Terms & Conditions
ROTARY ELTHAM ART SHOW 2026
The Rotary Eltham Art Show is an initiative of the Rotary Club of Eltham (“The Club”). 2D and 3D works will be selected; then delivered to, exhibited and judged at the Eltham Community & Reception Centre (“ECRC), 801 Main Road, Eltham. All awards will be presented at the Gala Night, Friday 28 August 2026, at the ECRC.
TERMS AND CONDITIONS
1. FEES and KEY DATES:
The Fees and Key Dates and other information for artists can be viewed at the website: www.elthamartshow.org.au/artists for artists and form an integral part of these Terms and Conditions.
2. SUBMISSIONS OF ARTWORKS TO BE SELECTED
2.1. 1.1. Categories of artworks to be exhibited at the Eltham Art Show include:
2.1.1 3 D works:
· Mixed Media (concrete, marble, plastic, wood)
· Metal (Steel, aluminium, bronze
· Ceramic)
· Glass and Jewellery
2.1.2 2 D works:
· Paintings - oils, acrylic,
· Works on paper - Watercolour, Pastel, Ink, Pencil
· Printmaking, Art Photography, Photogravure, Digital
2.2 Submission for consideration to be selected for display will only be accepted via the Art Galleria portal on the Art Show web site www.elthamartshow.org.au (“the portal”).
2.3 By submitting works through the portal, artists enter into an agreement with The Rotary Club of Eltham Inc. collectively referred to as “The Administrator” and agree to comply with these Terms and Conditions.
2.4 Each art work must be the original uncopied work of the artist/ (artists if a collaboration), have been executed during the 24 months preceding the show and must be for sale at the price nominated by the artist/artists inclusive of GST.
2.5 The Walter Withers selective prize will be awarded to an artist who has produced an en plein air art work of a Nillumbik historical site. All works must have been produced within the last 18 months, framed, signed and dated. Size no greater than 360mm x 510mm. https://www.nillumbik.vic.gov.au/files/assets/public/living-in/arts/heritage/nillumbik-digital-heritage-guide.pdf
2.6 No artwork previously displayed at the Rotary Eltham Art Show, may be submitted. The works must be the original work and bona fide property of the artist/artists.
2.7 Works generated in any way or composed by Artificial Intelligence will not be permitted in either category 2D or 3D.
2.8 All works submitted are subject to selection for the show. Artists will be notified by email whether or not a work has been selected for display. Artists must ensure correct contact details (email/phone) are registered with the platform.
2.9 A small series would normally be considered as 1 work. Ie. Triptych, up to five 3D items not exceeding the size limits
2.10 Works entered individually shall be counted and attract fees separately, and shall be sold as individual works.
2.11 Collaborative works are submissible with one artist registration required for any collaborative piece.
2.12 At time of submission, artists must advise if electricity is required for their installation. Such requirement does not mean the work cannot be accepted; but there may be a limit to the number of works which can be accommodated.
2.13 An artwork considered unsafe and/or potentially dangerous and/or offensive and/or inappropriate for public viewing will not be selected, or could be removed during/after installation if declared such at that time.
1.14 Artists whose works have been selected will be able to use their Delivery Docket for free entry to any of the public opening days – and to the free Artists’ Welcome event i.e. FREE ENTRY DOES NOT INCLUDE the Gala Opening Night (a ticketed event – see website for ticket details).
1.15 Selected Artists authorise the Administrator to photograph and/or publish their work, and biographical information as provided, for the purposes of producing a catalogue or otherwise promoting the show by any means.
1.16 The Administrator will exercise all reasonable care in the production of Artist biographical information (as provided by the Artist) and in any catalogue, but will have no liability whatsoever for any errors or omissions therein.
3. DELIVERY, INSTALLATION AND INSURANCE
3.1. All selected works must be made available for sale and must be delivered to the exhibition location at the correct day and time as explained in the Delivery/Collection Instructions on the website. See elthamartshow.org.au\Info for artists\Delivery & Collection Instructions.
3.2 Works different to the description provided will be rejected (subject to unusual circumstances as determined by the Administrator and Curator).
3.3 Works which arrive outside of scheduled delivery time, will NOT be accepted.
3.4 Artists must notify the Administrator if any selected work is no longer available for sale at the Show or their intention to withdraw from entry any work with no refund of fees paid. Selected work so withdrawn may be substituted with the permission of the Administrator who shall consult ‘The Selection Panel “if practicable.
3.5 The Administrator and Curator will designate the site location of all selected works.
3.6 3D Artists are encouraged to supply their own plinths, trolleys, moving equipment and levelling materials if required. The Show Curator and their assistants will assist and supervise. Installations must be stable and adequately attached to plinths/stands/bases – which in turn must be appropriately weighted to the floor, to eliminate damage to the floor or from human intervention. The Administrator does not allow any sand, stones or loose material to be included in installations unless prior permission has been especially granted in writing by the Administrator.
3.7 All works must remain on display at the Show during the entire period of the Exhibition.
3.8 The Administrator will exercise all reasonable care of the works delivered, in handling and storage under 24-hour security surveillance. It cannot be held responsible for any loss or damage howsoever occasioned.
All entries are submitted at the total risk of the Artist. The Artist indemnifies the Club against any claim, loss or damage of whatsoever nature or cause how so ever occurring and whether directly or indirectly relating to entered works, its display or its delivery.
4. THE SELECTION AND JUDGING PANELS
4.1 An experienced Selection Committee will review and assess all submissions received by way of digital presentation, and will decide which works will be invited to exhibit at the Eltham Art Show.
4.2 An independent, qualified and experienced Judge will be appointed.
4.3 All decisions on selection and judging will be final and no correspondence or discussion will be entered into.
5. PRIZES AND AWARDS
5.1 Refer to elthamartshow.org.au\info for artists for the list of prizes and awards.
5.2 No prize will be awarded for any category with less than five entries.
6. COLLECTION OF WORKS
6.1 De-installation and collection of sold and unsold works from the Eltham Community and Reception Centre must be on the timelines and in accordance with the “Delivery and Collection Instructions” on elthamartshow.org.au\info for artists.
6.2 An additional late handling fee of $50.00 per piece will be incurred if not collected by the final time for collections on the last day.
6.3 If an Artist fails to collect his or her unsold pieces at the designated time, they will be stored for a period of 14 days at the cost of the Artist for the storage, any required de-installation related charges, labour and/or transportation costs. After 14 days the Administrator may sell the work[s], in any manner they determine, and the Artist hereby agrees to pay to the Administrator all its costs and expenses incurred as result of their failure to collect the work[s].
7. PAYMENT AND FEES TO THE ADMINISTRATOR
7.1. The payment of a Submission Fee per piece of $12 is a condition precedent for each artist and fees are not refunded.
8.2 Artists whose works are selected for exhibition at the show will be notified and their credit/debit card automatically debited the appropriate Selection Fee of either $12, $22 or $32, depending on the artwork size for each selected work. Selection Fees are not refundable under any circumstances, even if the work/s are not received by the Administrator.
8.3 Unless an artist requests otherwise, all selected works will be displayed post exhibition on the Online Gallery via elthamartshow.org.au, for a further 2 weeks after the exhibition closes at no additional cost. Commission fees to the Rotary Club of Eltham will continue as if the sale/s occurred during the exhibition.
8. PAYMENT TO ARTISTS
8.1 As far as practicable, all sales will be notified to the Artist on the day of sale.
8.2 If the Artist has provided accurate bank and contact details, the Administrator undertakes to pay by electronic funds transfer to the Artist, the sale proceeds less commission (inclusive of GST) plus any Prizes and Awards, within 30 business days of the close of the Show. Artists will need to register current banking details on the platform. Any online sales will be paid by the platform (see the platform website for payment details).
8.3 GST will be included in all fees, charges and commissions. Artists must complete the GST section thoroughly and provide relevant information.
8.4 Prizes and Awards are deemed inclusive of GST.
9. FEATURED ARTISTS
9.1 The Administrator may elect to invite and feature one or more artists as “Featured Artist/s” for the purposes of enhancing the attractiveness of the exhibition. Such artists are required to submit between 3 and 8 pieces for approval by the Selection Panel. The panel may select up to 8 works.
9.2 Featured Artists are expected to meet all key dates and pay the same fees as other artists.
10. COMMISSION
10.1 By entering the Rotary Eltham Art Show, Artists acknowledge that the Rotary Club of Eltham is entitled to 25% commission on all sales effected by them, and that they have read and understood the above Terms and Conditions of entry and agree to be bound by them.
10.2. Artists are expected to honour the sale of a piece where the first contact was initiated through the Rotary Eltham Art Show during the period of the show and the follow-on online sales.
11. KEY DATES:
Refer to the website under Artists for details.
12. CHANGES TO TERMS & CONDITIONS
These Terms and Conditions cannot be varied unless agreed in writing by the Administrator and the Artist.