Terms & Conditions

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Terms & Conditions

Flora of Southeast Asia

Please read this document carefully as it sets out the terms and conditions governing the submission guidelines to the Flora of Southeast Asia exhibition. By submitting artwork and applying to exhibit at the Flora of Southeast Asia exhibition, you are agreeing to the terms and conditions set out in this document.


About the Flora of Southeast Asia exhibition

The Flora of Southeast Asia is a juried art exhibition showcasing contemporary botanical artwork on plants and flowers native to Southeast Asia, drawn by the members of the 4 participating regional botanical art societies listed in this document.

 
Submission Deadline: 15 April 2022 by 11:59 PM Singapore Time
Round 1 juried results 15 June 2022 by 8 PM
Round 2 juried results 1 September 2022 by 8 PM
Delivery deadline of original artwork 1 October 2022  
Exhibition Opens 15 November 2022 9 AM
Exhibition  Ends 15 February 2023 6 PM
Artwork pickup and return 20 February 2023 to
19 April 2023		  


   












 

Definitions

The following abbreviations and definitions are used in this document:

BASS: Botanical Art Society (Singapore)
SBG: Singapore Botanic Gardens
NParks: National Parks Board of Singapore- a statutory board constituted  under the Ministry of National Development of the Government of Singapore and the lead agency managing the SBG
Botanical Art Gallery: the gallery located at 7 Gallop Road, Singapore Botanic Gardens, Singapore 258965
IDSBA: Indonesian Society of Botanical Artists
PhilBAS:  Philippine Botanical Art Society
THBA: Thai Botanical Artists
Participating Societies: BASS, IDSBA, PhilBAS and THBA
Exhibition Organiser: BASS and SBG in collaboration with IDSBA, PhilBAS, THBA
Exhibition Venue: Botanical Art Gallery and various display areas located in SBG
Southeast Asia: Brunei, Myanmar, Cambodia, Timor-Leste, Indonesia, Laos, Malaysia, the Philippines, Singapore, Thailand and Vietnam 
You: the submitting artist

Eligibility

Submission of artwork to the Flora of Southeast Asia exhibition is open worldwide to all members in good standing (membership fees fully paid) of any of the four Participating Societies listed below:

  1. Botanical Art Society (Singapore) -   BASS
  2. Indonesian Society of Botanical Artists - IDSBA
  3. Philippine Botanical Art Society - PhilBAS
  4. Thai Botanical Artists - THBA

Subject Matter

  • Any flora native to Southeast Asia, including fungi, lichen and/or algae 
  • A plant is considered native if it has occurred naturally in the Southeast Asian region, ecosystem, or habitat without human introduction

Media allowed

  • Two-dimensional work in watercolour, pen & ink, coloured pencil, graphite, oil and acrylic medium on paper, vellum or canvas
  • No photographs, digitally-generated or 3D work will be accepted
  • Artwork must be portrayed on a white background. Artwork on coloured backgrounds will not be allowed

Size of Artwork

  • The paper or canvas size of the original artwork may only be A4 (21 x 29.7cm / 8.3 x 11.7 inches) or A3 (29.7 x 42cm / 11.7 x 16.5 inches)
  • The sizes specified above are the dimensions of the original artwork piece and does not include the mat, mount or frame

Matting/Mounting

  • Accepted artwork must be sent unmatted/unmounted, in original A4 or A3 size
  • Matting and mounting will be done in Singapore, at no additional cost to you
  • Artwork will be displayed mounted only (no frames, except in exceptional cases which is to be determined by the Exhibition Organiser in their discretion)

Artwork Standards

  • Each artwork must be your original concept and work
  • All media must be applied by your hand
  • Any reference photos used to create the artwork must have been taken by you (or you must have acquired the necessary permission, rights and licenses to use the photo as a reference for the creation of the artwork)
  • Work must not have been produced using class or workshop materials given by an instructor 
  • Plant portrayal must be botanically and scientifically accurate. Plant characteristics and diagnostic features must be true to the plant and realistic
  • Artwork must not have been previously exhibited in any exhibition in Southeast Asia

Maximum Number of Entries 

  • Up to 3 artworks per artist, and each work will be judged individually
  • A separate entry fee is payable for each entry

Application for Entry and Submission of Artwork

You must submit the entry application and artwork images via Artcall, which is an online submission and jury management application system.
Please follow the steps set out below to submit your artwork:

  1. Go to https://fsea.artcall.org 
  2. Click on the “Register & Apply” button
  3. Open an account and create your profile
  4. When your profile has been created, you can upload quality images of your artworks and pay the non-refundable fee
  5. If you encounter problems, email [botanicalartsg@gmail.com] with your questions

Digital Image Submission Requirements

Your image file must meet the below specifications:

  1. File Type: JPG only
  2. Resolution: 72/96 dpi
  3. Dimensions: Minimum 1920 px and Maximum 3600 px on the longer side (whether this is width or height). Higher the number, better the image for proper judging.
  4. File Size: Maximum 4Mb
  5. File Name: “Artist Surname_First name_plant specimen name” e.g. “Chan_Jane_Syzygium_aqueum” 
  6. NO ARTIST SIGNATURE can be showing on the submitted digital artwork (for impartial and fair judging practices)
  7. THERE SHOULD BE NO WATERMARK OR OTHER DIGITAL MARKINGS visible in the artwork image
  8. Images must be in correct viewing orientation
  9. Image must be corrected to show white background
  10. If your image file size is greater than 4Mb, please reduce the size of the image before uploading
  11. Each file must be labelled as stated above
  12. The image must represent the original artwork accurately. We highly recommend that the artwork be professionally scanned (preferred). If you prefer to photograph the artwork instead of scanning, the image should be colour corrected to match original artwork. The photographed artwork should not have a visible background or frame and artwork photographed under glass should show no reflections.
  13. Please note if your artwork is accepted into the exhibition, you will be required to submit a high res file by 5 September 2022. Further instructions will be supplied.

Qualification of Artwork

  • Artwork not meeting any of the above criteria will be rejected and not judged. Final determination of whether an artwork meets the appropriate criteria is determined by the Participating Societies and/or the Exhibition Organiser.
  • You warrant that the artwork submitted or to be displayed at the Flora Southeast Asia exhibition is your original work and/or includes others who have collaborated with you and does not infringe or is not likely to infringe the copyright, moral rights or other intellectual property rights of any party. You will indemnify and keep indemnified the Exhibition Organiser, Participating Societies, NParks against any claim, by a third party or any costs and expenses incurred by the Exhibition Organiser, Participating Societies, NParks as a result of such breach in relation to the artwork
  • The Exhibition Organiser reserves the right to reject or withdraw an artwork from the Flora of Southeast Asia exhibition if the Exhibition Organiser deems it to be in the best interests of the Flora of Southeast Asia exhibition including but not limited to display of the artwork, or any circumstances surrounding the display of the same, is prejudicial to the interests of the Participating Societies, Exhibition Organiser, NParks or the Exhibition Venue and exposes them  to the risk of damage, loss or harm including potential or actual damage to its reputation, risk of actual or potential legal proceedings or enforcement action arising from the alleged breach of third-party intellectual property rights
  • If an artwork is rejected or withdrawn from the Flora of Southeast exhibition, the Exhibition Organiser is not required to provide you with an explanation for the rejection or withdrawal.
  • The Exhibition Organiser shall not be liable for any loss or damage to you as a result of the artwork being rejected or withdrawn from the Flora of Southeast exhibition.

Judging

There will be two rounds of judging to select the artwork for exhibition at the Exhibition.  

  • Round One: in the first round of judging, the Participating Societies are responsible for judging their own members' artworks and selecting the artworks for the second round of judging
  • Round Two: After completion of the Round One judging process, artworks that are selected will proceed to the second round of judging 
  • Artworks that are successfully selected in the Round 2 judging process will be accepted for exhibition at the Flora of Southeast Asia exhibition

Jury Selection

  • Round One judges are selected by the Participating Societies, typically consisting of at least one botanical artist and one botanist
  • Round Two judges will consist of a panel of 5 judges with one representative chosen from each of the Participating Societies and a botanist from SBG

Judging Criteria

All artwork will be judged (relative to other submissions) based on the criteria listed below.  The judging panel’s decision in Round One and Round Two is final. The entire judging process is confidential and and no correspondence will be entered into in relation to the judges’ discussions and deliberations

  1. Botanical Accuracy of plants depicted
    • Scientific name and identity of plant are correct
    • Plant structure is correct and is clearly diagnostic to the species
    • Plant parts shown are clear and scientifically accurate
    • Parts are in correct proportion and in perspective
  2. Artistic Merit
    • Appealing composition - use of focal point, positive and negative space, etc
    • Artwork shows three-dimensionality (light, shade and overlapping forms)
    • Colours are accurate and lifelike
    • Attention to detail, texture and neatness
  3. Media Mastery
    • Artwork shows mastery of chosen media
    • Proficiency in media application and rendering fine detail
    • Subject is represented in the media with naturalness and accuracy
  4. Overall Impact
    • Overall 'wow' factor and artistic effect
    • Creativity and originality in choice of subject, composition and/or technique

Feedback & Notification of acceptance

Acceptances and regrets will be advised to you by: 

  • Round 1: 15 June 2022
  • Round 2: 1 September 2022  

Fees/Costs

  • You must pay the fee below via Credit/Debit Card on fsea.artcall.org when you apply for entry to the Exhibition after registration:
    1. USD 27 (USD25 + payment processing fee of USD2) per artwork entry
  • This fee is non-refundable regardless of the outcome of the selection process or if the accepted artwork is not exhibited for any reason in the Flora Southeast Asia exhibition
  • If your artwork is accepted, you will bear the full cost of materials, production, presentation, insurance and/or shipping of your artwork for the Flora of Southeast Asia Exhibition except for the matting and mounting of the artwork which will borne by the Exhibition Organiser
  • The Exhibition Organiser or any of the Participating Societies will not provide funding to you or other submitting artists to exhibit artwork at the Flora Southeast Asia Exhibition

Withdrawal of Accepted Artwork

  • If your work is selected for exhibition at the Flora Southeast Asia exhibition, you must ship the original artwork or digital print of the artwork as agreed unless you have secured the agreement of the Exhibition Organiser to withdraw your artwork from the Flora Southeast Asia exhibition 
  • The Exhibition Organiser may in its sole discretion decide whether to allow the withdrawal of your accepted artwork from the Flora Southeast Asia exhibition
  • All artwork that is displayed at the Flora Southeast Asia exhibition will not be allowed to be removed (or substituted with another work) prior to the close of the Flora Southeast Asia exhibition
  • Failure to do so will mean disqualification from the next local and/or regional exhibition

Original Artwork or Prints Accepted for Exhibition

  • Accepted artworks for the Flora of Southeast Asia exhibition may either be sent to Singapore as original artworks or as high-quality digital prints of the original artworks (to be printed by the artist before being sent to Singapore) after jury results are announced. Submitting artists based in Singapore who wish to hand deliver their artwork should contact BASS who can provide further instructions
  • Only original artwork will be displayed in the first level of the Botanical Art Gallery
  • Digital prints of the original artwork will be displayed at various display areas in SBG at the discretion of the Exhibition Organiser
  • All original artwork or prints must include your full name, address, email, contact number and the scientific name of the plant at the back of the artwork.  Artists will need to print artwork labels generated on Artcall for this purpose

Shipping 

  • If your artwork is accepted into the show:
  • You are responsible for making the necessary arrangements to send your original or the digital print of your artwork to Singapore by the specified deadline.  If not received by the specified deadline, the artwork will be disqualified and will not be included in the Flora Southeast Asia exhibition and the Exhibition Organiser, NParks or Participating Societies will not be held responsible for the costs incurred by you to send the artwork or return costs for returning the artwork to you
  • If your artwork is accepted into the Flora Southeast Asia exhibition, detailed shipping instructions, including the designated Singapore delivery address will be provided to you after the release of the Round 2 judging results. Complete shipping instructions will be supplied by the Participating Societies
  • You must ship the artwork in sturdy reusable packaging (containing no packing peanuts or loose materials)
  • You are responsible for making the arrangements to send the artwork to and from Singapore (including completion of the necessary documentation, payment of the transportation costs, the costs of customs clearance, insurance, duties/taxes that may be levied and any additional delivery fees 
  • After the close of the Flora Southeast Asia exhibition, all artwork must be picked up in person or arrangements made for the artworks to be mailed to you or to a buyer (if the artwork has been sold) before 1 April 2023 or at a date mutually agreed with the Exhibition Organiser
  • All return costs or costs of sending the artwork to the buyer are your responsibility. The Exhibition Organiser will be responsible only for coordinating the return packing and the Exhibition Organiser will not be held responsible for any loss or damage caused by the removal of the artwork from the Exhibition Venue, packing of the artwork by the Exhibition Organiser or if the artwork is damaged during transit from the Exhibition  and, you agree to indemnify the Exhibition Organiser, the Participating Societies or NParks in event of a claim by the buyer.
  • The Exhibition Organiser will not be responsible for the return of unclaimed artwork. Any artwork that is not collected by 20 April 2023 (unless arrangements have been made separately with the Exhibition Organiser well in advance of this deadline) will be considered donated to the Exhibition Organiser and to be disposed of as appropriate, without further notice to you

Physical inspection

  • The accepted artwork is subject to physical inspection by the Exhibition Organiser once received and any concerns to the condition of the accepted artwork will be communicated to you
  • The quality of the original  artwork and/or digital prints must match the original submission, or it will be disqualified
  • In the event of your artwork being disqualified, you are responsible for the costs of return shipping of the artwork. If you do not agree to pay the costs, the Exhibition Organiser is entitled to dispose of the artwork as it deems necessary without seeking your prior consent

Insurance

  • You are responsible for insuring your own artworks against loss and damage when exhibiting in the Flora Southeast Asia exhibition and during the time the artwork is in transit, if so desired
  • All work displayed at the Floral Southeast Asia exhibition will be at your risk and the Exhibition Organiser, Participating Societies, and/or NParks, Botanical Art Gallery will not accept liability for any loss or damage, whether direct or indirect and howsoever caused to the artwork, arising out of or in any way connected to the handling, storage of the artwork by the Exhibition Organiser, NParks and the Botanical Art Gallery
  • Any loss or damage caused to your artwork while the artwork is exhibited in the Exhibition Venue hall shall under no circumstances (with arising from breach of contract, tort or otherwise) exceed the amount of the non-refundable fee of USD27 paid by you to submit the artwork for entry
  • No insurance will be provided by the Exhibition Organiser, Exhibition Venue, NParks,  or any of the Participating Societies

Venue

The exhibition will take place across several venues at the SBG and the Exhibition Organiser reserves the right to display the artwork as it deems appropriate:

  1. SBG Botanical Art Gallery, first level (only original artwork will be displayed) 
  2. SBG Botanical Art Gallery, second level (artwork digital prints will be displayed) 
  3. SBG People’s Gallery (Tanglin Gate, Green Pavilion, Botany Centre, Nassim Gate Visitor Centre and Bukit Timah Gate/MRT  (artwork digital prints will be displayed)
  4. Gallop Extension Visitor Centre  (artwork digital prints will be displayed)
  5. Online (all artwork exhibited will be displayed)

Sale of artwork

  • If artists wish to put up their submitted artwork for sale, they can state the sale price in the entry form in USD
  • Direct sales of your artwork (either original artwork or digital prints) at the venue will not be allowed. The Exhibition Organiser will help facilitate contact with any interested buyers if you wish to sell your artwork after the finish date of the Flora Southeast Asia exhibition. There is no requirement for you to sell your artwork
  • The Exhibition Organiser will charge 20% commission for any artwork (original artwork and digital prints) sold within one year from the start of the Flora Southeast Asia Exhibition date 
  • You agree that if you sell your artwork within the specified one-year period set out above, the Exhibition Organiser is entitled to receive the commission and you will honour the payment of the commission to the Exhibition Organiser. You agree to notify the Exhibition Organiser of the sale of your artwork with 7 days of receiving payment from the buyer and agree to pay the commission within the time frame directed by the Exhibition Organiser 
  • If it comes to the attention of the Exhibition Organiser that the artwork has been sold, you must pay the commission to the Exhibition Organiser upon demand.  Failure to pay the commission will mean disqualification from the next local and/or regional exhibition and the Exhibition Organiser taking steps to recover the commission  
  • You are responsible for paying tax on your own art sales
  • Artworks may not be removed from the Exhibition Venue until after the Floral of Southeast Asia exhibition closes 
  • The sale of the artwork is a private arrangement between you and the buyer and the Exhibition Organiser will not be held responsible for the sale or loss of a potential sale. Any dispute regarding the sale of artwork shall be resolved between you and the buyer and the Exhibition Organiser is not obliged to be involved

Governing Law & Jurisdiction

  • This agreement shall be governed by and construed in accordance with the laws of the Republic of Singapore 
  • Any action arising out of or relating to this agreement, or arising out of or relating to the Flora Southeast Asia exhibition shall be brought solely in the courts of the Republic of Singapore

Permissions

  • By submitting your entry form and artwork for submission, you are agreeing to the following:
  • You have read the terms and conditions set out in this document and agree to be bound by them
  • All information provided is true and accurate and the artwork submitted is wholly of your own creation
  • You warrant that you are the owner of the artwork
  • The Exhibition Organiser, NParks and the Botanical Art Gallery have permission to display originals and/or prints of your artwork and you agree to loan your artwork to the Exhibition Organiser and  NParks while the artwork is held by the Exhibition Organiser during the period of the Flora Southeast Asia exhibition
  • The Exhibition Organiser and the Participating Societies will digitally store, use and reproduce biographical information, and both high and low-resolution artwork image(s) for marketing, publicity, display and exhibition purposes online and offline (and will not request further permission for such use)
  • The Exhibition Organiser is the sole owner of the information collected from the entry forms and any other information submitted, and will not sell or rent this information to others. The Exhibition Organiser can use the personal data received from you to share with other organisations, including Singapore Botanic Gallery, NParks, Participating Societies for the purposes of organising and promoting the Flora Southeast Asia exhibition
  • The copyright of the artwork will remain with you
  • Permission for posting online including all forms of social media to promote the Flora Southeast Asia exhibition is automatically granted to the Exhibition Organisers, NParks and the Botanical Art Gallery and the Participating Societies
  • All care of artworks and rights of artists will be respected and no illustrations will be commercially reproduced from this process, unless your permission is sought and obtained
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