How to take part in Artweeks 2015 Membership and Exhibition Entry How to Contact the Artweeks Office: Oxfordshire Artweeks, PO Box 559, ABINGDON, OX14 9EF Tel: 01865 865596 E-mail: [email protected] Monday/Wednesday/Friday 9.30am –2.30pm Summer closing: September The office will be closed for the summer break from 20th June re-opening 8th Christmas closing: The office will be closed for the Christmas break at 2.30pm Friday 19th December and re-open Monday 5th January 2015 DEADLINE For 2015 exhibition entries:  PAPER ENTRIES closing date: 30th NOVEMBER 2014. (No paper entries can be accepted after this date and the only way to submit an entry from the 1st December will be on-line. The final deadline for the on-line entries is 31stDecember, after which no further entries can be accepted.) Cheques: should be made payable to: Artweeks Please return paper entries to: Oxfordshire Artweeks, PO Box 559, ABINGDON, OX14 9EF  ONLINE ENTRIES closing date: 31st DECEMBER 2014 (Credit card or PayPal account required) NOTE: that no technical help will be available 20th - 31st December as the Artweeks office will be closed. Want to take part?  Artweeks is non-selective and open to all artists living or working in Oxfordshire or artists that have a studio in Oxfordshire. Artweeks is also open to artists that live outside the county but are members of an established Oxfordshire based art group, society or guild.  The application period runs from September to December each year.  All work must be original and made by the exhibiting artist.  Artists may enter Artweeks as individuals, small groups, large groups, non-selling groups or as a business/gallery. What do I have to do? 1. Become a member  As Oxfordshire Artweeks is a not-for-profit members company, all artists wishing to exhibit must also be a member of Oxfordshire Artweeks, for the year they are exhibiting. Only artists who have paid the current membership and entry fees are permitted to exhibit at the Artweeks’ sites  A year’s membership runs from 1st Jan-31st Dec. (see FEES & DATES for more details)  Membership Forms and fees may be submitted from September for the following year.  All exhibiting artists must pay their membership before entering their exhibition details.  Membership may be summited by post to the above address or paid on-line.  Additional benefits of paying your membership on-line, your own Artist’s profile, an image of yourself at work, an additional 3 images of your artwork on the Artweeks web gallery, free text to upload information on forthcoming exhibitions, website and contact details. (This gives your work greater visibility by providing you with a continuous presence throughout the year, where you may display descriptions of forthcoming exhibitions, contact details and up to six images. An individual ‘sign in’ password gives you private access to the site so that you can arrange your own information and update it throughout the year. As an on-line member and an exhibitor, your exhibition listing will automatically include a link to your gallery page and your images may be used on the website.) NOTE: only artists who have paid the current membership and entry fees are permitted to exhibit at the Artweeks’ sites; exhibitors must not invite guest exhibitors who are not members of Artweeks to exhibit with them. Failure to comply will result in automatic disqualification from the event. 2. Submit your exhibition entry  Choose how you would like to exhibit: as an individual or as part of a small group or large group, nonselling group or as a business/gallery (see FEES & DATES for more details) NOTE: All groups must appoint a coordinator. This person will then be responsible for returning all completed Membership and Application forms for the group.  If you are not planning to exhibit in your home/studio, find a venue in which to exhibit.  Work out which region you will be exhibiting in: Artweeks is split into three Regions - North Oxfordshire, South Oxfordshire or Oxford City and each has different core dates. (see FEES & DATES for more details)  Opening hours should be from 12-6 with a 12-8 late night (optional) on Thursday or Friday, though an earlier start is often appreciated by visitors.  Choose one image (no smaller than 800 pixels by 800 pixels or for postal entries no smaller than A6 and no larger than A4) and decide upon a brief description for the exhibition (approx. 12-15 words).  Exhibiting artists must complete an entry form and pay the appropriate fees by the closing date to be included in the following year’s festival. (see FEES & DATES for more details)  Entry applications are accepted from September. The closing date is the end of November for postal entries and the end of December for on-line entries each year.   Additional benefits of submitting your entry on-line: Instant proofing, Instant confirmation that your details have been received, Longer second description of your exhibition, The facility to edit and proof on-line until the 31st December, Manage and update your own personal details, Pay on-line via PayPal (Don’t worry if you don’t have a PayPal account: they accept payment from all major cards.) NOTE: Exhibitors may not invite guest exhibitors who are not members of Artweeks to exhibit with them. Failure to comply will result in automatic disqualification from the event. NOTE: Exhibition entries registered on-line CANNOT be submitted until all participating artists’ membership fees have been paid (and data inputted from paper forms at the Artweeks office, you may like to ask your exhibition group coordinator to register/pay your membership on-line, on your behalf, which will speed up your exhibition entry process.) NOTE: Large groups any artist added after the closing date must pay their membership fee and will not show in the printed index but may be added to your on-line entry. 3. Artweeks Logo Promotional Material We recommend that every venue displays at least one flag for promotional purposes.     FLAGS: £18 each: These are made of weatherproof plastic; are black, blue and white; and measure approximately 50cm x 70cm. BUNTING: £ 18.00 each per 10m length, waterproof, in black, white and blue BANNERS: £75 6 x 2 feet Artweeks logo on left- rest left blank for your own text CAR STICKERS: £1.50 each Artweeks Logo peel off window sticker 125mm square Please add to your shopping basket on-line or indicate on your paper entry form whether you would like to buy one (or more), and we will place a bulk order with our supplier. A4 and A3 Posters promoting the whole festival, A4 and A3 Posters for you to add your site number, directional arrows or your own exhibition details, DL leaflets & the printed guide will be provided for you which will be available to collect along with any pre-ordered promotional items in April from your area co-ordinator or distribution point. NOTE: Artweeks logo promotion material must be ordered by the closing date. 4. Information and distribution All Artweeks members receive a newsletter in December, March, June and September, with information and news, plus details of opportunities open to Artweeks members. The March newsletter will also contain information about when guides, posters etc. will be available to collect. The website will become live with the 2014 exhibitors in March By the beginning of April; the organisation will have produced 50,000 copies of the guide, ready for distribution via key venues throughout the county, along with several thousands of posters and other promotional material. Artweeks organises a high profile press and advertising campaign to newspapers, magazines, television and radio, in order to promote the event as widely as possible. Following your exhibition will receive a questionnaire about your exhibition. It would be very helpful if you could keep a record of how many visitors you have during Artweeks and collect any information and feedback you can from them. 5. Your area Exhibitors in most areas will be assigned to a volunteer area co-ordinator, who is also a participating artist in your area. He/she will contact you and let you know if there are any area meetings or marketing initiatives planned which will, with everyone's support, help to highlight the exhibitions in the area and will make Artweeks an even greater success. This is a good opportunity to network with local artists. Your area co-ordinator will also give you details of where and when publicity materials will be available for collection, in early April. These may include guides, posters, flags, bunting and banners. If your area does not as yet have a volunteer area co-ordinator, you will be allocated a distribution point for collecting publicity materials and where possible, linked to other nearby coordinators. 6. Non-Exhibiting Membership:  Membership is offered to artists who may not wish to take part in the event every year, but would like to remain on the mailing list.  If your membership is purchased on-line you will receive the aadditional benefits of your own Artist’s profile, an image of yourself at work, an additional 3 images of your artwork on the Artweeks web gallery, free text to upload information on forthcoming exhibitions, website and contact details  (This gives your work greater visibility by providing you with a continuous presence throughout the year, where you may display descriptions of forthcoming exhibitions, contact details and up to six images. An individual ‘sign in’ password gives you private access to the site so that you can arrange your own information and update it throughout the year. As an on-line member and an exhibitor, your exhibition listing will automatically include a link to your gallery page and your images may be used on the website.) If as a non-exhibiting member you wish to be listed in the guide, we must receive membership form by the 2015 closing date. 7. Oxfordshire Artweeks Gift Vouchers Artweeks gift vouchers are available for the general public (and members) to purchase from the Artweeks' Office or buy on-line in £10, £20 or £50 denominations. They are valid for two Artweeks festivals. Claiming monies: Please forward accepted gift vouchers to the Artweeks' office as soon as possible and you will be reimbursed in full within 30 days. DISCLAIMER Whilst every effort is made to ensure that all details sent to us on your entry form are accurately transferred to the festival guide, the company, “Oxford Visual Arts Festival Limited” cannot be held liable for mistakes. If for some reason, entries are missed or fundamentally incorrect (so as to seriously affect the exhibition’s success), the company will offer free entry in next year’s guide by way of compensation.