EXHIBITORS FREQUENTLY ASKED QUESTIONS AND TERMS & CONDITIONS
Application deadline – 24th April 2019 (Due to high demand we might close sooner)
Please note that there is a one-off application fee of $ 150 USD, once you get accepted $ 125 USD will be deducted from your total booking fee and $ 25 USD will be used for the registration/admin fee. In case not accepted you will receive a refund of the full $ 150 USD within 48 hours. Payments made are non-refundable.
When your application is successful, the payment in full is required before 30th April 2019. Payments made are non-refundable. Booking fee's are plus 5.5% when paid by Visa/Mastercard/PayPal or $ 35 USD when paid by bank wire to cover admin/transaction costs. TAX/VAT will not be charged. Invoices will only be emailed out if requested after payment has been received.
FREQUENTLY ASKED QUESTIONS
The GAA Ltd also known as Global Art Agency are a team of experienced and qualified international art professionals of art event organisers, gallery owners, curators and high profile artists, that have joined forces and are organising contemporary art exhibitions at exclusive venues in fantastic art cities.
We are very passionate about art and believe that art should be exposed in spectacular venues, which are in line with the Contemporary art our selected artists show. We work together with artists and art collectors to choose the right showcase locations. Premium, interesting and spectacular places that will give extra charm to the artworks displayed and will make each art exhibition special, elegant and leave a lasting memory. Read here our exhibitors testimonials.
TESTIMONIALS OF OUR PREVIOUS ART FAIRS - OVER 300 SUCCESS STORIES:
TOKYO INTERNATIONAL ART FAIR creates a great opportunity for artists and galleries to exhibit their artworks to thousands of Tokyo visitors. A well-promoted art event that reaches a large art loving community in Japan and abroad.
Tokyo is a great place to show and exhibit your art and bespoke crafts. A wide range of art enthusiasts and collectors come and visit our events to broaden their collection of contemporary and fine art. Our events are open to the public giving your art full exposure to the Tokyo locals. All events are widely promoted and advertised all over Tokyo, with the help of our partners and sponsors we reach thousands of local people, and also on international level.
The Tokyo International Art Fair venue information:
Belle Salle Roppongi | Japan, 〒106-0032 Tokyo, Minato, Roppongi, 7 Chome−18−１８ 住友不動産六本木通ビルB1F・1F
Exhibiting at the Tokyo International Art Fair 2019 is very special because of the location and the Marketing and PR that comes with it. Belle Salle Roppongi is perfectly situated in the heart of Tokyo, just beside Roppongi Hills and the Mori Art Museum. The complex also contains art galleries and luxurious apartments.
Friday 7th June 2019. From 18.00-21.00 Private View. ¥ 1500 JPY Per Ticket.
Saturday 8th June 2019. From 11.00-19.00 Free Entry.
How long is the exhibition for?
2-day Art Exhibition including Global Art Awards ceremony, Private View, Champagne Reception and Network After-Party.
How many visitors are expected?
Expected are approx. 3000-6000 visitors. With GAA core marketing, social media, our database, connections, press, sponsors and partners we reach hundreds of thousands of people around the world.
Is there a selection process? Will it be curated?
Please be aware that participation at the Tokyo International Art Fair is of limited availability and is subject to a strict selection process. Curated by the Global Art Agency Team and Guest Curators. We are looking for high quality works and a wide variety of styles; Painting, Illustration, Collage, Mixed Media, Sculptures and Photography. We look at technique, concept, message, style and originality.
When is the application deadline?
Application deadline is 24th April 2019. Please note that we can close before this date due to limited availability, and Tokyo International Art Fair is in high demand. We therefore highly recommend to apply as soon as possible to avoid disappointment, full is full. You will hear within 2-3 working days of application if you have been accepted to participate. A booking is only confirmed once payment has been received. Payment of 50% is requested within 10 days of acceptance email.
Please note that the reviewing and selection process takes time. Allow 2-3 days for a response. Note that we handle a cancellation policy.
What work can I submit?
You can submit any type of work in Painting, Illustration, Collage, Mixed Media, Limited Edition Art, Photography and Sculptures, Digital Art Showcase Exhibition walls are 240cm high.
How much does an exhibition space cost at the Tokyo International Art Fair 2019?
Prices start from $ 750 USD. All prices are in US Dollars. You can pay in all currencies, check the conversion rates here.
After I am selected when do I need to pay?
A 50% payment deposit need to be made within 10 days after receiving the good news you have been selected, unless otherwise is agreed in writing. Payments are non-refundable. There is limited availability we recommend that you apply and pay as soon as possible to avoid disappointment.
Paying in instalments.
A first instalment (non-refundable) payment is needed of 50% within 10 days of acceptance email. The other 50% need to be paid before the deadline of APRIL 2018. Payments not fully received before the payment deadline will not be able to participate. All payments are non-refundable.
Participation Fees for two-day Tokyo International Art Fair:
Including TIAF Prize Awards Ceremony, Private View, Champagne Reception, Network After-Party, Global Promotions reaching millions of people worldwide, free high quality printed Catalogue featuring all exhibitors, free invitations to Private View, 0% commission taken on sales.
Spaces are from $ 750 USD (1 meter Wall) - Digital Art Showcase starts from $ 550 USD.
All prices are listed in US Dollars, you can pay in different currencies.
For all PRICES and FLOOR PLAN please click here.
When your application is successful, at least 50% non-refundable deposit is required within 10 days of acceptance notification. Unsuccessful applicants do not need to pay. The payment in full is required before March 2018. Payments made are non-refundable. Booking fee's are plus 5.5% (Visa/Mastercard/PayPal). Or if paid by bank wire transfer plus $ 35 USD to cover admin/transaction costs. VAT/TAX will not be charged. Invoices will only be emailed out if requested after payment has been received. Prices are in US Dollars, to calculate your currency please click here.
Please note that there is a one-off application fee of $ 150 USD, once you get accepted $ 125 USD will be deducted from your total booking fee and $ 25 USD will be used for the registration/admin fee. In case not accepted you will receive a refund of the full $ 150 USD within 48 hours.
International Transfer Fees:
Exhibitors from abroad are responsible for paying any international transfer/wiring fees that might occur when wiring money across to our Bank Account.
Do I have to attend myself?
Yes. Unless you have a representative, or if you supply digital material for the Digital Art Showcase.
I cannot attend in person, can I still exhibit?
Yes - Digital Art Showcase: Exhibit your artworks in the form of dynamic digital video footage showcased on a High-Definition plasma screen, with the footage being developed by GAA, you only have to email us high resolution JPGs of your artworks – we do the work. Visitors have the opportunity to view you direct.
Digital Art Showcase
(only for those unable to attend in person.)
An affordable way to get your art seen by thousands of art fans. For x2 artworks : $ 550 USD or x4 artworks : $ 950 USD, the artworks will be displayed on a High-Definition plasma screen, exhibiting your artworks every few minutes for approx. 20 seconds long for each artwork with an intro shot of your Artist name and website. Included is also a printed leaflet and displayed with your contact details. You will also be featured on the website and in the Art Fair Catalogue distributed to hundreds VIP guests at the Private View. Plus you can also post us your business cards for display. Only a small selection of artists will be displayed digitally. If interested please apply online and tick Digital Art Showcase option.
Please note: The Digital Art Showcase is only for those who cannot attend the art fair in person. If you can attend you have to hire wall space. The concept is specifically organised for those who cannot attend the Art Fair in person. The concept is meant for the international artist that don’t have the opportunity to travel to Tokyo – think of countries that are affected by restrictions leaving the country, affected by political conflicts, and other circumstances and restrictions, such as busy schedules or money restrictions.
Read here all info and benefits of DIGITAL ART SHOWCASE (DAS): http://wp.me/p2lQIH-tu
What if I paid, but cannot make it?
All payments are non-refundable. You might want to use a representative that can represent your work if you are unable to attend. (see recommendation above).
What is included in the exhibition fee?
- Exhibition Participation for 2-days
- White walls stand
- Limited storage facilities (only extra paid for storage will receive storage on-site).
- 1/4 page entry in the Tokyo International Art Fair 2018 Catalogue
- 1 copy of the Tokyo International Art Fair 2018 Catalogue
- Exhibitor staff wristbands
- Tickets to the Vernissage
- Tickets to the Network-Party
- Participation in the Global Art Awards
- Assistance in customs and importation procedures
- Global Promotions reaching hundreds of thousands people worldwide
- 0% commission charged on sales
Any other costs involved are the responsibility of the exhibitor, such as materials, packaging artwork, accommodation, flights, transport, insurance, and extra hirings.
Extra hirings and promotions:
GAA has made it possible so you can hire optional extras for only a small fee, which will improve your exhibition space. We also offer extra promotions, reaching out to a wider audience. The ‘Extra Hirings’ listed below are displayed on the application form, and you can tick the box(es) of your requirements. You have to order all hirings upon application. Nothing can be hired on the day. All hirings need to be returned after exhibition, failing to do so will result in a penalty fee. Extra options need to be paid for at the same time of the fee (within 10 days of acceptance) and cannot be paid or hired on the day itself.
x1 Extra Catalogue $ 10 USD
x2 Extra Catalogue $ 20 USD
x3 Extra Catalogue $ 30 USD
x1 For DAS users Shipping Catalogue to Address $ 25 USD
x1 Wall Mount Business Card Holder $ 25 USD
x1 Wall Mount Leaflet Holder A5 portrait $ 40 USD
x1 Extra Halogen Spotlight $ 100 USD
x1 Chair Hire $ 65 USD
x1 Sculpture Pedestal Hire $ 200 USD (30x30x100cm)
Homepage slide banner of artwork & booth number $ 175 USD
Extra large feature in Catalogue 1/2 page $ 150 USD
Extra large feature in Catalogue 1 page $ 300 USD
Interview GAA Blog & Facebook & Twitter $ 220 USD
Facebook photo album also shared on Twitter (80.000 fans) $ 100 USD
Mention in Press Release $ 300 USD
Mention in E-Newsletter Preview of Art Fair with artwork image linked to website (40,000 data) $ 300 USD
Exhibitors that wish to keep extra artworks in storage on site will need to pay an extra fee, as there is limited storage.
To use storage for packaging and wrapping we offer a free service; which works as follows:
Upon building up on the opening day of Friday at 13.00pm you will move your artworks into your exhibition space and immediately bring your wrapping/packaging to the truck outside who will store it for you throughout the exhibition.
Label your wrapping/packaging clearly!!! This is a must.
You cannot access your wrapping/packaging until take-down
The truck will deliver your stored goods on Saturday at take-down day at 17.00pm.
If you don’t wish to make use of this facility, you can keep your packaging/wrapping at your accomodation/hotel if you wish
There is a wrapping area for sold items and bubble wrap provided
Don’t leave packaging/wrapping near the booths - all needs to be cleared.
Exhibition Wall Information:
- Triplex white wooden walls
- Walls are 2.20 meter high.
- 55mm thick.
- To be used on both sides by different exhibitors.
- Holding up till about 20 kg per 1m wide wall. (Hanging hooks have limitations).
- Cross braced so they stand very firm.
- To fix artworks you can use screws no longer than 35mm and nails if you limit the amount.
- Also Velcro, double sided tape
- Using hanging hooks if screw is fixed at the top of the wall, you can hang hooks from here.
- Colour is white
- Screws no longer than 35mm and nails if you limit the amount. NO DRILLING
- Also Velcro, double sided tape, blu-tack
- Using hanging hooks if screw is fixed at the top of the wall, you can hang hooks from here.
Please note; all screws need to be removed after art fair.
YOU CANNOT USE:
- Permanent fixings
- Anything that permanently damages the walls
- Foam tape
ALL ADHESIVES, ADHESIVE FIXTURES AND SCREWS, PINS ETC MUST BE REMOVED BY THE EXHIBITOR AT THE END OF THE ART FAIR.
FIXING AND ATTACHING AGREEMENT:
i. Any variation to the described fixing and attaching agreement (above) will result in a penalty fee to the client/exhibitor at the end of the Art Fair.
ii. In respect of damage incurred in excess of allowable and reasonable defacement, set up by the conditions in the fixing and attaching agreement (above), the Organisers ‘Global Art Agency’, will invoice the client/exhibitor for the excess damage to the units.
Can I bring my own spotlights?
No. Unless they are battery powered. We highly recommend you hire spotlights please indicate in your application form. You cannot use any electricity sockets either.
Can I bring my own table, easel, display browser, etc?
Yes you can, however, you must not bring anything that will spill out beyond the boundaries of your space, cause a health and safety hazard or be deemed inappropriate at a professional fair. All walk spaces and pathways need to be clear. Cordial collaboration between your neighbours is recommended, please show consideration for the other exhibitors. You will be asked to remove anything that contradicts the above. The organiser Global Art Agency and the venue will ask you to remove anything from the Art Fair that causes obstruction, and or health and safety issues.
Can I use power sockets at the venue?
No you cannot use any power sockets at the Tokyo Art Fair venue. (exhibitors that will do, will be fined a penalty fee).
When is the build up and take down?
Build up will take place on Friday 7th June 2019 - at 13.00pm (official time to be confirmed nearer the Art fair).
We welcome VIP guests on the same day for the Private View from 18.00pm to 21.00pm. Take down will be on Saturday 8th June 2019 after the Art Fair ends at 18.00pm.
Who is responsible for setting up & taking down?
Exhibitors will be appointed to their booth(s) and are responsible to hang their own works. Make sure your artwork is ready to hang, with string/wire securely attached. Heavy works should never be fixed with Velcro but always use secure hanging string fixed onto the back of the works, and using chipboard screws, as per informed in the hanging fixtures information above. Global Art Agency and third party cannot be held liable if any damages occur when hanging or taking down work. It is your own responsibility to look after your own artworks. Members of our staff will be available if any assistance is needed free of charge.
How many artworks can I exhibit?
According to the space hired, you are responsible for selecting the right sized artworks that fit within the space you have ordered.
How do I fix my works onto the panel?
Screws, nails, velcro, tape, blu-tack. (no need to drill for raw plugs, you can however screw with automatic screwdriver).
Can I choose my own booth?
You can choose the size booth. And for an extra $ 125 USD you can choose your location also. Otherwise the Curators will decide your location.
Do exhibitors need to attend the Tokyo International Art Fair?
Yes. Or have a substitute/representative who represents you and who looks after your works, including hanging and taking down. Or use Digital Art Showcase option to exhibit your work Digitally.
What work will be used for the Art Fair catalogue?
The first uploaded image on the application form will be used for the Art Fair Catalogue.
Are the Art Fair Catalogues free?
Each exhibitor gets x1 catalogue for free. Any extra copies you require are at a cost of $ 10 USD per catalogue. Catalogues are free for VIP guests to the Private View.
Each exhibitor gets x2 free VIP tickets, one for yourself and one for your assistant/partner/friend. These will come as VIP wristbands that will be in your welcome bag which you will get upon arrival on day of exhibition.
Can I invite my Art Collectors.
Yes. Each exhibitor is given an invitation to invite two Art Collectors to the Global Art Agency exclusive Collectors Program.
Is there a commission charge on sales?
There is NO commission taken on sales. The selling process is strictly between the buyer and gallery or artist. Exhibitors that are not planning remain to stay throughout the whole exhibition please let our staff know, and we will do our best to take contact details of potential buyers. Global Art Agency cannot be held liable when an exhibitor misses out on a sale due to non-attendance by the exhibitor.
What kind of prices should I sell my work for?
We recommend to price your works at a rate that suits your status as an artist. Like any other exhibition or fair, we cannot guarantee sales.
Recommended accommodation to stay during the Art Fair:
Hotel Floracion Aoyama http://www.floracion-aoyama.com
Hotel Tobu http://www.tobuhotel.co.jp/
Cerulean Tower Tokyu Hotel - 5-star hotel
Hotel Sunroute Plaza Shinjuku - 4-star hotel
Hotel Wing International Premium Tokyo Yotsuya – 3-star
APA Hotel Shibuya Dogenzakaue – 3-star
The venue of the art fair is : Quest Hall Harajuku, 1 Chome-13-14 Jingumae, Shibuya, Tokyo 150-0001 Japan. Right in the centre of the city.
I am flying from abroad, which airport is nearest?
There are two main airports in Tokyo - Haneda & Narita. Haneda airport is closer 52 min. And Narita is about 1.15min by train (a little bit longer by mini bus/taxi). Narita International Airport & Haneda International Airport
Do I need Insurance participating at Tokyo International Art Fair?
Yes. You (the Exhibitor) is responsible for your own full insurance of your artworks and public liability. Global Art Agency Limited cannot be held liable for any accidental damages that occur on the premises, or accidents that occur in transit or in storage. Or any uncontrollable events that are covered in Force Majeure. It is the exhibitors responsibility to insure the artworks for the duration of the exhibition, transportation, storage and also for theft and/or any other damages. We strongly advice to fully insure your works. The exhibitor is responsible for any fees occurring taking part at the exhibition, such as transport fees, international transfer fees, postage fees, accommodation fees and material costs.
Can I post my works in advance of the exhibition to the Art Fair?
No. We do not offer storage services. Goods that arrive at our Tokyo address are non permitted and will not be showed at the exhibition. Neither Global Art Agency or the venue will be held liable for any goods lost in transit, or for any goods that arrive non-permitted at our address. You can however agree with your Tokyo accommodation to ship works there in advance, this is at your own risk.
I would like to take part, but I have funding issues, what can you suggest?
We organise events around the globe, if you don’t have the funds at this moment we can advise you the following:
- Seek Sponsorship
- Agree paying the fee in instalments (per month for example)
- Apply with an Artist friend to share costs. Or with a group of Artists.
Find here a list of options, an article written by Artists for Artists.
How do visitors pay to purchase art?
Visitors can pay by cash, cheque, or cardSumUp, Bank Wire, Smartphone App, etc. Lots of ATMs are conveniently located nearby the venue.
Accepting payments by Card.
To accept card payments at the Art Fair, we highly recommend to use SumUp. It’s free to signup, and they only charge 1,95% per transaction. You will receive your money asap, within 7-10 days. It is very easy to use (also internationally) with your smartphone (no card reader needed) Just simply signup for free, download the app, activate account and start using. Sign up today so it’s ready to use at the Art Fair. https://sumup.co.uk
Can I invite guests to the Private View evening?
Yes. But Private View tickets are ¥ 1500 JPY each available online - Limited Availability. Saturday & Sunday are Free Entry, and can also be pre-booked online.
Will there be WIFI access?
How is the lighting at the venue?
The lighting is good, but for professional lighting we highly recommend to hire spotlights.
Please email us the following details to receive VISA invite (after application and acceptation by the Curators board received.)
Full Name (as in passport):
Date of Birth:
Place of Birth:
For exhibitors from Russia please refer to: http://www.mofa.go.jp/j_info/visit/visa/short/russia_nis.html
TERMS AND CONDITIONS AGREEMENT
FRIDAY 7th JUNE 2019 & SATURDAY 8TH JUNE 2019. THE GAA LTD will be organising the TOKYO INTERNATIONAL ART FAIR at BELLE SALLE Roppongi.
By submitting application information, checking the “I Agree” checkbox at the time of submitting your application and/or executing this agreement, you acknowledge that you have read, understood and agreed to be bound by the terms and conditions of this agreement (as amended from time to time by The GAA Ltd - Global Art Agency in their sole and absolute discretion). if you do not wish to be bound by this agreement, do not indicate your acceptance and do not apply for the Tokyo International Art Fair 2019. By continuing and applying for the Tokyo International Art Fair organised by The GAA Ltd following a change to this agreement, you are accepting and agreeing to the change.
By accepting the terms and agreement by checking the "I Agree" checkbox upon application, you are committed to a legally binding agreement with The GAA Ltd and agree to the terms laid out in this contract in regards to the Tokyo International Art Fair held on 07-08 June 2019 at BELLE SALLE Roppongi. Payments made are non-refundable.
This is an agreement between you (the Exhibitor) and Global Art Agency - with "The GAA Ltd" as registered limited company name (the Organiser), by which we (The GAA Ltd) carry out all the arrangements related to this contract on the following terms agreed by you:
0.1 CANCELLATION POLICY
Cancellations need to be submitted in writing to email@example.com
Note that all payments made are non-refundable
Within 14 days of your application submission date 25% cancellation fee of your booking will be invoiced
90-365 days before event date 100% cancellation fee of your booking will be invoiced
14-90 days before event date 125% cancellation fee of your booking will be invoiced
0-14 days before event date 150% cancellation fee of your booking will be invoiced
Cancellation invoices have to be paid within 7 calendar days, immediate legal proceedings may be issued against you without further notice if failed to do so. After payment has been received no refunds will be given. If the payment is not received in full before the exhibition, we may exclude you from the exhibition and blacklist you from other events organised. Cancellations after payments will not be entitled for a refund no matter what the circumstances. Cancellations made 14 business days (or less) prior to the event will receive an invoice of 150% of your booking will be invoiced to cover the costs of re-distribution of the floor plan and re-organisation costs. All payments are non-refundable no matter the circumstances.
1.0 ARTWORKS FOR SALE
1.1 Prints on sale must be editions of no more than 250.
1.2 All work must be original and by living artist. Unless otherwise agreed.
1.3 Artists cannot display the work or services of another party without prior permission.
1.4 All work displayed must be for sale.
1.5 By submitting artwork you are agreeing the work is your own original work of the exhibiting artist and do not infringe the copyright or other intellectual property rights of any third parties.
1.6 The Exhibitor must conform to the regulations and conditions concerning explosives and dangerous materials, combustible or otherwise, as laid down by local authorities and other statutory bodies. Any materials or exhibits not approved by these authorities or the Organisers must be removed from the premises.
2.0 APPLICATION AND SELECTION
2.1 Global Art Agency Limited, with the help of an advisory committee, will select exhibitors for the Art Fair. The advisory committee studies all applications for the Tokyo International Art Fair and reserves the right to approve or not approve the exhibitor. The committee also reserves the right to refuse some of the proposed artists and, if these artists are exhibited during the Art Fair, to remove the non-valid works of art.
3.0 EXHIBITION SPACE
3.1 Artists cannot sublet their space or any part of it to another party without prior permission from the fair Organisers.
3.2 All work displayed must be shown within the confined of your designated stand.
3.3 All exhibitors will be allocated to their exhibition space.
3.4 You may collaborate with another artist if you wish to show in a group, arranged prior application.
3.5 Stands are nontransferable.
3.6 You must not bring anything that will spill out beyond the boundaries of your space, cause a health and safety hazard or be deemed inappropriate at a professional fair. Cordial collaboration between your neighbours is recommended, please show consideration for the other exhibitors. You will be asked to remove anything that contradicts the above.
3.7 The Exhibitor agrees not to assign or sublet any stand space allocated to him without prior consent from the Organisers, not to display or advertise goods or services other than those manufactured or carried by him in the normal course of business.
3.8 PANEL AND HANGING INFORMATION:
3.8.1. YOU CAN USE:
Limited screws, nails, velcro, hanging hooks, blu-tack, double-sided tape.
3.8.3 YOU CANNOT USE:
Drilling, foam tape, velcro when artwork is too heavy to carry weight, permanent fixings.
3.8.4. ALL ADHESIVES, ADHESIVE FIXTURES AND SCREWS, PINS ETC MUST BE REMOVED BY THE EXHIBITOR AT THE END OF THE ART FAIR.
3.8.5. FIXING AND ATTACHING AGREEMENT:
i. Any variation to the described fixing and attaching agreement (above) will result in a penalty fee to the client/exhibitor at the end of the Art Fair.
ii. In respect of damage incurred in excess of allowable and reasonable defacement, set up by the conditions in the fixing and attaching agreement (above), the Organisers ‘The GAA Ltd’, will invoice the client/exhibitor for the excess damage to the units.
3.8.5. You cannot drill into the units - and there is no need as the walls are hollow not solid. So no need for raw plugs.
3.9 Artwork left overnight is at own risk.
4.0 BUILD-UP AND TAKE-DOWN
4.1 The exhibitor agrees to arrive and install works at the specified times.
4.2 The exhibitor agrees to hang their own work, and is responsible for hanging and taking down securely. Any damages or accidents that happen are the responsibility of the exhibitor. Global Art Agency or third parties cannot be held liable.
4.3 Exhibitors build up will take place on Friday 7th June 2019 at 13.00pm Tokyo time. Be there at the strict time, to be able to open for the Art Fair from 18.00 to 21.00pm.
4.4 Take down will be on Saturday 7th June 2019 from 18.00pm. Closing time is strict 18.00pm on Saturday 7th June 2019.
4.6 After take down you leave the place clean, no litter and take all unsold items back including packaging. Stickers and Velcro will be taken off the panels, and all hiring equipment hired from Global Art Agency will be returned at take-down. Exhibitors failing to do so will be charged a penalty fee.
5.1 Global Art Agency has the use of a private storage space at the venue available to exhibitors, where you may keep your personal belongings and art packaging at own risk.
5.2 The Storage area is for exhibitors to store tools, extra work (up to x3 extra works per exhibitor). This is in an unlocked room (as it needs to remain accessible by yourselves) and though separate from the main body of the hall is a thoroughfare for staff. You therefore leave anything here entirely at your own risk.
6.1 Global Art Agency and third parties cannot be held liable for any expenses incurred, nor for any accidents, damages or theft that might happen on the premises of Shibuya Hikarie, where the Tokyo International Art Fair will be held.
6.2 The person that is responsible to any damage accidental or on purpose to the venue, or to the exhibition walls or to material provided by Global Art Agency will be held liable, and will be charged for the damages.
6.3 Exhibitors are responsible for third party liability risks and have to be insured against third party liability risks.
6.4 Global Art Agency Limited is not responsible for damage arising at the event caused by the public, exhibitors, contractors, volunteers or third party and cannot be held liable. Entering the building to visit/exhibit at the Tokyo International Art Fair is at own risk.
6.5 The Organisers ‘The GAA Ltd’ cannot be held responsible for any loss, theft or damage to exhibitors work or personal possessions. Any claims for personal injury or damage to property by third parties or employees cannot be made to the organisers or third party.
6.6 No nails, screws or other fixtures may be driven into any part of the building structure including floors. Care should be taken to avoid any damage to any part of the building. Should any such damage or disfigurement occur, the Exhibitor shall be liable for any reparation charges incurred.
7.1 You will be exhibiting in a secure environment, however both the venue Belle Salle and the organiser Global Art Agency are unable to accept responsibility for lost or damaged works, and/or personal injury.
7.2 Global Art Agency has arranged security staff at the event, but are not liable or responsible in case any theft or any damage that may occur.
7.3 Security staff will be on duty throughout the period of tenancy of the Event but shall be under no liability for loss, damage or theft. Name badges must be worn at all times by Exhibitors.
8.1 If you are successful in your application at least 50% of your booking fee will be due within 10 days of notification. The payment including optional extras booked, and including any fees, currency fees and transfer fees, will be due 10 days after being notified. If you wish to cancel, you must do this within 24 hours of submitting application for free cancellation, or you will be invoiced with 25% cancellation fee.
8.2 Payments are non-refundable. If the exhibitor cancel their participation no refund will be issued.
8.3 Any payments made that are coming short due to currency conversion, international fees or Paypal fees, will have to be paid before exhibition to be able to take part unless otherwise is agreed. Exhibitors will be notified about this in advance.
8.4 The Exhibitor agrees that all exhibit fees related to exhibiting at the Event, or any other amounts owed to the Organiser, must be paid to the Organiser prior to the Exhibitor’s setting up at the Event and before the payment deadline of April 2019. In the event that the Exhibitor fails to pay any or all such fees in accordance with payment deadlines, the Organiser reserves the right to reassign or cancel the Exhibitor’s Space. In the event that Exhibitor pays the exhibit fees after such reassignment, the Organiser may, in its sole discretion, assign such other exhibit Space, if then available, which the Organiser deems appropriate. The Exhibitor remains liable for payment of all previously agreed fees.
8.5 When your application is successful, at least 50% non-refundable deposit is required within 10 days of acceptance notification. Unsuccessful applicants do not need to pay. The payment in full is required before 30th April 2019. Payments made are non-refundable. Booking fee's are plus 5.5% (Visa/Mastercard/PayPal). Or if paid by bank wire transfer plus $ 35 USD to cover transaction costs.
8.6 PAYING IN INSTALMENTS. For those who wish to pay in instalments have to email us with request. When agreed, a first instalment (non-refundable) payment is needed of 50% within 10 days of acceptance email. The other 50% need to be paid before the deadline of March 2019. Payments not fully received before the payment deadline will not be able to participate. All payments are non-refundable.
8.7 When payment made by the exhibitor this is non-refundable unless otherwise agreed, such as double payments made and after payment deadline received will be refunded minus international transfer fees made by the bank.
8.8 Participation Fee includes: Exhibition Participation for 2-days, Exhibition space, panel hire, Global Art Awards Ceremony, Private View, Champagne Reception, Network After-Party, Global Promotions reaching a huge worldwide audience, free high quality printed Catalogue featuring all exhibitors published worldwide, free invitation to Private View, 0% commission charged on sales.
8.9 Any other costs involved are the responsibility of the exhibitor, such as materials, packaging artwork, accommodation, flights, transport, insurance, printing of limited edition artwork, and other costs that are needed to represent yourself at the Art Fair.
8.10 All payments are non-refundable, unless otherwise agreed.
8.11 We cannot refund payment fees paid, that did not receive VISA permits on time.
8.12 In the event we have agreed on partly refund when VISA not arrives on time, we need to be notified at least 30 days in advance to exhibition. Failing to do so, we will not be able to refund.
8.13 Required invoices are send by email if requested. Never by post.
8.14 Cancellation Policy - Refer to clause 0.1
9.0 GENERAL CONDITIONS
9.1 Exhibitors are not allowed to ship or post artworks to the Tokyo Art Fair event address.
9.2 Global Art Agency does not take any responsibility for artworks that arrive before dates and times of the event at Shibuya Hikarie or artworks that are left after the Art Fair.
9.3 Tobacco is not allowed to be consumed at venue.
9.4 Belle Salle and Global Art Agency will not tolerate any inappropriate behaviour and have the right to remove you from the event at any time.
9.5 Due to terms and conditions of Shibuya Hikarie no electrical supplies are allowed to be plugged (charging phones, laptops, extra lights)
9.6 The exhibitor should address any queries about the event or venue directly to the organisation Global Art Agency. Belle Salle is not the organiser of the Art Fair and all communication is to be sent through Global Art Agency. You will not contact Belle Salle or partners in any circumstances.
9.7 Neither party will be responsible for compensating the other if they fail to meet their obligations because of circumstances outside their reasonable control.
9.8 Exhibitors are not aloud to access any other territorial spaces at Belle Salle apart from the public exhibitors space.
9.9 It is forbidden to use stickers, Velcro, nails, drilling and screws of any kind into the walls of Belle Salle.
9.10 Visitors and exhibitors enter the Tokyo International Art Fair at the Belle Salle building at own risk.
9.11 The GAA Ltd sets the Terms and Conditions, also the place, the duration, the dates, the opening hours, and the ticket price of the Tokyo International Art Fair and if necessary reserves the right to modify them.
9.12 The GAA Ltd has the right to modify any details and information of the event, including details on the website. Global Art Agency cannot be held liable when any modifications and or changes of event details and of website information (even through the cause of third party) have occurred.
9.13 Each exhibitor agrees to respect and make sure that all Conditions of the Global Art Agency, Tokyo International Art Fair will be respected.
9.14 In case of a dispute regarding the interpretation or execution of the Conditions, the organiser and the exhibitor will do their best efforts to solve the dispute amicably and communicate all necessary information. If the dispute cannot be resolved within two weeks, the organizers ‘The GAA Ltd’ can apply to courts. English law will apply.
9.15 The building has been partially adapted for wheelchair access. Please notify us in advance of any special needs and we will endeavour to help.
9.16 The Organisers shall be entitled to use and reproduce the Exhibitor’s name, trademark and logo in connection with the promotion and production of the Event.
9.17 The Organisers will be responsible at all times for the control of the Event area. The Exhibitor is responsible for the supervision of his stand. These Terms and Conditions shall be construed in accordance. Should any question arise that is not provided for within the foregoing Terms and Conditions, the Organisers undertake to give the fullest sympathetic consideration to the interests of the Exhibitor. Their decision must be accepted as final where the requirements for the correct conduct of the Event make an immediate decision imperative, subject always to the proviso that matters in dispute may be referred to an independent arbitrator at the request of either side. The Exhibitor must comply with any regulation or requirements imposed on the Organisers, by the conference centre, the local authorities or any other competent authority.
9.18 Any issues or concerns regarding to the Tokyo International Art Fair 2019, should be corresponded directly to the Organiser ‘The GAA Ltd’ and not with any other parties. Issues or concerns should be corresponded to the Global Art Agency team on the day of occurrence. Any issues reported afterwards cannot be taken in consideration.
9.19 The GAA Ltd accepts no liability for any inaccuracies or omissions on the Tokyo International Art Fair and Global Art Agency websites and any decisions based on information contained in this website are the sole responsibility of the visitor.
9.20 The organisation and third parties cannot be held liable for any reason(s) to receive refund of payment made by exhibitor, helper or visitor. Any payments made to the organisation are non-refundable. For any issues regarding to the exhibition should be addresses to the organisers on the day of occurrence for investigation and will be sorted there and then.
9.21 The organisation and third parties cannot be held liable if exhibitor, helper or visitor suffers from distress due to climate and or temperature throughout the exhibition. Either inside the building and/or outside.
9.22 The organisation and third parties cannot be held liable for any sudden and/or unexpected disruption at moment of exhibition causing lack of visitors, sales, attendance of any kind.
9.23 The organisation and third parties cannot be held liable for any health/safety issues occurring on the premises of exhibition under any circumstances.
9.23 The organisation and third parties wishes to work towards professional standards. Any issues should be directed to the organisation in private on the day of occurrence. Any unacceptable behaviour, and/or causing havoc or disturbance of any kind to organisation, third party, other exhibitors or visitors will be removed from the premises, and will await a penalty fine. We have the right to call the police and/or security to remove exhibitors.
9.24 For exhibitors that cannot attend, using a representative agency. This fee is separate from the exhibition participation fee. This service is provided by an Agency, and not by Global Art Agency. All contact and agreements are between you and the representative agency. We cannot be held liable for any issues that might occur using this or any other agency for representation.
9.25 A booking is only confirmed once payment has been received in full.
10.1 The exhibitor is responsible to insure their own work and public liability insurance.
10.2 The Exhibitor is responsible for own insurance (theft and damage) of their artworks, public liability, third party. The exhibitor is responsible for all costs and insurances including transportation, set up, materials, throughout the duration of the event, including build-up and take down. The exhibitor is responsible for, accommodation, travel insurance, insurance (and costs included) of their artworks to, and from the Art Fair venue, and throughout the exhibition. The exhibitor agrees to hang their own work, and is responsible for hanging and taking down securely. Any damages or accidents that happen at this procedure or throughout the exhibition are the responsibility of the exhibitor. Global Art Agency or Shibuya Hikarie cannot be held liable.
10.3 Exhibitors are responsible for third party liability risks and have to be insured against third party liability risks.
10.4 The GAA Ltd is not responsible for damage arising at the event caused by the public, exhibitors, contractors, volunteers or third party and cannot be held liable. Entering Belle Salle building and Tokyo International Art Fair is at own risk.
10.5 Exhibitors are strongly advised to make their own insurance arrangements. We accept no responsibility for stolen work during the fair as you are deemed responsible for it for the entirety of the fair.
10.6 The Organisers ‘The GAA Ltd’ do not accept responsibility for any theft, loss or damage from any cause whatsoever, in respect of any property brought to the Event premises by the Exhibitor. The Exhibitor releases from and indemnifies the Organisers against any liabilities in respect of any loss or damage to the exhibits or any other property brought to the Venue and the Exhibitor shall effect insurance on a full ‘All Risks’ basis for a sum insured equivalent to the full value of all exhibits and other property brought to the Event.
10.7 You must not bring anything that will spill out beyond the boundaries of your space, cause a health and safety hazard or be deemed inappropriate at a professional fair. Cordial collaboration between your neighbours is recommended, please show consideration for the other exhibitors. You will be asked to remove anything that contradicts the above.
10.8 Global Art Agency Limited and third parties cannot be held liable for any (accidental) damages, theft, loss, expenses, unforeseen fees by the exhibitors such as transport, storage, accommodation, framing, hanging material, art supplies, parking, flight costs, hotel stay, postage costs, and other unforeseen costs for the exhibitor, throughout the exhibition, before exhibition, whilst in transit, whilst in storage, at pre-gatherings and/or after-parties.
11.0 HANGING ARTWORKS
11.1 Hanging Artworks are the full responsibility of the exhibitor. Any accidental damages that happen while hanging, taking down or throughout the exhibition is the full responsibility of the exhibitor. The exhibitors are responsible for their own full insurance. (See 10.0). The GAA Limited and/or Belle Salle or any of their partners and sponsors cannot be held liable for any accidental damages that occur on the premises, in transit or in storage. It is the exhibitors responsibility to insure the artworks for the duration of the exhibition, transportation, storage and theft or any other damages. We strongly advice to insure against (theft and damage) and public liability and third party. The GAA Ltd cannot be held liable for any loss or damage that occurs on the premises, storage or in transit. And will not be held liable for third party liability risks.
11.2 We do not supply any hanging systems.
11.3 Exhibitors are requested to use aesthetically appropriate hanging equipment. You need to have all your work fixed securely with cord on the back. You may use Velcro to hang lighter works. Do not use Velcro for any glazed works, stone works or heavy artworks.
11.4 Please note you mustn’t under any circumstances use fixtures that are not capable of carrying the weight of your artworks.
11.5 The exhibitor agrees to hang their own work, and is responsible for hanging and taking down securely. Any damages or accidents that happen are the responsibility of the exhibitor. The GAA Ltd cannot be held liable.
11.6 Nails and screws can be used onto the panels. Velcro or Tape are also allowed.
11.7 Exhibitor who causes accidental damage to panels and/or other hirings will be responsible for the fees incurred.
12.0 LIGHTING AND ELECTRICITY
12.1 Exhibitors are aware that Belle Salle venue does not provide extra lighting. Global Art Agency offer to hire halogen spotlights.
12.2 Belle Salle does not provide Electricity sockets, therefore the use of electricity is highly forbidden unless you have been allocated a certified power socket, verified by the organisation and taking into counter of the entire electricity supply.
12.3 The organisers cannot be held liable for unexpected events, including power cuts.
12.4 Exhibitor that make use of power connections / electricity sockets without permission will be given a penalty fee of $ 1000 USD plus any costs of damages, such as blowing up electricity, and spotlight failure from exhibitors.
12.5 If you wish to use power, you must obtain permission from the organisation at least 45 days in advance of the start of the event date, and you must be given official permission to use this in writing from the organisation. Power supply plugs will come at an extra charge. You can charge laptop or phone on this but cannot use more voltage than agreed. Failing to do so, and resulting in issues will be charged penalty fee, described in 12.4
13.0 HEALTH & SAFETY
13.1 Exhibitors cannot move their panel/walls/booth, or change panel(s) after setting up in respect to Health & Safety issues.
13.2 Exhibitors are forbidden to store packaging, goods, or belongings behind the panels due to Health & Safety issues.
13.3 Sculptures cannot be displayed in booths or wall spaces. But only in the dedicated Sculpture spaces paid for. You must not bring anything that will spill out beyond the boundaries of your space, cause a health and safety hazard or be deemed inappropriate at a professional fair. All walk spaces and pathways need to be clear. Cordial collaboration between your neighbours is recommended, please show consideration for the other exhibitors. You will be asked to remove anything that contradicts the above. The organiser Global Art Agency and Shibuya Hikariev venue will ask you to remove anything from the Art Fair that causes obstruction, and or health and safety issues.
14.0 HIRINGS, PROMOTIONS AND EXTRA SERVICES
14.1 Hiring equipment from Global Art Agency will be given to the paying exhibitor upon arrival (only pre-paid and pre-ordered hirings will be hired out) Hirings will be collected again or to be returned by exhibitors at take-down. Exhibitors failing to do so will be charged a penalty fee.
14.2 The person that is responsible to any damage accidental or on purpose to the hiring equipment will be held liable and charged the amount of the damage costs.
14.3 If the Exhibitor fails to return the hiring equipment after the event, at take-down, the exhibitor will be charged and invoiced the full amount of the product(s) including a penalty fee for not returning on time. Payments for this should be paid within 7 days.
14.4 The organiser ‘The GAA Ltd’ can apply to court in the event if any of the hiring terms are not being acted upon by the Exhibitor.
14.5 Items cannot be hired or paid on the day.
15.0 REPRESENTATIVE of ARTIST
15.1 Artists that appoint a substitute representative to exhibit and represent them at Tokyo International Art Fair have to inform The GAA Ltd in writing at least 30 days in advance of Tokyo International Art Fair. The representative must be aware and agree to all terms laid within this contract, the contract is between the Exhibitor and Representative and The GAA Ltd. Representatives and Exhibitor will both have to agree in writing to these Terms And Conditions. Exhibitors failing to do so risk disqualification and refusal of participation at the Tokyo International Art Fair, will not receive the participation fee back, and will risk a penalty fee for breach of contract.
16.0 POSTPONEMENT OR ABANDONMENT
16.1 The Exhibitor shall have no claim against the Organisers "The GAA Ltd’ in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the Event, or of the Event building Belle Salle becoming wholly or partially unavailable for the holding of the Event by reason of happenings of any of the events being beyond the Organisers’ control. The Organisers may at their entire discretion repay the rental paid by the Exhibitor or part thereof, but shall be under no obligation to repay the whole or part of such rental and shall be under no liability to the Exhibitor in respect of any actions, claims losses (including consequential losses) costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result of the happening of any such events. If in the opinion of the Organisers, re-arrangement or postponement of the period of the Event, or by substitution of another hall or building or by any other reasonable manner the Event can be carried through, the contract for stand space shall be binding upon the parties, except as to size and position of stands, as to which any modifications, substitutions or re-arrangement they consider necessary shall be determined by the Organisers.
17.1 You agree to indemnify us against any claim or demand, including reasonable lawyers’ fees, made by any third party due to or arising in any way.
18.0 CONTRACTUAL LIMITATION
18.1 Where we provide Goods without specific charge, then it (or they) is deemed to be provided free of charge, and not to be associated with any other service for which a charge is made. Accordingly, there is no contractual nor other obligation upon us in respect of any such goods.
19.0 RIGHTS OF THIRD PARTIES
19.1 Nothing in this agreement or on our website shall confer on any third party any benefit under the provisions of the Contracts (Rights of Third Parties) Act 1999.
20.1 If any of these terms is at any time held by any jurisdiction to be void, invalid or unenforceable, then it shall be treated as changed or reduced, only to the extent minimally necessary to bring it within the laws of that jurisdiction and to prevent it from being void and it shall be binding in that changed or reduced form. Subject to that, each provision shall be interpreted as severable and shall not in any way affect any other of these terms.
21.0 NO WAIVER
21.1 No waiver by us, in exercising any right, power or provision hereunder shall operate as a waiver of any other right or of that same right at a future time; nor shall any delay in exercise of any power or right be interpreted as a waiver.
22.0 DISPUTE RESOLUTION
22.1 In the event of a dispute arising out of or in connection with these terms or any contract between you and us, then you agree to attempt to settle the dispute by engaging in good faith with us in a process of mediation before commencing arbitration or litigation.
23.0 FORCE MAJEURE
23.1 We are not liable for any breach of our obligations resulting from causes beyond our reasonable control, and cannot be held liable for unexpected or uncontrollable events, including power cuts, strikes of our own employees, weather affecting circumstances, earth quakes, or other uncontrollable events.
24.0 GOVERNING LAW AND JURISDICTION
24.1 These Terms and Conditions and any contract included shall be governed by the laws of England and Wales and any disputes regarding them shall be determined by the English courts.
25.0 FINAL STIPULATION.
25.1 The Organizers are entitled to undertake, without notice of default and without judicial mediation, at the expense of the Participant, one or more of the following measures against any Participant acting in violation of the stipulations of the ‘Terms and Conditions of Participation’ or refusing to abide by instructions issued by or on behalf of the Organizers: - to deny the person in question access to the Tokyo Art Fair 2019 by The GAA Ltd with immediate effect; to have his/her stand closed and/or cleared; to retain the exhibited works; without entitling the Participant to claim any restitution or compensation for damages.
25.2 The Participant bears liability for and must be adequately insured against all damages of any kind whatsoever incurred as a result of action or negligence on the part of him/herself, of his/her staff, of persons working for him/her or on his/her behalf in any capacity whatsoever, and/or of holders of participant passes and/or admission passes.
25.3 The Organizers bear no liability for damages for any cause whatsoever to artworks or persons incurred as a result of or in connection with participation in the Tokyo Art Fair 2019. Neither do the Organizers bear any liability for damages to third parties incurred as a result of the use of the stand by the Participant or his/her staff. The Participant shall indemnify the Organizers against claims by third parties in this regard.
25.4 If at any time after entering into the Participation Agreement, the Organizers have well-founded reasons to fear that participation in the Tokyo Art Fair 2019 might be the cause of harm, in any way, to the Organizers, the Tokyo Art Fair 2019 or other Participants, the Organizers are entitled to dissolve the Participation Agreement. The Participant, in this event, remains entirely liable for the full Participation Costs as well as other expenses incurred by the Organizers at his/her request in connection with his/her participation.
25.5 Organizers are not liable for the non-fulfilment, in whole or in part, of commitments related to participation in the Tokyo Art Fair 2019 as a result of Force Majeure.
GAA AWARDS TERMS & CONDITIONS
1.1 The GAA Awards hosted on our facebook page are open to all artists and galleries worldwide.
1.2 The GAA Awards for Best Artist at the Art Fair are open to participants of the and exhibitors of the art fair only. And will be judged by the jury panel who will attend the Art Fair.
1.3 Entries must be the original unaided work of the entrant.
1.4 All online entries are subject to an entry and selection process.
1.5 Work will be considered using the following criteria - artistic sensitivity, technical skill, originality, visual impact and content.
1.6 Online entries are free to be submitted.
1.7 The jury decision is final and no correspondence will be entered into.
1.8 GAA reserve the right to publish reproductions of the entries in the press, on television or on their websites for promotional purposes. The winners must agree to images of their art being used by The GAA LTD and the prize sponsors for any promotional and marketing purposes. The artist retains copyright to the artwork.
1.9 Winners of 1st prize ‘Best Artist Award’ 2018 will receive free participation at the next GAA Art event. Winners will receive a personal invitation by email. If winner cannot take part at next event no money can be given as exchange. And no other art event can be considered as free participation. Winner will receive free 1m wide wall exhibition space, plus free Facebook & Social Media Promo, A large feature in Catalogue together with other winners. Featured on the Website, and a homepage slide if participating, Interview on GAA Blog. All together worth of $ 1500 USD. No money can be given as exchange.
2.0 Other prizes for 2nd place and 3rd place winners include press, promotion, interview, trophy award, announcement on social media, but excludes free participation at next event.