Submission Guidelines & Information

Each artist may submit up to eight works for a £20 entry fee. 

This fee covers the increased administration costs and man hours involved in processing submissions and running our group exhibitions. We do not make any profit from this payment, and is a set amount regardless of whether you submit 1 or 8 artworks.

All submissions must be made via our online application form.

The submissions can be of any medium, but must be original art, not giclee prints (unless it is a digital artwork or photograph). 

Submissions must include digital images/photographs of original works.

Please do not send us original artworks for the submission process.

Each image file attached to the online form must be clearly titled, with the same title as written in the submission form, plus the artist’s name. 

By submitting the form, you are declaring that all pieces are original works by you, the artist and do not infringe on any known copyright.

All submitted works must be for sale.

The following information will be required :

A paragraph about the artist.

Title of artwork

Size of artwork in cm

Medium

Retail price including gallery commission of 50% (to clarify - double the amount you wish to receive)

Some information about each artwork

By submitting your work, you agree to:

• Your artwork being considered for exhibition at Heart of the Tribe Gallery.

• Any selected pieces being displayed and available for sale both in the gallery and in our online shop.

• The gallery taking a 50% commission on any sales made

• Heart of the Tribe photographing your work and the possible use of images showing the artwork in whole or in part for marketing purposes and social media before, during and after the exhibition takes place. 

• The artist retains overall copyright for all works, but the gallery can reproduce them for use in promotional material, marketing, social media, and exhibition-related materials now and in the future.

Selection

For any selected works, we do not guarantee that artworks will be displayed for the full duration of the exhibition.

Heart of The Tribe Gallery reserves the right not to display selected works, whether this is due to lack of space, substandard framing, or for any other reason at any given time that may affect the overall nature of the exhibition.

The decision of the judging panel is final. Heart of The Tribe cannot enter into any correspondence or discussion over the decisions made by the panel.

Please feel free to e-mail us at gallery@heartofthetribe.com with any questions or enquiries before making your submission.

Entrants will be notified via e-mail of selected artworks within 3 weeks of each submission review.

Submission review dates; FEBRUARY 1ST, APRIL 26TH, JUNE 28TH, SEPTEMBER 13TH - 2026

Delivery & Collection

You, the artist, agree to deliver any selected artworks to the gallery in person or via post on a designated drop off date between 11 am and 4 pm. Dates will be included in correspondence.

The artist is responsible for delivery, by hand or by post, to the Gallery of all works and the collection of any unsold works at the end of the exhibition on the specified dates. On some occasions it may be possible to agree an alternative delivery time by prior arrangement; this will be dealt with on a case by case basis.

All work must be presented in a professional manner. The gallery reserves the right to refuse submission deliveries if the work is not of the quality expected. 

The cost of framing and mounting all work lies with the artist.

Any unframed work for print racks must be individually packaged in clear sealed art bags with backing board and NO stickers or labels.

All work must include suitable fixings to be hung / displayed via our hanging system (preferably a securely fastened chord/string across the back). Framed work must be presented to a professional standard. If artwork is not ready to hang we will not be able to display it. 

For 3D artworks we have display plinths - please get in touch with us if the base of your work is larger than 30cm x 60cm. You may be required to supply your own plynth.

Please write artist name and artwork name clearly on the back (or bottom) of each artwork.

Please make sure any 2D work is WALL READY - we cannot stress this enough! We do not have the time or the resources to put fixings on the back of your work.

Selected works that are not included in the exhibition will be kept in the gallery’s storage and rotated into the exhibition as sales are made.

Any unsold work that remains after the exhibition must be collected within 4 weeks of being notified via e-mail.

Please bring some assistance with you if your work is large or heavy. 

We cannot guarantee that we will be able to safely store any uncollected works beyond the dates given. Please ensure clear communication regarding any collection issues.

Insurance & Payments

Heart of The Tribe is responsible for insuring the works from the time they are delivered to the gallery, until the artist collects them at the end of the exhibition, or until a sale is completed and the works concerned are transferred to their new owners.

If they are lost, damaged or stolen, the gallery will pay the artist the agreed retail price, minus the gallery commission of 50%

The gallery will pay the balance of the cost with respect to advertising, the cost of putting on private views, insurance, and all other costs incurred in hosting and promoting group exhibitions.

In respect to any artworks sold by the gallery we shall be entitled to a 50% commission of the agreed price. Any discount given will be taken from the gallery's commission.

Legal ownership of the artwork only passes over to the buyer once payment has been made. Copyright remains with the artist at all times. No reproductions can be made without prior permission from the artist.

Payment to the artist for any sold work will be processed within 2 months of the sale of the artwork.

Important Dates

Submission Deadline: Wednesday, 10th September 2025

(Submissions received after this date will be automatically entered into the 2026 submission process.)

Selection Notifications: All artists will be notified via email by Tuesday, 30th September 2025.

Artwork Drop-Off

Thursday, 9th – Tuesday, 14th October 2025

Drop-off hours: 11:00am – 4:00pm daily

Exhibition Dates

Friday, 24th October – Tuesday, 23rd December 2025

Open View Event

Saturday, 25th October 2025, from 2:00pm – 4:00pm

(All participating artists, friends, and family are warmly welcome.)

Artwork Collection (for any unsold works)

Thursday, 8th – Tuesday, 13th January 2026

Collection hours: 11:00am – 3:00pm daily

Payments

Commissions will be paid by Tuesday 3rd of February via BACS payment