Conditions of entry Light Up Whakatane 2025

The Organisers:
Light Up Whakatāne Team   |   Arts Whakātane   |     Whakatāne District Council    |     EPIC Whakatāne

1. General
1.1 Entry is open to all who live permanently in New Zealand or are a New Zealand resident.
1.2 Artists can enter through the official event website: www.lightupwhakatane.com
1.3 A separate entry form must be completed for each entry.

• Each artist may submit up to two entries.​

1.4 The Organisers reserve the right to eliminate works that do not comply with the conditions of entry.
1.5 All correspondence between the entrant and The Organisers is private and confidential and will not be shared with third parties.

2. Artwork
2.1 The artwork entered must be Light Installation.
2.2 All works are to be original. All submitters/entrants are to be the owner of the work(s).
2.3 All works must have been completed after 1st August 2022.
2.4 Works must be robust. If artworks need to be maintained for the duration of the exhibition, this is the responsibility of the artist and any required maintenance must be negotiated with the Light up Whakatane team.
2.5 Hanging systems provided with the artwork must be appropriately rated for the artwork. Inappropriate hanging systems will be replaced where practicable by Light Up Whakatane at the Artist expense. All installation, maintenance and operational costs not covered by the normal event services of Light Up Whakatane are the responsibility of the artist. Email lightupwhakatane@gmail.com for clarification ahead of entry if needed.
2.6 Artworks must comply with health and safety standards; see 6.1 and 6.2
2.7 All works accepted for the installation must stay on display for the entire event period.

2.8 ALL electrical works must have a registered electrical certificate completed two weeks prior to the event, consider this in your budget.

3. Entry Information
3.1 All entrants are required to submit 1 - 3 images of each artwork entered. They may also submit a YouTube video of the work.
a. High resolution images are to be uploaded in JPEG file format 1-3 MB, and no smaller than 800x600px - (1280x960px is recommended).
b. Images must be a true and accurate representation of the artwork entered.
c. One of the images supplied must show the work in its entirety.
d. Images will be used in the selection process.
f. Images may be used in the website and to promote the event. 
3.2 Artists are encouraged to submit an artist statement about each work.
a. Artist statements to be a maximum of 100 words.
b. The organisers reserve the right to edit the text for grammatical errors and exhibition standards.
c. Statements will be used in the artist info section on the website.
d. Statements relating to finalist works will be included in the event on the corresponding artwork label. 
3.3 Entry information is final and cannot be added to by the entrant after submission.
3.4 On receipt of selected work the Organisers will inspect...

• For any damage or flaws.

• To ensure that the entry criteria are met prior to installation.

• That the artwork is appropriate for display in Whakatāne town centre spaces.

4. Artwork delivery, Installation and return for selected entrants
4.1 Selected entrants are responsible for the timely delivery of works prior to installation, and for the personal collection of works following the closure of the event.
4.1.a DELIVERY TIMES
Personal Delivery/Installation: Wednesday 2nd July 2025 (10am - 1:30pm)
4.1.b RETURN TIMES
Personal Collection of works: Sunday 13th - Monday 14th August 2024 (8am-1.30pm). Otherwise by appointment.

4.2 Artist are responsible for installing their OWN work, assistance can be organised if required.

5. Insurance and security
5.1 All artworks are loaned on consignment to Whakatāne District Community Arts Council, and are covered by Whakatāne District Community Arts Council's Fine Arts Insurance Policy. This insurance policy covers unforeseen damage or loss for artworks on consignment while on the premises, and in transit to and from the event.
5.2 Surveillance cameras are in operation throughout the event period.
5.3 Whakatāne District Community Arts Council recommends having personal insurance for your own work.

6. Health and safety considerations
6.1 Any exhibitor with an entry that may have specific legal, environmental, safety or security applications to be met shall undertake to carry out these procedures, and to meet the standards and policies of Whakatāne District Council prior to installation. Note: selected works with electrical components must be tested and tagged.
6.2 Untreated natural materials that might carry ‘wildlife’, or decay in the duration of the exhibition cannot be accepted.

7. Media and publicity
7.1 The Organisers may use images provided by entrants (with credit/attribution) in Light Up Whakatāne related media outputs.
7.2 Additional images of works may be taken in the event time, and circulated to promote the exhibition in print and on digital sites/social media (with credit/attribution), and may appear on their social media Facebook and Instagram.

8. The Event
The event will be on display around the Whakatane Town Centre where organisers decide is a suitable site for the piece from Friday 4 July, until Saturday 12th July 2025.