SELWYN ART SHOW 2025

PRE-SHOW INFORMATION FOR ARTISTS

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Dear Artist

 

Here are some important reminders for you about the upcoming show

 

Selwyn Art Show 2025     Friday 16th – Sunday 18th May

Rolleston Community Centre, 94 Rolleston Drive, Rolleston

 

ARTIST SET UP TIME: 2pm – 5.30pm Friday (SET UP FINISHES AT 5.30PM)

OFFICIAL OPENING: 7pm – 8.30pm Friday evening

PUBLIC VIEWING TIMES: 10am – 4pm Saturday and Sunday

PACKDOWN OF ARTWORKS: 4pm Sunday 18th May (after the presentation of Awards)

 

The Rolleston Community Centre is located at 94 Rolleston Drive, just past the New World supermarket.

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PARKING

There is plenty of parking next to the community centre. Please do not block off the driveway or footpath when unloading your artworks. On Saturday and Sunday during show hours we ask that artists please park further away so that the parking closest to the community centre is available for visitors to the show.

 

OPENING NIGHT

The opening starts at 7pm, light snacks and refreshments will be served. The opening is for exhibitors, their friends and family and invited guests. The cost of opening night tickets is $10 per person, this is to help cover some of the costs.

 

GENERAL SET UP

Your name will be on your allocated space when you arrive. There will also be printed maps at the entrance and around the stadium to help you find your display location. Artists need to hang/display their own work. There will be crew members on hand if you need help with something. Please note that there will be NO check in/check out list for artwork sales, the sales desk will be using the labels you attach to artworks)

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PANEL SET UP

All work on panels (2.3m High x 1.2m Wide) must be hung in one of three ways:

 

1. PICTURE HOOKS WITH NAILS - We have these available for artists to borrow for the duration of the exhibition along with hammers. If you use these, please ensure that the nail is hammered in as far as it can go. We recommend using screws if you have large and heavy artworks. If you have your own hammer, please bring it!

 

2. We will have some hooks mounted on wooden boards that are attached to the panels with Velcro.

 

3. Screws into the panels are also acceptable.

 

You may display business cards in a plastic holder on your display panel. You may also like to have an Artist Bio where you tell visitors more about yourself and your art. Labels can be attached with hook velcro dots or map pins.

• Artworks displayed must not overhang the panel space allocated to you and no lower than 20 cm above the bottom of the panels.

• Overcrowding of panels does not display your work at its best

• ARTWORKS MUST BE DRY - NO WET PAINT ON PANELS!

 

TABLE SET UP

Arts Heart is providing black tablecloths to go on the trestle tables (0.9m x 1.8m). There will be an acrylic stand in the middle of your table with your artist name. Table artists may use their own tablecloths if they wish over top of these and are to provide any other items needed for displaying their works e.g. raisers, stands etc themselves. You may wish to display business cards and an “Artist Bio” where you tell visitors more about yourself and your art. You will need two labels for your 3D art - see notes below in “Artwork Labels”.

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EASEL SET UP 

The easel areas in the stadium and each easel space is approximately 1m2. Artists who have booked this option need to provide their own easel. Please look at the show map carefully when you arrive to work out where your easel needs to be placed.

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FLOOR SPACE SET UP

This is for large 3D artworks, or pieces that are not suitable for display on a table or bleacher. Artists can supply their own floor covering if they choose. The space will be 1x1m, there will be white screens behind to help show the works off well.

 

BLEACHERS SET UP

This is a space along one side of the stadium, space allocated is 1.5m wide with 2 levels, ideal for displaying larger and heavy artworks, artists can supply their own coverings and additional stands etc as they wish.

 

TO HAVE YOUR ART LOOK ITS BEST, PLEASE DO NOT CROWD YOUR DISPLAY SPACE.  SCAC reserves the right to request art be re-arranged to enhance displays or to be removed.

 

ARTWORK LABELS

All artworks need TWO labels with: 

• TITLE (The name of your artwork) 

• MEDIUM (e.g. Acrylic, Mixed Media etc.) 

• ARTISTS NAME 

• PRICE 

• Youth labels also need to include age of artist

One goes on the back of the artwork, and the second label is displayed beside the artwork.

Labels for panel displays: One artwork label can be attached either with velcro (hook side only) or with pins to the panel. The second label goes on the back of the artwork.

Labels for easel displays: The display label is to be attached to your easel with sellotape or bluetack. The second label goes on the back of the artwork.

Labels for table, floor space and bleacher displays: One label needs to be placed directly next to the item. A small piece of sellotape may be useful to stop a label moving during the show. Please make it extra clear which item the label is for. For the second artwork label please use whatever you think is appropriate to attach your labels to the underneath or rear of your 3D art (blue tack, wire, nylon, low tack tape).

 

If you want to show your sales, you will need to have additional labels or a list of your pieces in your display area that you can attach red dots to.

 

We will provide you with a Template of the artist labels to be used.

 

SALES

All sales on opening night and on public show days must be processed through the sales desk at the exit. There will be volunteer crew wearing white gloves who will carry artwork to the sales desk.

The sales staff will use the information on the artwork label attached to the artwork to record all sales.

Arts Heart takes 15% commission off the sale price as listed on the artwork label. Eftpos/credit card facilities and cash payment will be available. Paywave will also be available with a surcharge.

We have a wrapping area manned by volunteers who package up art for visitors after purchase.

Please note that we do not allow sales of small merchandise like cards, postcards, magnets etc.

Arts Heart takes all care to look after your artwork, however we do not take responsibility for missing artworks. Artists will be paid for artwork that is sold and recorded through the sales desk, using the information provided on the artwork label attached to the artwork. It is the artist’s responsibility to make sure that the label information is clear and accurate. We recommend that you maintain a list of the artworks that you have on display.

 

MANAGING YOUR DISPLAY ON SHOW DAYS 

This exhibition is a cash and carry event. During the show when an artwork is purchased the buyer may take it away with them straight away, giving the artist the opportunity to replace the sold work with something else.

We encourage you to be onsite if possible during the public show days to engage with the public and to replace artworks as they are sold. There is no storage for extra artworks in the stadium, but you are welcome to keep some extra artworks in your vehicle ready to replace those that sell.

If you are not able to be on site over the weekend, when one of your artworks is sold, we will ring you on the phone number you provided on your entry form. You then have the opportunity to come in and replace the sold artwork. We will not contact artists regarding sales from 1pm onward on Sunday.

 

ARTIST NAME TAGS

These are kept at the front desk. These will help to identify you to show visitors as one of the creative stars of the show! Please leave your nametag at the entrance when you leave. 

 

DEMONSTRATIONS 

If there is interest, we will set up an area in the stadium on show days where you are most welcome to set up and provide demonstrations of your art to show visitors. People love to watch artists at work and ask questions. Email: selwynartexhibition@gmail.com if you would like to do this.

 

VOLUNTEER ROSTER

Julie Shanks is our wonderful roster coordinator this year. She will be emailing volunteers information on their time slots and what they will be helping with. Please turn up before your shift is due to start so that you can become familiar with the role and a Health & Safety briefing. All crew will be given a high vis vest. If you have any questions about the roster, please email secretaryartsheart@gmail.com.

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EMERGENCY PROCEDURES

The assembly area for the community centre is in the car park directly outside the entrance. Please note where fire exits are and ensure they remain clear and accessible. In the event of an emergency please follow the instructions of the Community Centre staff.

 

PHOTOGRAPHY

We will have photographers at the opening event and on show days taking images to use for social media, print articles and for our Arts Heart website. The public will be advised not to take photographs.

 

HELPING WITH PUBLICITY

Our advertising promotional team can provide you with tiles to promote your exhibit. Contact secretaryartsheart@gmail.com to have you if you would like these. We encourage you to share images of your own artworks you are bringing to the show along with these tiles.

Please use the hashtags #selwynartshow and #artsheartselwyn. Please promote the show on your own social media and websites. As we will be promoting the show on Facebook community pages please don’t put notices there as we may end up being blocked for posting too many times.

Please also “like”, comment on and share any posts you see posted by fellow artists 🙂

 

PACKDOWN

At 4pm on Sunday all artists will gather at the front of the stadium for the announcement of the People's Choice and Youth Artist Awards. This takes about 5 minutes. After this, artists can return to their vehicles to bring in packaging/carry bags etc into the show area and pack down can begin.

Please do not begin to pack down until AFTER the presentation of the awards at 4pm.

 

Please uninstall your work in an orderly fashion with awareness of other exhibitors. Please take your rubbish with you and leave your display space how you found it (remove all your labels and fixtures). Return any fixtures you borrowed to the sales desk. Thank you.

 

PAYMENT AFTER THE EXHIBITION

Payments to artists are paid after our event has closed. A reconciliation of your sales will be sent to you. Once this is acknowledged as correct by the artist, payment will be made to the bank account supplied on your entry form. This enormous job is completed by our amazing voluntary treasurer. Please be patient.

 

We thank you for your contributions to making this a successful Selwyn Art Show!

 

If you have any further questions that we haven’t answered here, please feel free to ask.

 

E: selwynartexhibition@gmail.com

 

Kind regards,

 

Arts Heart - Selwyn Central Arts Council Committee 

www.artsheart.nz

 

SET UP CHECKLIST FOR FRIDAY

 

(Obviously this will be different for different display areas - please read notes in the set-up sections above if you are unsure) 

 

 

• Your artwork 🙂

• 2 x labels for each artwork (one securely attached to each artwork)

• Hanging hardware, level etc

• A trolley to make getting all your gear inside easier. We may have some available.

• Hammer

• You may also need a small ladder or step stool

• Your Artist Bio and business cards and holder (optional)

• Velcro dots (hook type) or map pins to attach labels (for panel displays)

• Measuring tape / Spirit level

• Cloth (for any fingerprints/dust)

• Sellotape / Bluetack (for 3D artists and easel artists)

• Extra tablecloth

• Stands and Raisers