Submission Guidelines & Information 

Our Winter Open exhibition will run from Friday the 24th of October until Tuesday the 23rd of December 2025. We will be holding an Open View on the afternoon of Saturday the 25th of October between 2-4pm, which all artists plus any friends or family are welcome to attend. This is a public event so you do not require an invite to attend.

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 it 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 giclée prints (unless it is a digital artwork or photograph). 

Submissions must include digital images/photographs of original works.

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

The following information will be required :

A paragraph about the artist.

Title of artwork

Size of artwork in cm

Medium

Retail price (taking the gallery commission of 50% into consideration)

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.

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.

Entrants will be notified via e-mail of selected artworks by 30th September 2025.

Delivery & Collection

You, the artist, agree to deliver any selected artworks to the gallery in person or via post on one of the following allocated drop off dates: Thursday 9th, Friday 10th, Saturday 11th, Sunday 12th, Monday 13th or Tuesday 14th of October, between 11 am and 4 pm.

The artist is responsible for delivery 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. 

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, or your work is unusually heavy. You may be required to supply your own plinth.

Artist name and artwork name must be written clearly on the back (or bottom) of each artwork.

2D work must be 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 entirety of 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 ends must be collected between Thursday, 8th – Tuesday, 13th January 2026 within the hours of 11:00am – 3:00pm

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

We cannot safely store any uncollected works beyond the end of January 2026

If you need to collect your work before the Christmas period, arrangements can be made for collection on Monday 22nd or Tuesday 23rd of December between 11-4. Please ensure this has been communicated.

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 any 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 by the 3rd of February 2026.

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