Last updated: 16.08.2026

These Terms & Conditions apply to artists participating in exhibitions, projects and other opportunities organised by SOVA — Spaces of Viewed Art (“SOVA”, “we”, “us” or “our”).

By submitting an application, accepting an invitation to participate, or paying a participation fee, you agree to these Terms & Conditions.

ABOUT SOVA

SOVA is an independent exhibition platform creating temporary spaces for artists to exhibit, connect and share their work with new audiences.

Each SOVA exhibition or project may have its own specific requirements, deadlines, fees and arrangements. These will be communicated to participating artists before their participation is confirmed.

APPLICATIONS AND SELECTION

Submitting an application does not guarantee a place in a SOVA exhibition or project.

Applications are reviewed by SOVA and places are offered at our discretion. We may consider the artist's practice, submitted work, suitability for the exhibition, available space and the overall curatorial direction of the project.

SOVA reserves the right to decline an application without being required to provide detailed feedback.

A place is only confirmed once SOVA has formally accepted the artist and, where applicable, the required participation fee has been paid.

PARTICIPATION FEES

A deposit is required to secure an artist’s place in a SOVA exhibition or project. Deposits are non-refundable.

The remaining balance of the participation fee must be paid no later than one month before the exhibition, unless an alternative payment arrangement has been agreed with SOVA in writing.

Once an artist’s participation has been confirmed, fees are non-refundable if the artist subsequently chooses to withdraw or is unable to participate.

SOVA reserves the right to cancel an exhibition or project at any time. If SOVA cancels an exhibition, participating artists will receive a full refund of all participation fees paid to SOVA, including any deposit.

Any refund due from SOVA will be made using the original payment method, unless otherwise agreed.

ARTIST CANCELLATION

If an artist is no longer able to participate, they must notify SOVA as soon as possible.

[INSERT YOUR REFUND POLICY HERE — e.g. “Participation fees are non-refundable once a place has been confirmed, except where SOVA cancels the event.”]

If an artist withdraws after artwork has been submitted, SOVA may not be able to refund costs already incurred in relation to their participation.

CANCELLATION OR CHANGES BY SOVA

SOVA reserves the right to make reasonable changes to an exhibition or project, including changes to the venue, dates, opening hours, exhibition layout, participating artists or event programme.

If SOVA needs to cancel an exhibition entirely, participating artists will be informed as soon as reasonably possible.

[INSERT YOUR POLICY ON REFUNDS IF SOVA CANCELS.]

SOVA will not be responsible for indirect costs incurred by artists, including travel, accommodation, transport or other personal expenses, unless otherwise agreed in writing.

ARTWORK SUBMISSIONS

Artists are responsible for providing accurate information about their work, including titles, dimensions, materials and any relevant installation requirements.

Artwork must be delivered in the condition agreed with SOVA and by the stated deadline.

Where artwork is framed, mounted or otherwise prepared for display, it must be suitable for installation.

Artists must inform SOVA in advance of any specialist display, installation, electrical, hanging or handling requirements.

SOVA reserves the right to decline artwork that does not meet the agreed requirements or cannot reasonably be accommodated within the exhibition space.

INSTALLATION AND COLLECTION

Artists are responsible for delivering and collecting their artwork unless alternative arrangements have been agreed with SOVA in advance.

Artists must follow the delivery, installation and collection times provided by SOVA.

If an artist is unable to attend personally, they may arrange for another person to deliver or collect their work on their behalf, subject to prior agreement with SOVA.

Any artwork remaining uncollected after the stated collection period will be stored at the artist's risk and may incur additional storage or handling costs.

COLLECTION AND STORAGE

Artists are responsible for collecting their artwork at the agreed collection time following the exhibition, or for arranging a representative, delivery service or courier to collect it on their behalf.

If artwork has not been collected, or alternative collection/delivery arrangements have not been made, within two weeks of the exhibition end date, a storage fee of £2 per day will apply from the end of the two-week period.

Any storage fees incurred must be paid by the artist before the artwork can be returned or released.

ARTWORK RESPONSIBILITY

SOVA will take reasonable care of artwork while it is being exhibited and will oversee the artwork throughout the exhibition.

However, artists remain ultimately responsible for their artwork while it is being exhibited. SOVA cannot guarantee against loss, theft or accidental damage and artists are responsible for arranging their own insurance where appropriate.

Artists are responsible for ensuring that their work is suitably packaged and prepared for transport and display.

SALES OF ARTWORK

Where artwork is available for sale, the artist must provide accurate pricing and sales information before the exhibition, whether it be physical or virtual.

Artwork sold directly during a SOVA exhibition is subject to no commission from SOVA, unless otherwise agreed in writing.

Where artwork is sold online through SOVA, SOVA will retain a 15% commission from the sale price. The remaining 85% will be payable to the artist.

PROMOTION AND USE OF IMAGES

By participating in a SOVA exhibition or project, artists grant SOVA permission to use images and information relating to their submitted artwork and artistic practice for the purposes of promoting and documenting SOVA.

This may include use on:

• The SOVA website

• Social media

• Exhibition posters and promotional materials

• Press and publicity

• Email communications

• Exhibition documentation and archives

Artists retain ownership and copyright of their artwork.

Where reasonably possible, SOVA will credit the artist when their work is used.

PHOTOGRAPHY AND FILMING

Photography and/or filming may take place during SOVA exhibitions and events.

Images or video captured during the event may be used by SOVA for promotional, editorial and archival purposes.

Artists who do not wish to appear in photographs or video should inform SOVA in advance.

ARTIST RESPONSIBILITIES

Artists are responsible for ensuring that:

• The work submitted is their own work or that they have the necessary rights and permissions to exhibit it.

• All information provided to SOVA is accurate.

• Their artwork complies with any requirements communicated for the specific exhibition or project.

• They meet agreed deadlines.

• They inform SOVA of any relevant installation or handling requirements in advance.

Artists remain responsible for any copyright, licensing or intellectual property issues relating to their work.

CURATIONAL AND EXHIBITION DESCISIONS

SOVA reserves the right to make reasonable decisions regarding the presentation and placement of artwork within the exhibition space.

This may include decisions regarding wall placement, spacing, grouping, lighting and the overall layout of the exhibition.

SOVA will aim to present each artist's work appropriately while considering the exhibition as a whole.

EVENTS AND WORKSHOPS

Where an exhibition includes an opening event, workshop or other activity, details will be communicated to participating artists in advance.

Participation in additional activities may be optional unless otherwise stated.

SOVA reserves the right to change or cancel parts of the programme where necessary.

CHANGES TO THESE TERMS

SOVA may update these Terms & Conditions from time to time.

The version applicable to an artist's participation will be the version provided or made available to them at the time their participation is confirmed.

CONTACT

If you have any questions regarding these Terms & Conditions or your participation in a SOVA project, please contact:

SOVA — Spaces of Viewed Art
Email: sova.exhibit@gmail.com