Terms and Conditions

  1. Definitions
  2. General Conditions
  3. Eligibility
  4. Size
  5. Frames
  6. Entry Fee
  7. Entry Form and Submissions
  8. Selection of Works
  9. Notification
  10. Intellectual Property Rights
  11. Preparation of Works
  12. Delivery of Works
  13. Liability
  14. Sale of Works
  15. Collection of Works
  16. Personal Data
  17. Disqualification
  18. Force Majeure
  19. Law and Jurisdiction

1. Definitions

1.1 “Exhibition Administrator” means The Worshipful Company of Broderers, which organises and manages the Broderers’ Exhibition.

1.2 “BE” means the Broderers’ Exhibition.

1.3 “Website” means the website located at https://broderers-exhibition.co.uk or any other website which replaces or complements it.

1.4 “Works” means all artistic works created and developed by artists.

2. General Conditions

2.1 These conditions apply to the submission to and exhibition of Works at the BE managed by the Exhibition Administrator and also apply to all other matter relating to the BE.

2.2 Further specific regulations and fees are specified on the Website.

3. Eligibility

3.1 The BE is open to artists over the age of 18 in the UK and outside the UK.

3.2 Artists without a UK residence (known as ‘NETPs’ – non-established taxable persons) can find further details on ‘NETP’ status and how to register for VAT at http://www.hmrc.gov.uk. Please note: the registration process can take up to 4 weeks.

3.3 Entrants must be aged 18 or over at the time of submission of Works.

3.4 All Works must demonstrate high standard embroidery as an art.

3.5 Hand embroidery, machine embroidery and a combination of both are accepted.

3.6 Both traditional and contemporary artworks are accepted.

3.7 All Works must be original by the embroiderer.

3.8 All Works must be for sale.

3.9 All Works must be available for exhibition at the BE.

3.10 A maximum of 4 Works may be submitted by any one artist.

3.11 Joint Works, collaborations of two or more artists, must be submitted by one artist as a prime contact.

4. Size

4.1 The size of Works to be provided is the exterior frame size.

4.2 Except as mentioned in paragraph 4.3, Works must not exceed 60 cm x 60 cm.

4.3 A large piece can be submitted with an extra entry fee. The longest side must not exceed 152 cm.

4.4 The Exhibition Administrator reserves the right in its entire discretion to accept Works not complying with paragraphs 4.2 or 4.3.

5. Frames

5.1 All Works must be exhibition-ready. Works should be sufficient to withstand mirror plating for hanging purposes and must be delivered with the mirror plates already fitted. The mirror plates should be fixed halfway along the two sides on the back of the frame.  

5.2 No hooks are required and there should be no projections whatsoever from the back of the Works. This is to prevent damage to other Works.

5.3 Metal frames and clip frames are inadmissible.

6. Entry Fee

6.1 There is a non-refundable entry fee for the BE unless stated to the contrary. Students at the time of the submission of their Works are entitled to a reduced fee. The entry fee is as follows:

Standard Entry Fee 
Both sides under 60cm long£25 per Work
One side 60cm long or over£50 per Work
Both sides 60 cm long or over£75 per Work
Student Entry Fee 
Both sides under 60cm long£20 per Work
One side 60cm long or over£45 per Work
Both sides 60 cm long or over£70 per Work

6.2 Student discount is granted when a student’s email address from the school/college/university is provided as a proof.

7. Entry Form and Submissions

7.1 All Works must be submitted by uploading two images per Work: the entire Work without frame and a close-up image of part of the Work to show details of the workmanship.

7.2 The entry fee must be paid first to obtain a unique Submission Number.

7.3 Entrants must fill out the Artist Registration Form and Artwork Submission Form on the BE Website, using the Submission Number.

7.4 The images must be in JPEG or JPG format. Each image must not exceed 5MB.

8. Selection of Works

8.1 The selection panel will be formed of members of The Worshipful Company of Broderers and such other persons as the Exhibition Administrator selects.

8.2 The selectors’ decisions are final and binding and the Exhibition Administrator is unable to offer feedback.

9. Notification

9.1 The Exhibition Administrator will publish a list of the accepted artists’ unique Submission Numbers and the Work Titles on the Website following selection.  

9.2 The Exhibition Administrator will send a confirmation to the accepted artists via email.  

10. Intellectual Property Rights

10.1 The copyright and all other intellectual property rights in and to Works, will remain vested in the artist. Any enquiries received by the Exhibition Administrator in relation to such rights will be referred to the artist.

10.2 The right is reserved for the Exhibition Administrator to use the submission images of the Works and to use other photographs or representations of the Works free of charge in connection with or incidental to (i) the holding of the BE including but not limited to  the catalogue, press, publicity, promotion and advertising of the BE, including on the Website and on the website of the Exhibition Administrator (ii) any other non-commercial purposes of the Exhibition Administrator including but not limited to, communicating with members of the Exhibition Administrator, promoting future exhibitions or other events, promoting the art of embroidery, promoting the Worshipful Company of Broderers as a Livery Company, and illustrating documents or publications or websites of the Exhibition Administrator.  By submitting a Work the artist thereby grants to the Worshipful Company of Broderers a perpetual, irrevocable, world-wide, royalty free licence to use the copyright and all other intellectual property rights subsisting in relation to the Work for the purposes referred to in this paragraph 10.2.

11. Preparation of Works

11.1 To prevent damage during transit, bubble wrap or card wrap should be used around the mirror-plates.

11.2 The labels will be sent to the artists via email. The labels should be attached: one to the back and one to the front of Works with magic tape. The label on the front must be easily removed without leaving residue on Works.

12. Delivery of Works

12.1 Works should be delivered on a day and between times specified by the Exhibition Administrator. On arrival at the gallery Works should be unwrapped and any packing materials must be taken away. The delivery sheet must be signed.

12.2 Artists may arrange for a representative or professional art courier to deliver Works on the specified hand-in day. They must unwrap the Works, take away all packaging and sign the delivery sheet.

12.3 The date and times for handing in Works at the gallery will be published on the Website not later than 8 weeks prior to the opening of the exhibition.  The date and times for handing in Works are expected to be between the hours of 1pm (GMT) and 4pm (GMT) on the day prior to the opening of the exhibition, but the Exhibition Administrator reserves the right to specify any other times and/or date and to alter these times and dates.

13. Liability

13.1 The Works remain at all times at the risk and the liability of the artist.

13.2 Insurance is the responsibility of the artist, for the duration of delivery, exhibition and collection of Work.

13.3 The Exhibition Administrator accepts no responsibility whatsoever for any loss of, or any damage to, Works entrusted to them, whether arising from fire, default, error, neglect, theft by carriers or other persons, or from any other cause and all Works and their packing materials are at artist owner’s risk absolutely and the Exhibition Administrator exclude all liability to the maximum extent permitted by law.

14. Sale of Works

14.1 Unless otherwise advised, the Exhibition Administrator will be entitled to a commission of 30% on the total price paid for Works before, during or as a result of an exhibition managed by the Exhibition Administrator.

14.2 Once Work has been submitted, any sale effected by the Exhibition Administrator before or during the course of the exhibition shall take precedence and supersede one made privately. Any private sale will incur the normal commission.

14.3 The price of Works stated must include the commission of 30% plus VAT. If the artist of the Works is registered for VAT, then the VAT due on the selling price of the Works should be included in the price entered on the form.

14.4 The price for the Works provided is the catalogue selling price and is the price that the Works must be sold at. This price can only be changed by prior written agreement between the Exhibition Administrator and the artist of the relevant Works. The Exhibition Administrator reserves the right to query the price of Works.

15. Collection of Works

15.1 All the exhibited Works whether sold or unsold must be collected by the artists on a specified day. The date for collection of Works will be notified on the Website and the Exhibition Administrator will endeavour to send a confirmation via email. Artists or their representatives must bring any packing material required. The collection sheet must be signed.

15.2 Delivery of the sold Works to the purchasers is the responsibility of the artists.

15.3 Any uncollected Works will attract the storage fee of £20 per Work for the first week (part or whole). The cost increases by £5 per week. These charges must be paid before collection and will be a lien on the uncollected Works.

15.4 If the Works are not collected or claimed by, or on behalf of, the relevant artist within 6 months of the collection day (notified under clause 15.1 above), the Exhibition Administrator will be entitled to destroy, sell, or otherwise dispose of the Works without consent and without prior notification to the artist. The artist hereby agrees that it will not be entitled to any compensation as a result of the aforementioned destruction, sale or disposal of the Works by the Exhibition Administrator in accordance with this clause 15.4.

16. Personal Data

16.1 The Exhibition Administrator will hold the personal data supplied by the artist on the entry form, in accordance with the General Data Protection Regulation (GDPR). Subject to clause 16.2 below it will only be used for arranging and administering exhibitions including any future exhibitions organised or promoted by the Exhibition Administrator, and will not be transferred to a third party for any other purpose without the consent of the artist.

16.2 Unless the artist has specifically notified the Exhibition Administrator in writing the contrary, by submitting the Artist Registration Form the artist thereby consents to the Exhibition Administrator providing third parties with his or her contact details where such third parties might be interested in buying, commissioning or licensing the rights in and to, the Works.

17. Disqualification

17.1 The Exhibition Administrator reserves the right to disqualify any Works if the artist has failed to adhere to these Terms and Conditions or for any other reason if the Exhibition Administrator determines it is appropriate to do so.

18. Force Majeure, Cancellation and Covid-19

18.1 For the purposes of these Terms, a Force Majeure event means an event beyond the reasonable control of the Exhibition Administrator including but not limited to any public or war calamity, riot, civil commotion, Royal Demise, accident, fire, flood, storm, epidemic, compliance with any law or governmental order, rule, regulation or direction, act of God, failure of a utility service or transport network, any strike or lockout of any workmen or staff which interfere with the provision of the facilities, or any other incident or supervening event. The Exhibition Administrator shall not be liable to artists under these terms as a result of a Force Majeure event.

18.2.  In addition to the provisions of paragraph 18.1 the Exhibition Administrator reserves the right to cancel or postpone the BE or to alter the venue of the BE or to alter any arrangements relating to the BE if in its opinion it is necessary or desirable to do so for any reason.  Reasons for doing so include but are not limited to (i) the impact of the Covid-19 pandemic and resultant official regulations or guidance which impact events such as the BE and (ii) any events or developments which in the opinion of the Exhibition Administrator make it impractical, inadvisable or uneconomic for the BE to be held as previously planned.  Artists shall not be entitled to any refund of entry fees or to be reimbursed for any costs incurred or costs wasted in the event of any cancellation or postponement of the BE or in the event of any change to the venue of the BE or the arrangements relating to it or in the event that for any reason the BE does not take place as originally envisaged. 

19. Law and Jurisdiction

19.1 These Terms and the contract of which they form part shall be governed by and construed in accordance with English law. Any disputes arising in relation to these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.  

THE SUBMISSION OF THE BRODERERS’ EXHIBITION ENTRY FORM IS TO BE TAKEN AS THE UNRESERVED AGREEMENT OF THE ENTIRE CONTENTS OF THESE TERMS AND CONDITIONS.