 16 July and from 8.00am to 1.00pm on Monday 17 July 2017.
  • An additional late handling fee of $50 per painting will be incurred if not collected by 1.00pm on Monday 17 July, 2017.
  • If an Artist fails to collect his or her unsold work(s) within 30 days of the end of the Show, the work(s) become the property of the Club and may be disposed of in any way that the Club chooses.

10.0   Country, Interstate & Overseas Entries:

  • Entries must be delivered free of all charges etc. and free of all packaging except for a minimum of bubble wrap.
  • No payments whatsoever will be made by the Club for freight or other charges incurred in delivery or return of entries. Separate arrangements apply to Courier deliveries. Entries which breach this condition will be rejected.

11.0   Payments to Artists:

  • The Club undertakes to pay by EFT to the Artist the sale proceeds less commission (inclusive of GST) within 10 business days of the close of the Show (i.e. by close of business 28 July 2017).

12.0 General

These Terms and Conditions cannot be varied unless agreed in writing by the Club.


Art Show Summary




Opening date for submissions 

27 March 2017

Closing date for submissions

12 June 2017 at 5.00pm [NOTE: This date is firm and will not be extended.]

Artists notified of invited paintings

21 June 2017

Cut off date for payment of exhibition fee

28 June 2017

Delivery of works

2.00pm to 9.00pm Tuesday 4 July 2017


8.30am to 1.00pm Wednesday 5 July 2017


to Advanced Technologies Building, Swinburne University, Burwood Road, Hawthorn

Gala Opening and Awards night

Friday 7 July 2017, 6.30pm to 10.00pm

Period of Show

Saturday 8 July to Sunday 16 July 2017, 10.00am to 5.00pm with the exception of Friday 15 July closing at 9.00pm

Collection of works   

6.00pm to 9.30pm Sunday 16 July 2017


8.00am to 1.00pm Monday 17 July 2017



Non-refundable initial submission fee

$10 per painting for the submission of up to 6 works.

Exhibition Fee

$20 for each selected work invited to be hung that is no more than 1 metre on any one side.


$30 for each selected work invited to be hung that is between 1 and 1.4 metres on any one side.


$50 for works greater than 1.4 metres on any one side and may or may not be hung at the discretion of the Rotary Club of Camberwell.


The size of works is inclusive of the frame.

Percentage commission levied on sales

30% (inc. GST)




To Be Announced


Acquisitive prizes

$20,000 — Best In Show

$4,000 — Best traditional work valued less than $3,500

$4,000 — Best non-traditional work valued less than $3,500

Non-acquisitive prizes

$1,000 — Best traditional work valued less than $1,500

$1,000 — Best non-traditional work valued less than $1,500

$1,000 — Best oil/acrylic work valued less than $1,500

$1,000 — Best paper work valued less than $1,500

Plus three $1,000 judges' special prizes



For all enquiries or assistance in entering email: Subsequently the enquirer will be contacted by a nominated person who can assist the Artist in submitting their entries or responding to their enquiry.