Exhibition Terms and Conditions 2019 | Head On Photo Festival

Exhibition Terms and Conditions 2019

 
 

Terms and Conditions

Exhibition submissions for Head On Photo Festival 2019

(excluding the Head On Photo Awards)

A. Introduction

  1. The 2019 Festival is open to Applicants of any age, residing anywhere (not restricted to Australia)
  2. Applicants should submit between 29 June to 29 July 2018 via the Head On Photo Festival website (https://www.headon.com.au/exhibition-submissions-2019)
  3. A submission fee of AUD$15 (non-refundable) per submission is payable at the time of submitting the proposal
  4. Payment of the submission fee deems the Applicant accepts all Terms and Conditions set out by Head On
  5. Applicants may submit more than one proposal
  6. Submissions can be for solo exhibitions or on behalf of a group
  7. Submissions can be for printed photography exhibitions, or multi-media of any genre and subject matter
  8. The Applicant can be:
    1. The exhibiting artist of a solo exhibition
    2. The contact artist of a group of exhibiting artists
    3. A representative organizing an exhibition on behalf of the exhibiting artist/s such as independent curator or curator / staff member at an exhibition space
  9. The Applicant warrants that they have the authority to enter into this agreement with Head On on behalf of the artists and is responsible for complying with these Terms & Conditions
  10. Applicants accepted into Head On Photo Festival 2019 can apply to exhibit more than one exhibition (or take part in a group show) during the festival providing the work is not from the same series, was submitted to Head On and each exhibition has been approved in writing by Head On Photo Festival
  11. The Applicant warrants that all works submitted are original works created by the Applicant and /or artists they are representing, and that such works do not infringe any third party's copyright, other intellectual property rights, moral rights or rights to privacy, and are not defamatory or otherwise in breach of any law. The Applicant agrees to indemnify Head On Foundation Ltd and Head On Photo Festival for any possible loss or legal action against it
  12. Copyright in any works submitted will remain the property of the artist. Head On Photo Festival is entitled to use any image submitted for marketing and promotional purposes
  13. Applicants agree that their images may be reproduced in any marketing and promotion of their work and of Head On Photo Festival and be included in exhibition catalogue(s), limited edition postcards and on the Head On Photo Festival website. Such use may be in any media whatsoever. Head On Photo Festival will use its best endeavours to credit the photographer whenever their image is used. Head On Photo Festival will endeavour not to crop images whenever these images are used
  14. Use of personal information
    1. Each Applicant acknowledges and agrees that they will provide personal information (such as their name, address, telephone number and email address) to Head On Photo Festival. This personal information will be dealt with in accordance with Head On's Privacy Policy
  15. Head On shall be entitled to exclude or remove from the 2019 Festival any Applicant (and their exhibitions) who has submitted false information or who does not comply with all terms and conditions set out by Head On
  16. All terms and conditions may be updated at Head On’s discretion

B. Submission process

  1. Applicants must complete all fields of the online application and submit work according to the specifications outlined in 13a and 13b below, pay the non-refundable submission fee of AUD$15 per submission and agree to the Terms and Conditions set out in this document at (https://www.headon.com.au/exhibition-submissions-2019)
    1. Specifications for still photography
      1. Upload 10 images - 1200 pixels longest side saved as jpg compression level 8
      2. Remove any watermarks from your images
    2. Specifications for multi-media/short film/short video
      1. Upload one frame and provide a link to the full video Saved in HD 720P format (1280x720) as MPEG-4, compression H264

C. SELECTION PROCESS

  1. Submissions will be reviewed by a selection committee of industry experts nominated by Head On Photo Festival and/or by the Festival’s Creative Director, Moshe Rosenzveig OAM
  2. The artists’ names will not be seen by the committee members during the selection process
  3. Successful Applicants will be accepted to exhibit in either the Associated or Featured programs of Head On Photo Festival 2019
  4. A limited number of Applicants selected for the Featured program will be invited to exhibit in the Head On Curated program
  5. Applicants will be notified regarding the outcome of the selection by either email and/or telephone between Monday 26 August – Friday 30 August 2018
  6. Applicants accepted into the Festival who proceed to become Exhibitors in Head On Photo Festival 2019 will receive benefits as detailed in Appendix B of this document

D. Applicants who proceed to exhibit at Head On Photo Festival 2019

  1. Head On Photo Festival 2019 is scheduled to launch on Fri 3 May and run Sat 4 May to Sun 19 May 2019 (inclusive)
  2. Dates and times of exhibition openings and other events including but not limited to talks, workshops, book signings, photo-book events, photo-walks, art tours, demonstrations etc. held before Fri 3 May 2019 or between Fri 3 May – Wed 8 May 2019 will not receive promotion and may be removed from the program unless the event is coordinated with and approved by Head On
  3. Applicants must apply to Head On to run any educational activity such as workshops or any activities charging money from participants and not schedule any such events without written approval from Head On
  4. All exhibitions should have opened by Saturday 18 May 2019
  5. All successful Applicants who wish to exhibit in Head On Photo Festival 2019 will be required to pay a registration fee Friday 14 September 2018 as set out in Appendix A of this document and will receive Terms and Conditions for Exhibitors
  6. This fee is payable even though exhibition space has not been confirmed
  7. Applicants who do not pay the registration fee by the deadline may be excluded from the Festival program
  8. If the exhibition is not going to proceed, registration fees are fully refundable upon request in writing as outlined in Appendix A of this document
  9. Registration fees cannot be carried over for a future Head On Photo Festival
  10. The Applicant will be responsible for providing Head On with current/updated information to Head On such as names and contact details of artist and venue, exhibition dates etc.
  11. Images included in the original submission should be included in the final exhibition. Any substitutions, changes or variations to the original submission must be approved in writing by Head On Photo Festival by Friday 25 January 2019
  12. Head On Photo Festival reserves the right not to include an exhibition which includes images that are not approved by Head On Photo Festival, in its absolute discretion
  13. Any work accepted into the festival may not be exhibited in Sydney between 1 November 2019 and the opening of Head On Photo Festival 2019 unless agreed to in writing by Head On Photo Festival
  14. Exhibitors will NOT exhibit the work accepted into Head On Photo Festival 2019 in more than one Sydney location (whether as part of the 2019 Festival or not) during May 2019 unless approved by Head On Photo Festival by Friday 25 January 2019
  15. Exhibitors can exhibit in more than one exhibition of Head On Photo Festival 2019 providing each exhibition was individually approved by Head On
  16. Exhibitors can submit images included in a submission that has been accepted into Head On Photo Festival 2019 to the Head On Photo Awards
  17. Applicants will only exhibit work from the body of work or project accepted into Head On Photo Festival
  18. Images from the same body of work but were not part of the original submission can be included in the exhibition
  19. Applicants who do not coordinate dates with Head On before booking venues or organizing events may not receive promotion and may be removed from the program
  20. Head On may use any image submitted to Head On for marketing and promotional purposes
  21. Publicity including media releases must be coordinated with Head On
  22. If accepted into the Associated Program
    1. The Applicant will be responsible for securing an appropriate exhibition space and complying with the Terms and Conditions of that exhibition space
    2. The exhibition space can be a traditional (e.g. gallery) or non-traditional (e.g. café, library, studio etc.)
    3. The Applicant and/or exhibiting artist(s) and/or exhibition space will be required to bear all production and administration costs associated with the exhibition (including printing, installation and venue costs)
    4. Exhibited work can be made available for sale
  23. If accepted into the Featured Program or Head On Curated Program
    1. The Applicant will be invited by Head On Photo Festival to exhibit at a specific venue or may also suggest a venue to Head On Photo Festival
    2. The Applicant, Head On Foundation and the exhibition space will be required to share the exhibition costs (including exhibition management, printing, installation, venue costs, freight, events and promotion)
    3. The costs will vary depending on venue and exhibition specifications
    4. Costs will be discussed with each Applicant upon acceptance into the Festival
    5. Exhibited work can be made available for sale subject to negotiation of a commission payable to Head On
    6. Head On Photo Festival Creative Director OAM will lead the curation of Head On Curated exhibitions in consultation with the artist
    7. Applicants cannot change the curatorial structure of the exhibition without prior confirmation in writing from Head On Photo Festival

E. Sponsorship

  1. Applicants accepted into the Festival can apply for in-kind and/or cash sponsorship from third parties according to Head On’s sponsorship policy available on request from Head On
  2. Without a Head On approved sponsorship proposal, Exhibitors/Representatives cannot
    1. Refer to Head On or Head On Photo Festival in any discussions with or in documents distributed to potential sponsors
    2. Offer benefits to sponsors
    3. Represent Head On or be perceived to represent Head On
    4. Use Head On’s logo anywhere or in any form without the written permission of Head On

F. Key dates

  • 29 June (Fri) –29 Jul (Sun) 2018: submissions
  • 26 Aug (Mon) - 30 Aug (Fri) 2018: notification to Applicants
  • 14 Sept (Fri) 2018: registration fees due
  • 25 Jan (Fri) 2019: deadline to request refund of Featured registration fee
  • 25 Jan (Fri) – 15 Feb (Fri) 2019: create webpages and upload images
  • 15 Feb (Fri) 2019: deadline to request refund of Associated registration fee
  • 15 Feb (Fri) 2019: Festival program closes
  • 3 May (Fri) 2019: Launch of Head On Photo Festival 2019
  • 4 May (Sat) – 19 May (Sun): Head On Photo Festival 2019

Appendix A

Registration fees & Timeline*

DATES

WHAT

HOW

FEES (AUD)

Fri 29 June to

Sun 29 Jul 2018

Submissions to exhibit in Head On Photo Festival 2019

Go to https://www.headon.com.au/exhibition-submissions-2019

$15

Non-refundable

Mon 26 - Fri 30 Aug 2018

Notification to applicants

Email – all Applicants

Telephone – Applicants accepted for the Featured Program

NA

 

TIMELINE FOR SUCCESSFUL APPLICANTS

 

Fri 14 Sept 2018**

Deadline to pay registration fee for Featured Program

https://www.headon.com.au/product/registration-fee-2019-featured

 

$450

Refundable upon request in writing before

Fri 25 Jan 2019

Fri 14 Sept 2018

Deadline to pay registration fee for Associated Program

https://www.headon.com.au/product/registration-fee-2019-associated

 

$250

(approx. US$190/€160)

Refundable upon request in writing before

Fri 15 Feb 2019

Fri 25 Jan 2019

Featured exhibitors

Deadline to request refund (if the exhibition is not going ahead) –

Email request to anita@headon.com.au

NA

Fri 25 Jan 2019**

to

Fri 15 Feb 2019

Prepare six images to upload

Information to be provided closer to the due date

NA

Create a webpage

NA

Prepare exhibition statement

NA

Complete online form

NA

Upload six images

NA

Edit as necessary

NA

Fri 15 Feb 2019

Associated exhibitors

Deadline to request refund (if the exhibition is not going ahead)

Email request to anita@headon.com.au

NA

Fri 15 Feb 2019

Festival program closes

Information to be provided closer to the date

NA

Fri 3 May 2019

Launch of Head On Photo Festival

NA

Sat 4 May 2019

Featured exhibitions and events of Head On Photo Festival 2019 commence

NA

Sun 19 May 2019

Head On Photo Festival closes

NA


**Head On may request high resolution images and/or more images for marketing purposes*The time line and fee structure may be updated at Head On’s discretion

Appendix B

Benefitts for Exhbitor/Representative

The not-for-profit Head On Photo Festival is one of the world’s leading photography festivals, attracting critical acclaim and extensive publicity. The Head On team works year round on project management, infrastructure, promotion, marketing, sponsorships necessary to present hundreds of artists with the opportunity to show their work to a global audience through the annual Head On Photo Festival.

The Head On team endeavours to assist all exhibitors where possible; for example by negotiating discounted services from preferred suppliers and subsidising Head On services (coordination/project management, promotion, website, program etc.)

Benefits to all exhibitors

  • - Inclusion in the Head On Photo Festival 2019 program
  • - Helpdesk and general administration
  • - List of service providers providing a discount to Head On Photo Festival exhibitors e.g. printers, framers
  • - Promotion of the exhibition (including  design, production and implementation) via
    • - Exhibition webpage (www.headon.com.au)
    • - Printed program
    • - Opportunity to place postcards / flyers in a key Festival venue
  • - Promotion of Head On Photo Festival via:
    • - Head On Photo Festival EDM’s
    • - Head On Photo Festival social media
    • - Head On Photo Festival website
    • - PR agency contracted by Head On Photo Festival
    • - On-line program/calendar/blog (www.headon.com.au)

Extra benefits to Head On Associated Exhibitors

  • Design, production and implementation of a quarter page in the 2019 Festival A5 printed program

Extra benefits to Head On Featured Exhibitors

  • - Promotion of the exhibition (including  design, production and implementation) via:
    • - A half page in the 2019 Festival A5 printed program
    • - Social media
    • - e-news
    • - Press kit compiled and distributed by a contracted PR agency
    • - On-line image gallery (post-festival)
  • - Liaising with the PR agency contracted by Head On
  • - Curatorial input from Head On Photo Festival Creative Director Moshe Rosenzveig OAM in collaboration with the artist and /or exhibition space

Extra benefits to Head On Curated Exhibitors

  • - Promotion of the exhibition (including  design, production and implementation) via:
    • - A whole page in the 2019 Festival A5 printed program
    • - Social media
    • - e-news
    • - Press kit compiled and distributed by a contracted PR agency
    • - On-line image gallery (post-festival)
  • - Liaising with the PR agency contracted by Head On
  • - Seeking funding opportunities and liaising with potential sponsors and funding bodies
  • - Exhibition management including
    • - Curatorial services led by Head On Photo Festival Creative Director Moshe Rosenzveig OAM in consultation with the artist
    • - Pre-production work such as resizing, liaising with printers
    • - Exhibition design and infrastructure
    • - Installation, de-installation, storage of prints
    • - Administration
  • - Managing sales of artworks and books, post-festival exhibitions and touring opportunities
Date: 22 June 2018