Conditions of Entry and Sale 2018 Camberwell Art Show

In submitting an Entry, the Artist contracts with the Rotary Club of Camberwell Inc. [hereinafter referred to as 'the Club'] and acknowledge 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 authorising that person must be emailed to:
    • All entries must be made through the on-line entry system on the Camberwell Art Show webpage []. For assistance in entering please see 'Frequently Asked Questions [FAQ] or contacts. 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 ["the Act"]. Any party submitting any artwork shall indemnify the Club for any liability pursuant to the Act. No work shall be submitted if the sale of the artwork is buying, selling, exchanging 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 how so ever occurring and whether directly or indirectly relating to entered works or their delivery or description.
    • Entry fees are compulsory for each work submitted; Guest Artists are exempt. Entry fees are not refundable under any circumstances even if the work[s] are not received by the Club.
    • The Artist appoints the Club as his or her agent for the 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 in an on-line catalogue.

2.0     Restrictions on Works Being Entered:

    • Number of Works: The Artist shall be entitled to submit for assessment a maximum of six [6] original works and warrants that all entries submitted are his or her original uncopied work.
    • Each entered painting must be the sole work of the named Artist.
    • Size of Painting: Submitted work for entry into the competition that does not exceed 1 metre on any one side of the painting [including framing, if any] will incur an entry fee of $20. Paintings with a measurement between 1 and 1.4 metres on one side, will incur a fee of $30/painting and any paintings greater than 1.4 metres on any one side will incur an entry fee of $50 and may or not be hung at the discretion of the Club.
    • 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 [NOT 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 should be approximately 75mm. below the top of the frame. Works not meeting these criteria will NOT be hung and any fees will NOT be refunded.
    • Non Acceptable Works: Works of beaten metal, painted porcelain, ceramic, photographs, digitally enhanced artwork, computer generated works, 'worked' prints, prints including linocuts, monoprints, stencils etc, etchings, pokerwork, pyrography, textile art works, bark arrangements, plaster reliefed 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 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 the maximum number of paintings. Such works will be for exhibition and sale only.

3.0     Submission Process

  • The submission and entry procedure will follow these stages:
    • Initial submission of up to six [6] paintings, on line, with a fee of $10 per painting. This fee must be paid by credit card and is not refundable.
    • An entrant must pay online. Accurate hi-resolution jpeg images of the works to be submitted must be uploaded at this time.
    • After the closing date all submissions will be reviewed and assessed by the Judging Panel.
    • Artists whose paintings are selected for exhibition will be notified and invited to exhibit at the 2018 Show, and their credit card will automatically be debited the appropriate exhibition fee amount of either, $20, $30 or $50, depending on the painting size on or before 27th June 2018 for each selected work to confirm the invitation.
    • All submissions will only be accepted via the on-line entry facility of the Art Show's Web Site.
    • All applicants must have an email address as all correspondence will be by email.
    • 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.
    • All images must be a high-resolution jpeg file and be of the work in its entirety. If there is a significant or noticeable difference between the initial 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.
    • Incomplete applications will not be considered.
    • 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.
    • An Artist must provide bank account details to enable payment to be made to the Artist for any paintings sold during the Show. 3.13 Artists must notify the Club if any selected work is no longer available for sale at the Show or his/her intention to withdraw from entry any work with no refund of fees paid. Selected works so withdrawn may be substituted on the decision of 'The Judging Panel.'
    • An Artist may be required to provide additional information in connection with an application or work submitted. Failure to provide the additional information may result in rejection of the application or the work.
    • For further information or assistance in submitting paintings: Browse or Email
    • Subsequently the Artist will be contacted by a nominated person who can assist the Artist in submitting their entries.

4.0     The Selection and Judging Panel

  • How it works:
    • Every year three persons will be appointed from outside the Club to the Judging 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 winner of the Best of 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:
      • Compliance with the entry criteria and other requirements;
      • 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 two [2] 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 Judging 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:

    • The Rotary Club of Camberwell has a number of awards each year. All paintings entered shall be judged for the category of award that the club determines, in its discretion, the artwork satisfies. The club's and judges' decisions shall be final and no correspondence will be entered into with the respect to any award.
    • Winners of an award will not be eligible for consideration from additional awards in 2018.
    • 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 Judging 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 authorised 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 affected, 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 [5] categories and provide relevant information.
    • Artists are liable for all or any GST on entry and competition fees; 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, its members, volunteers or agents will exercise all reasonable care in handling the works submitted, but will not be responsible for the loss 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, 427 Burwood Road, Hawthorn, between 10am and 10pm on Tuesday, 3rd July, 2018.
    • Works will not be accepted or considered if received after the 3rd July, 2018, 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, 427 Burwood Road, Hawthorn, between 6pm and 9.30pm on Sunday 15th July, and from 8.00am to 1.00pm on Monday 16th July, 2018.
    • An additional late handling fee of $50.00 per painting will be incurred if not collected by 12pm on Monday, 16th July, 2018.
    • If an Artist fails to collect his or her unsold work[s] at the designated time, they will be stored for a period of 14 days at the cost of the artist, after that the Club may sell the work or works if they have not been collected.

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:

    • If the Artist has provided accurate bank details, the Club will pay by EFT to the Artist the sale proceeds less commission [inclusive of GST] within ten [10] business days of the close of the art show [i.e. by the close of business 27th July, 2018].

12.0 General

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

Art Show Committee,
Rotary Club of Camberwell Inc.

Important Dates



Opening date for submissions:

26th March 2018

Closing date for initial submissions: Monday, 11th June, 2018

Please note that this Closing Date will NOT be extended.

Artists notified of Invited Paintings:

21st June, 2018

Cut Off Date for Payment of Exhibition Fee:

27th June, 2018

Delivery of Paintings:

10am to 10pm - Tuesday, 3rd July
To: Advanced Technologies Building, Swinburne University, 427 Burwood Road, Hawthorn.

Gala Opening & Award Night:

Friday, 6th July – 6:30pm to 10.30pm

Open to the Public:

Saturday, 7th July to Sunday 15th July.
Weekends: 10am to 5pm
Week Days: 10am to 9pm

Collection of Works:

Sunday, 15th July – 6pm to 9.30pm
Monday, 16th July – 8am to 1pm



Applicable Fees:


Non-refundable Initial Submission Fee:

$10 per painting

Exhibition Fee:

1) $20 for each selected work that does not exceed 1 metre on any one side of the painting [including framing, if any]


2) $30 for each selected work with a measurement between 1 and 1.4 metres on one side


3) $50 for each selected work greater than 1.4 metres on any one side and it will be hung at the discretion of the Rotary Club of Camberwell.

Percentage Commission levied on Sales





Best in Show

$20,000 [Acquisitive]
Best Non-Traditional work $3,000  
Best Traditional work $3,000  
Best Non-Traditional work under $1.5K $1,000  
Best Traditional work under $1.5K $1,000  
Best Oil/Acrylic* $3,000  
Best Work on Paper* $3,000  
Best Oil < $1500 $1,000  
Best Work on Paper < $1500 $1,000  
Judges' Special Award $500  
Judges' Special Award $500  
Judges' Special Award $500  

* New Award



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.