14th International Exhibition of Botanical Art & Illustration - Intent to submit

The 14th International Exhibition of Botanical Art & Illustration at the Hunt Institute for Botanical Documentation in Pennsylvania takes place in the Autumn / Fall of 2013.

However in order to submit work you need to submit an "Intent to submit" form by 31st January 2012.  Yes folks - that's by next Tuesday!

Catalogue of the Hunt Institute's 
13th International Exhibition of Botanical Art & Illustration, 2010
Cover illustration: Fiona Strickland, 
watercolor on paper of Helianthus, Last sunflower, 2008
© 2008, Fiona Strickland, All Rights Reserved
Collection of Hunt Institute for Botanical Documentation

Submission Guidelines

The Hunt Institute for Botanical Documentation is currently accepting submissions for the 14th International Exhibition of Botanical Art & Illustration which will be held in the Autumn / Fall 2013 (exact dates have still to be determined).

How often is International Exhibition of Botanical Art & Illustration held? 

This exhibition is held every three years.  The last one was in 2010.  The catalogue for that exhibition is still available

Who can enter?

The exhibition is open to all botanical fine artists and illustrators working in any medium on paper or vellum whose work has achieved a standard of excellence and who have not yet been represented in the Hunt Institute’s series of International Exhibitions.

Basically:

• top class botanical artists
• ... who live anywhere in the world (this is an international exhibition)
• ... who have NOT had artwork accepted and displayed in the Hunt Institute’s series of International Exhibitions

You can check out all the artists who have had work accepted and displayed in previous exhibitions in the Cumulative Index of Artists (pdf file)

What's the timeline?

The timeline for entering this exhibition is rather more extended than for other exhibitions - it's just over two years from beginning to end.

The submission process has also been changed this time around.  There are six stages

1. Intent to submit - the notice of the intent to submit has to be received by 31st January 2012
2. Submission of images - submit digital images, to be received by 15 June 2012
3. Request for original artwork - submit original artwork, to be received by 26 October 2012
4. Shipping 
5. Acceptance - acceptance/rejection will be notified within a week of receipt
6. Request for biographical information and portrait photo - accepted artists only

You can download:

• 14th International Submission Guidelines (pdf file)
• 14th International Submission Form (Word.doc)

1. Intent to Submit

Where can I find the Forms to submit work?

You can download the Intent to Submit Form (Word.doc) from the webpage for the exhibition on the Hunt website.  Remember this has to be submitted by the 31 January 2012.

What do I have to say in the Intent to Submit?

This is what it looks like (click to see a larger image) and it's not at all complicated.  You tell them your name and contact details (including your website) and state what medium you will be using for the work that you intend to submit work.  That's it!

Apart from emailing it to  emailed to Cate Hammond at chammond[AT]andrew[DOT]cmu[DOT]edu  (Normally you could mail it - but given how close it is to 31 January, it's probably best to email it.)

The Curator may review Intent forms received after 31 January 2012 but don't assume this will happen - it's totally at her discretion.

Two really important things you need to know

1. Artworks must be available to the Hunt Institute from 26 October 2012 to 7 February 2014. 
2. They will NOT accept artwork which is already in a private collection or otherwise held by a third party.

2. Submission of images

How do I submit images for consideration?
The selection process involves an initial screening based on up to three images sent to the Hunt by the artist.

As always, with open submissions of this sort, it's absolutely vital that the image submitted is a faithful representation of the artwork (ie "the best you can do" is not actually good enough if it isn't also faithful to the original).

Your expectation must be that any image which is found to be misleading will lead to artwork being weeded out of the selection process and your name being remembered as somebody who doesn't follow instructions!

Please note that all images, photographic or digital, must faithfully represent the original artwork.

Artists should submit the following - to be received by 15 June 2012:

• up to three (3) artwork images in three possible ways - SLIDES, CD/DVD or portfolio review
• PLUS a resume 
• PLUS a completed submission form

The three ways you can submit images are

• As a 35 mm slide or 4 × 5" transparency. 
• Each slide or transparency must be labeled with the artist’s name, artwork title, year, medium and paper size. 
• Slides will be returned to artists after review.
• Please do not convert digital images into slides. 
• As high-resolution digital files burned to CD or DVD. 
• Each jpeg image must be at least 350 dpi, a minimum of 8" or 20 cm high, and 2800 pixels in length or width. 
• Each CD or DVD must be labeled with the artist’s name. 
• Individual files on disk must be labeled with artist’s last name and artwork title. CDs and DVDs will NOT be returned. 
• emailed images will NOT be accepted.
• Portfolio review. 
• Artists may make an appointment with Curator of Art Lugene Bruno at the Hunt Institute in Pittsburgh to review original artwork. 
• Travel arrangements and costs to and from Pittsburgh are the responsibility of the artist.

If the images were created by a third party, they must be reviewed to ensure their accuracy and faithfulness. Excessive alteration to digital images, such as overly sharpening and dropping out backgrounds, is prohibited and may result in the rejection of the submission.

When do I find out whether my artwork has been selected?

You should be told by 15 August 2012 whether or not original artwork will be requested.  If it is not requested your submission has failed this time around.

I couldn't find anywhere where it specifically says "do not submit the same artwork next time".  However a general rule of thumb is it's best not to annoy a curator or selection committee by submitting work again if they rejected last time.  (However you can submit it to other competitions where different people are involved with selection!).  It's always best to submit new and improved work the next time round.

3/4. Request for Original Artwork + Shipping

On 15 August 2012, artists who have passed the screening round will be contacted with a request for the original artwork

The artist is responsible for:

• packing the artwork securely in materials which can be reused for sending it back
• ensuring the UNFRAMED artwork reaches the Hunt Institute by 26 October 2012 
• arrangements for shipping and insurance and associated costs
• all paperwork for Customs if work is being submitted by artists outside the USA
• agreeing the formal loan of the artwork to the Hunt Institute until 7 February 2014

The Hunt Institute is responsible for

• providing all mats and frames for the exhibition
• paying for the return shipping costs of any artwork rejected at this stage (eg because it does not correspond to the submitted image)

The submission guidelines provide very detailed guidelines as to how work should be submitted - including recommendations as to preferred shippers.  The use of wooden crates or loose Styrofoam in packing the works is prohibited

Very detailed guidelines are provided for those sending international shipments.  These should be followed faithfully as they are designed to avoid the artist finding their artwork has got stuck in Customs or they need to pay a large sum in taxes to release it.

5. Acceptance

The final decision as to whether or not an artwork will be included in the exhibition is made after seeing the original artwork.

Artists are informed within a week of their work being received as to whether it is accepted or rejected.

6 Request for Biographical Information and Photo Portrait

The last hurdle - the bio and photo!  All you need to do now is find a photographer who takes a photo that you're comfortable with.

If you're not sure what is wanted for the bio, why not ask to see the sort of bio information is typically included with the catalogue.  A bio may be word limited but it is normally the factual side of life as an artist rather than the sort of information which goes in an artist statement.

You may also find this site useful How to write an Artist's Resume or CV

and finally.......

I've included this exhibition in my new module for botanical art exhibitions in the USA which I've added into Botanical Art - Resources for Artists.  If there are any others of significance which you think should also be included I'd be very happy to receive details of them.