Collectiva Annual Exhibition 2026 — Terms & Conditions for Participating Members
These Terms & Conditions (“Terms”) govern applications and participation in the Collectiva Annual Exhibition 2026 (“the Exhibition”), organised by Collectiva (“the Organiser”).
By submitting an application, the applicant (“the Exhibitor”) agrees to be bound by these Terms.
1. Eligibility
1.1 Applications are open to all Collectiva Members, including:
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Access Members
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Advocate Members
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Club Members
1.2 Applicants must hold an active Collectiva membership at the time of applying and throughout the Exhibition period.
1.3 The Exhibition is supported by independent experts who contribute to the selection process. Their decisions regarding acceptance or non-acceptance of applications are final and not subject to appeal.
2. Fees and Payment Structure
2.1 Admission Fee
2.1.1 The total Admission Fee for participation in the Exhibition is £275 per artist, covering:
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A 6-day exhibition space (equivalent to £42/day)
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Electricity provision
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All core exhibition infrastructure
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No hidden or additional organiser-imposed charges
2.2 Charitable Donation
2.2.1 10% of the Admission Fee (£27.50) will be donated by Collectiva to the Farming Community Network (FCN).
2.3 Application Fee
2.3.1 A non-refundable Application Fee of £27.50 (10% of the total Admission Fee) is required at the time of application.
2.3.2 Applications will not be processed until the Application Fee has been received.
2.4 Subsequent Payments
2.4.1 Upon email receipt of acceptance, a further 40% of the Admission Fee will be required.
2.4.2 The remaining 50% of the full balance must be paid in full by 18 March 2026, one calendar month prior to the Exhibition opening.
2.4.3 Failure to settle the balance by this deadline may result in cancellation of participation without refund.
3. Withdrawal & Refund Policy
3.1 If an accepted Exhibitor is unable to participate for unforeseen reasons, fees paid are non-refundable, except as set out below.
3.2 A full refund will be issued only if the withdrawing Exhibitor secures a suitable replacement exhibitor approved by the Organiser.
3.3 If no replacement is found, all paid fees remain non-refundable.
4. Exhibition Space & Display Requirements
4.1 Wall-Mounted Artwork Exhibitors
4.1.1 Exhibitors selling artwork suitable for wall display will be provided with professional exhibition panels:
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Dimensions: 1200mm x 2400mm
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Finish: White
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Lighting: Included
4.1.2 All necessary fixings to attached artwork to the panels must be provided by the Exhibitor.
4.1.3 All wall-mounted work must be suitably framed to a high and professionally presentable standard in keeping with the standard of the Exhibition.
4.1.4 Allocation and configuration of panels are determined solely by the Organiser.
4.1.5 Non wall-mounted sale items (such as prints and cards) may be kept neatly in a print or display rack in a suitable and safe place.
4.2 Exhibitors Selling Non-Panel-Suitable Work
4.2.1 Exhibitors selling work that cannot be displayed on panels (e.g., sculpture, ceramics, crafts) will be allocated:
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A floor space measuring 3m x 1m
4.2.2 Exhibitors must supply their own display furniture, stands or plinths.
4.2.3 All displays must comply with venue safety guidelines.
4.3 Electricity
4.3.1 Electricity is included in the Admission Fee.
4.3.2 No additional charges will be made to Exhibitors for electrical usage provided within the standard Exhibition infrastructure.
5. Exhibitor Responsibilities
5.1 1 Exhibitors must keep their stall open and attended by knowledgeable staff throughout the period of the event to engage with visitors and maximise sales opportunities. Trading hours are 11am to 5pm.
5.2 Exhibitors are responsible for:
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Installation and removal of their own artwork or goods
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Maintaining their allocated area in a safe, tidy, and professional state
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Ensuring all works displayed are their own original creations or works they have full rights to exhibit and sell
5.3 The Exhibitor accepts full liability for their artwork, equipment and personal property. The Organiser does not provide insurance and is not responsible for loss, theft or damage.
6. Conduct & Compliance
6.1 Exhibitors must conduct themselves professionally and respectfully toward visitors, fellow exhibitors and staff.
6.2 Exhibitors must comply with all venue regulations, health & safety requirements and instructions issued by the Organiser.
6.3 The Organiser reserves the right to remove any exhibitor whose behaviour is disruptive, unsafe, or otherwise inappropriate, without refund.
7. Marketing & Promotion
7.1 The Organiser may photograph, record or otherwise capture media of the Exhibition, and may use such material for promotional purposes in print or digital formats.
7.2 By participating, Exhibitors grant Collectiva a non-exclusive, royalty-free licence to use images of their exhibited work, display area or participation for promotional activities relating to the Exhibition.
7.3 Exhibitors agree to support the effective promotion of the Exhibition by participating in the Organiser’s marketing efforts. Exhibitors who use social media commit to sharing, reposting or otherwise amplifying promotional content created by Collectiva across their own platforms. Exhibitors who do not use social media agree to assist in local promotion by distributing printed promotional materials, such as posters or flyers, within their community or relevant networks. All exhibitors are expected to make reasonable efforts to contribute to the visibility and successful public engagement of the Exhibition.
7.4 Exhibitors may promote their own participation in the Exhibition and are permitted to use official branding, wording or materials shared by the Organiser.
8. Liability & Indemnity
8.1 The Organiser accepts no responsibility for loss, theft, or damage to Exhibitors’ works or belongings.
8.2 Exhibitors are advised to obtain their own insurance for artworks and public liability.
8.3 The Exhibitor agrees to indemnify the Organiser against any claims arising from their participation, display structures, or conduct.
9. Amendments & Cancellation by the Organiser
9.1 The Organiser reserves the right to modify event arrangements where necessary (e.g., layout, schedule health & safety requirements).
9.2 In the event of cancellation by the Organiser, Exhibitors will receive a refund of all Admission Fees paid.
9.3 The Organiser is not liable for consequential losses (e.g., travel, accommodation, materials).
10. Acceptance of Terms
10.1 Submission of an application constitutes full acceptance of these Terms & Conditions.
10.2 Exhibitors acknowledge that these Terms form a binding agreement between the Exhibitor and Collectiva.
Collectiva
November 2025