Exhibition Requirements & Guidelines

Exhibitions Entry Requirements and Guidelines

This document provides artists with important information for entering exhibitions.


A. Requirements:

Failure to comply with the following will result in work being excluded from the exhibition. No refunds are given.

1. All Entries

a. Withdrawing works and making changes: Submitted works may not be withdrawn for any reason, and no substitutions are allowed. Artists who withdraw submissions will be prohibited from entering VAA exhibitions for two years. Descriptive information about the artwork, including prices, may not be changed.

b. Accepted works must remain on view throughout the duration of the exhibition. This includes works that are sold before or during the exhibit. Early removal will result in the artist being excluded from VAA exhibitions for two years.

c. Notification emails to accepted artists must be acknowledged by return email within two days.

d. Image files must be submitted electronically. Images, in the form of JPEGs, will have a maximum size of 5 MB. Filenames must be in exactly this format: Lastname, Entry #, Title.jpg. For example: Jones, Entry 1, Red Sunset.jpg, Jones, Entry 2, Yellow Sunrise.jpg.

e. Artist and art information: Do not use all caps or all lower case in any submitted data except the state abbreviation. Check your entry information carefully; we do not edit any data, such as title spellings.

f. Fresh work: Submitted works may not have been previously exhibited in a VAA exhibition.

g. Materials not permitted: Artwork may not contain any organic tissue or fluids. No sound, video or kinetic works are permitted.

h. Shipped art work must arrive at the specified address by the stated deadline, be shipped in re-useable packaging, and must be accompanied by a pre-paid return shipping label. If packing popcorn is used, it will not be reused and damage is highly likely.

i. Loss or Damage: VAA is not responsible for any damage or loss occurring during shipping, installation, or exhibition.

j. Sales transactions are the responsibility of the artist. VAA has no role in sale of artwork.

2. Wall-Mounted Entries

a. Condition of artwork: Works must be dry and suitably framed or edge-finished with no visible fastenings.

b. Hanging hardware: Follow this video. Work must be wired with framer’s wire to a maximum of 8” from taut wire to artwork, with D-ring hangers or the equivalent. Saw-tooth hangers are not permitted. Tape and glue are not acceptable fastening mediums. (On rare occasions, hanging may be accepted if the artist installs the work themselves; this is at the discretion of the Exhibition Chairman and/or President.)

c. Artwork dimensions must include frames, if applicable.

d. Frames must not be scuffed, scratched, or blemished. Frames must have appropriate mechanical fasteners for wired hanging.

e. Mats must be free of blemishes, with straight, clean, smooth, beveled edges. No hand-cut mats.

3. 3D Entries

a. Ceiling-suspended pieces are not allowed.

b. Multiple image filenames: Up to three images may be submitted for each 3D work. The format for multiple image filenames which must be followed exactly is: Lastname, Entry #a, Title.jpg; Lastname, Entry #b, Title.jpg; Lastname, Entry #c, Title.jpg. For example:  Jones, Entry 1a, Red Cube.jpg; Jones, Entry 1b, Red Cube.jpg, etc.

c. Pedestals required: Sculptures must be delivered with their own white, block-style pedestals and must be installed by the artist. Surfaces and edges must be clean and smooth. Artwork must be stabilized on its pedestal.


B. Recommendations:

Based on our experience with jurors in more than 75 exhibitions, we offer the following general guidelines to all artists entering any exhibition.

1. All Entries

a. Photographing your work: It is not required to have your work professionally photographed; however, be aware that blurry, poorly lighted, discolored, awkwardly cropped images, obliquely photographed images or images in which the background is disproportionate in size or distracting to the entered artwork are often passed over by jurors. We recommend Dee Zunker as a local, professional photographer with experience in this area.

2. Wall-mounted Entries

a. Wiring your work: Plastic coated wire is best.  Extraneous wires should be removed – only the intended hanging device should be included.

b. Frames, if included, should not overpower the work. Mats should be white or neutral in color. Plexiglas, in lieu of glass, is recommenced for large framed works.

Use Bump-Ons on the corners of the frame.

c. Works on paper: The preferred display method for works on paper is framed and/or float mounted.

d. “Edge-finished” for 2D works means there are no paint spillovers along the sides (although the art image may extend around the edges of gallery-wrapped paintings), and no scuff marks, stains, staples, or fasteners are visible.

e. Signatures: VAA exhibitions are juried blind – artists are not identified to the juror. Jurors advise that artists should refrain from including visible signatures or logo identifiers as these defeat the purpose of blind selection and can be visually distracting. (Note: VAA may digitally erase visible signatures from image files of work submitted to the juror to protect the integrity of the blind selection process.)

f. Diptychs or triptychs can be considered a single work, but the combined dimensions may not exceed the size limit for the proposed exhibition.

3. 3D Entries

a. Multiple images: Online entries for 3D pieces may include up to three images to illustrate the character of the artwork, provided that image filenames follow the requirements above. Short videos are also permitted; however, some jurors may lack the capability of viewing them.

b. Pedestals should be fabricated from material that is easily cleaned and should be free of scuff marks or damage. 3D works and pedestals may be moved during installation and will be exposed to public foot traffic. Artwork should be stabilized with adhesives or other means. Vitrines should be clean and free of marks and scratches.


Here are some do’s and don’ts as examples.