Rules - Welcome to Nashua Art In The Park Art, Msunduzi Pietermaritzburg Tourism, Alexandra Park, KwaZulu-Na

Our exhibition rules are drawn up to ensure that you, as well as the organizers and sponsors are protected and enjoy an efficiently organized exhibition. Your kind co-operation will assist in the realisation of this aim.

INDEMNITY
The Exhibitor hereby agrees and undertakes to indemnify and hold Msunduzi Pietermaritzburg Tourism, staff and committee members, Nashua, staff and committee members, any persons/companies involved in organising aspects, agents, contractors, subsidiary sponsors and members of the public blameless for any damage or loss of whatsoever nature which may occur before, during and after the exhibition.
INSURANCE
It is in the interests of Exhibitors to obtain their own insurance to insure their assets against any type of loss during the build up and show periods.
CLOSING DATE
Signed official entry forms, stand fees and the passport size photograph and brief curriculum vitae (50 words or less) must be returned to this office by the 20th January 2012 to allow for our brochure to be printed in good time.
STAND ALLOCATION
The organizers, whose decision will be final, will allocate stands.
EXHIBITS
• Each exhibitor will be required to hang his / her own artwork on their allocated stand.
• Artists are restricted to their allocated stands only and on no account may artwork be propped against nearby chairs or on the benches in the middle of the avenue.
• Artists may not obstruct fellow artists stands in any way.
• Artists may display their wares on a table (or other) but this may not measure greater than the length of the stand nor protrude so as to interfere with traffic flow patterns.
• Clothes, soft toys, jewellery, etc may not be sold at the exhibition and artists are restricted to the artwork style which was submitted to the selection panel.
• 2 (two) Easels per artist will be allowed.
• 1 (one) table & a chair will be allowed. The table may not be bigger than 1m squared.
FRAMED ORIGINALS, PRINTS, CERAMICS, POTTERY & OTHER ITEMS
The list should be completed in duplicate, one copy to be retained by you and the other given to the organisers. It should list the NUMBERS, NAMES AND SELLING PRICES. Please be reminded that except in the case of “potter’s” and “glassworks” ONLY FRAMED ARTWORK MAY BE DISPLAYED ON YOUR ALLOCATED STAND FOR SALE TO THE PUBLIC.

In the case of decorative pieces (copper wall plaques, ceramic tiles and pottery) you will be required to supply a daily sales sheet to our official on duty every morning.
OFFICIAL LABELS
Official labels will be issued for marking each listed item on show. These must be put on paintings to show that they have been declared. Stand Number, Name and Selling Price must be written on each label before the exhibition opens.

When a painting is sold, the PURCHASER will keep one half of the official label and, upon leaving the exhibition, HAND IN THE LABEL TO ONE OF THE Msunduzi Pietermaritzburg Tourism STAFF AT THE ENTRANCE. The ARTIST will retain the other half and attach it to the sales list as proof of the sale. Please note official labels must be placed on each and every item on sale.
DECLARATION OF ARTWORK
In order to comply with audit requirements and to facilitate computerization, all paintings or art pieces exhibited must be numbered. Lists must be completed (see attached) and handed to organizers on or before the 23rd May 2012. Lists of work must be updated with our official every morning (whether or not sales have been made). The organisers reserve the right to do spot checks with artists on work declared and sold.
HOOKS
All artists are requested to bring along sturdy metal hooks (see sample drawing below). These will be used when hanging your paintings onto your allocated stand. Please remember that these should be strong, in order to prevent your pictures from falling.

V (Sample of hook)
STANDS / SHELL STRUCTURE
Each exhibitor will be allocated a stand measuring approximately 4.5m long by 2.3m high. Diamond mesh-netting and plastic sheeting; with a protective overhang about 40cm wide will back the framework of metal poles. Artists must ensure that they have enough artwork to fill their stand. The stands will be installed at our expense. Artists may not extend their stands in any way / form.
TABLES & CHAIRS
Please be advised that you may bring along a table, however this may be no larger than 1 metre square. You may also bring a chair but please remember at all times that these must be positioned so as not to interfere with the displays of artists exhibiting around you nor public traffic flow patterns.
RESPONSIBILITY
Artists will be entirely responsible for their own exhibits. The cost of your stand excludes insurance against theft, fire, damage or loss of artwork before, during or after the exhibition and Msunduzi Pietermaritzburg Tourism, Staff, Committee and Sponsors accept no responsibility.
PRICE ALTERATIONS
Where alterations in price are made during the exhibition, Msunduzi Pietermaritzburg Tourism MUST be advised and both lists corrected immediately once the sale is made. Please note, whilst we do accept negotiations on prices, the organizers will not accept artists marking prices down by half price etc. You, the quality of artwork on sale and the market determine the value of paintings and for this reason we will not accept dramatic price reductions…price increases on the other hand are MOST WELCOME (don’t we all just wish this were so). Kindly be aware that we do not have any credit card facilities available but you are encouraged to arrange your own.
STAND FEE
A rental fee of R 1100-00 (including vat) per stand is payable before 26th March 2012.
COMMISSION & COMMISION PAYABLE TO Msunduzi Pietermaritzburg Tourism
A 15% commission including VAT will be charged on all items sold during the exhibition. Please note that no cash will be received by Msunduzi Pietermaritzburg Tourism during the Exhibition. All commissions to be paid by cheque on the last day. Should you not be in a position to pay by cheque, it will be your responsibility to deposit the money into our account and furnish us with proof of deposit. There will be no exception to this rule. On the final day of the exhibition, exhibitors must hand in their lists to our officials and ensure that they pay their commission PRIOR TO departure.
VAT
Msunduzi Pietermaritzburg Tourism is registered for VAT, therefore Vat will be charged on all commissions.
ELECTRICAL FITTINGS
Adequate lighting will be provided at the expense of Msunduzi Pietermaritzburg Tourism to ensure that artwork is satisfactorily illuminated at night.

Potters, who require electrical plugs on their stands for a potter’s wheel, or to light up pottery lamps at night, should complete that section of the Entry Form and add R100-00 to the entry fee. Please note that this facility is available to potters only.
CANCELLATION
Should Msunduzi Pietermaritzburg Tourism, for any reason whatsoever find it necessary to cancel the exhibition prior to its opening date, stand fees will be refunded, however, application fees will not be refunded.
CATALOGUE
Msunduzi Pietermaritzburg Tourism compiles a brochure listing all the participating artists. We would therefore request that a passport size photograph and brief curriculum vitae (50 words) be forwarded to us before 20th January 2012 in order to avoid printing delays
EDITORIAL AND ADVERTISING
Msunduzi Pietermaritzburg Tourism will publicise the exhibition by placement of adverts in the print media, radio, magazine; posters and other channels open to the association.

Msunduzi Pietermaritzburg Tourism encourages artists to promote themselves and invite any media contacts that you may have to visit the exhibition. You are encouraged to create public interest surrounding your appearance at the event by supplying newsworthy information, details and photographs of your work to members of the media. Please note that a professional Press Kit will be available at the exhibition. If we all pool our marketing resources and contacts, just think of the pre–publicity that we can generate.
FINAL DAY
The exhibition will close at 4pm on this day and exhibitors MAY NOT clear their stands before this time.
FORFEITURE
The organizers regret that the fee for the stand will have to be forfeited if an exhibitor withdraws after the closing date for any reason. However, if a replacement artist can be found in time to take over the stand, a refund will be made.
EARLY APPLICATION FOR 2013 Artists are invited to write to the organizers at: PO Box 25, Pietermaritzburg, 3200 or email mailto:events2@pmbtourism.co.za. All applications are filed away until planning starts. Please note that applications normally close in the middle of February of each year. The organizers, sponsors and their selection committee wish to advise exhibitors that a previous appearance (or appearances) at Art in the Park will not guarantee a stand. On the other hand, it should not be taken that the refusal of an application will exclude a person the following year. As stands are limited there must, of necessity, be an introduction of new faces to maintain exhibition appeal. The organizers, sponsors and selection committee therefore retain right of choice, and trust that its decision will be accepted without rancour.
ANIMALS
The public will be prevented from bringing pets into the exhibition area to prevent dog -fights and damage to exhibits. Exhibitors are kindly requested similarly to comply with this ruling (i.e. no dog or catfights allowed).
BRAAI FACILITIES
Msunduzi Pietermaritzburg Tourism provides braai facilities for artists to make use of in the evenings. Should you wish to make use of these, please remember to bring along your tongs, paper plates, knives, forks, glasses etc.
CATERING
A tea garden will once again provide a solution to your hunger problems. Sherry & Beer will be on sale from 5pm-8pm daily.
CLOSURE
Msunduzi Pietermaritzburg Tourism reserves the right to close down the exhibition in the event of inclement weather on any day during the period of its duration, or for any reason deemed satisfactory to the organizers, and artists under these circumstances may claim no refund. Exhibitors must abide by the decision of the organizers and sales will NOT be transacted.
CLOTHING
Autumn/Winter months in Pietermaritzburg can be extremely cold, therefore please bring along warm jackets/coats and jerseys.
GUARDS
Night watchmen will be on duty if you wish to leave your pictures up. Should you wish to leave your pictures up at the exhibition area overnight, this will be entirely at your own risk and Msunduzi Pietermaritzburg Tourism, Nashua, staff and committee members and contractors accept no responsibility whatsoever for damage, loss, theft or any other mishap which may occur.
ONE – WAY STREET
Prince Charles Drive (alongside which the exhibition will be held), will be closed and no cars will be allowed to drive through to the other side of the Park.
PARKING AREAS
A parking area next to the exhibition site will be reserved for exhibitor’s vehicles and disabled vehicles only, and a special windscreen sticker will be issued. A maximum of 1 parking bay per exhibitor will be allocated and all exhibitors will be issued with a parking disc. Please display these to ensure that the traffic police do not “ticket” you.
PUBLIC PARKING
The O’Brien Bridge, the footbridge that crosses the Dusi River has been re-opened. Please ensure when inviting people to the exhibition that you tell them to park in Kershaw Park (entrance in Durban Road / Alan Paton Road).
ACCOMMODATION
Msunduzi Pietermaritzburg Tourism offers an accommodation reservation service, should you require accommodation during the exhibition. There is no charge for this service. Please contact Nhlaka on 033-3451348.
SCHOOL GROUPS
School groups are having to book set times on the 31st May 2012 if they want to visit the exhibition. For bookings contact Sdu Ndlovu on 033-3451348

DATES OF EXHIBITION & TRADING HOURS

DATES
The dates for the 2012 Nashua Art in the Park Exhibition are
Wednesday, -30 May to 3 June 2012
SET UP DAY
Exhibitors are requested to assemble and prepare their stands between the hours of 09h00 and 16h00 on Tuesday, 29 May 2012.
On this day you will receive your “Welcome to Nashua Art in the Park Packs” which will include the following:
1. Name Tags
2. Artwork Sale Label
3. Brochure
4. Parking Disk
EXHIBITION HOURS
Daily from 10.00am to 8.00pm, except on the last day when the exhibition will open at 9.00am and close at 4pm. Artists are required to have their stands ready by 09h45 on each day and at 08h45 on the closing day. In 2007 we had a queue of people waiting to enter the exhibition and some artists were not ready, please ensure that you are on time every day. Artists or their representatives are required to be in attendance at their stands throughout these hours, and exhibitors must undertake to stay the full term of the exhibition.

CHECK LIST

Our exhibition rules are drawn up to ensure that you, as well as the organizers and sponsors are protected and enjoy an efficiently organized exhibition. Your kind co-operation will assist in the realisation of this aim.