Participation Terms and Conditions

By participating in the Jogjakarta International Art Fair 2025, all participants agree to comply with the following terms and conditions:

^{1. Category Definitions & Participation Criteria}

Artist Direct:

• Artists who have participated in a maximum of 5 (five) professionally curated group exhibitions in the last 5 years
• Have never held a solo exhibition in commercial or established galleries
• Submit photos of your work to be included, with a maximum size of 2 MB, in JPG, PNG, or PDF format
• Include a portfolio of 5-8 works with high-quality documentation (min. 300 DPI) containing a CV and an artist statement in Indonesian and English
• Artwork price during JIAF implementation is a maximum of IDR 10.000.000,-

Emerging Artist:

• Have held at least 1 solo exhibition in an art gallery
• Have consistent group exhibition records (min. five exhibitions in the last 3 years)
• Submit photos of your work to be included, with a maximum size of 2 MB, in JPG, PNG, or PDF format
• Include a portfolio of 5-8 works with high-quality documentation (min. 300 DPI) containing a CV and an artist statement in Indonesian and English
• Artwork price during JIAF implementation: IDR 10.500.000,- – IDR 30.000.000,-

Established (Artist/Gallery):

• Gallery representation with a minimum of 5 years of operational record
• Artists with consistent solo exhibition experience in prominent galleries
• Works included in museum, institutional, or significant collector collections
• Submit photos of your work to be included, with a maximum size of 2 MB, in JPG, PNG, or PDF format
• Include a portfolio of 5-8 works with high-quality documentation (min. 300 DPI) containing a CV and an artist statement in Indonesian and English
• Include a complete gallery profile

2. Application & Selection Procedure

Application Timeline:

• Registration opening: October 15, 2025
• Application deadline: November 30, 2025

Selection Process:

• Selection conducted by the curatorial team and the art director independently
• Decisions are final with complete discretion to the curatorial team
• Application status can be monitored through the participant’s online portal

Required Documents:

• Complete application form (online)
• Digital portfolio according to category
• Identity card

3. Cost Structure & Payment

Cost Structure per Category:

• Artist Direct: Minimum ½ Panel @ IDR 1,500,000 / Maximum three panels @ IDR 2,500,000
• Emerging Artist: Minimum 1 panel @ IDR 2,500,000 / Maximum five panels
• Collective/Group: 5 Panels (1 panel free) @ IDR 2,500,000
• Established (Artist/Gallery): Booth IDR 25,000,000
• Iconic: Island as spotlight according to the agreement

Payment Scheme:

• Term 1: 50% down payment after receiving LOA (Letter of Acceptance), received no later than November 25, 2025
• Term 2: 50% final payment no later than November 30, 2025

Refund Policy:

No fee refund for cancellation by exhibition participants

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4. Facilities & Space Allocation

Standard Space per Category:

• Artist Direct: 122cm x 244cm (one side wall panel + 1 lighting), maximum can register for 3 panels
• Emerging Artist: 122cm x 244cm (one side wall panel + 1 lighting), maximum can register for 5 panels
• Established (Artist/Gallery): 2.44 x 6.1 x 2.44 m (9 panels and 6 lighting)
• Iconic: Special space according to curatorial needs

Provided Facilities:

• Standard art fair white panel walls
• Professional lighting system (LED track lighting)
• Power outlet (220V)
• 24-hour security system during Art Fair
• Participant name signage and artwork information on the event map

Space Placement:

• Determined by the curatorial team and the art director based on visitor flow with artwork visual category
• Space changes are only made with participant approval, except for safety reasons

5. Setup & Technical Requirements

Setup Schedule

• Loading-in: December 28, 2025
• Final check: Opening day 07:00 – 08:00 WIB
• Loading-out: January 3, 2026

Technical Requirements

• 2D artwork maximum weight 15 kg
• 3D artwork, maximum load 30 kg, and height 70 cm
• Effective Display Area: Effective width: 100-110 cm (6-11 cm margin left-right) / Effective height: 180-200 cm (from floor)

Technical Assistance

• Technical team available for setup consultation
• Professional handling services are available
• Emergency technical support during the event

6. Content & Curatorial Guidelines

Permitted Artworks:

Painting, drawing, printmaking, sculpture, mixed media, ceramic, photo (2D or 3D artworks, no material restrictions as long as content is appropriate)

Content Requirements

• Does not violate Indonesian law or social norms
• Does not contain elements of SARA, pornography, or explicit violence
• Mandatory approval for controversial works

Approval Process

• Final artwork list submitted H-14 before panel arrangement
• The curatorial team has the right to request modifications or replacement if the photo or exhibition standards are not met
• Alternative artworks must be prepared for anticipation

7. Sales & Transactions

Sales System

• Artwork reservation system (max. 24 hours)
• Payment can be made by direct transfer to the artist’s account
• Packaging and shipping costs are the buyer’s responsibility

Sales Administration

• Certificate of authenticity required for each sold artwork
• Shipping arrangements are the participant/buyer’s responsibility

8. Security & Insurance

Security

• 24-hour surveillance with CCTV and security personnel
• Access control for participant areas
• Fire safety system and emergency response procedures

Responsibility

• Organiser responsible for venue general security
• Damage reports must be made for every incident

9. Programs & Documentation

Mandatory Programs

• Opening ceremony and VIP preview
• Artist talks according to a determined schedule
• Art fair catalogue (participants must provide images and data)
• Press interviews, if requested by the media

Documentation

• Social media coverage with official hashtags
• Digital archive for documentation purposes

Publication Rights

• Organiser gets non-exclusive rights for documentation and promotion
• Participants retain full copyright over works
• Organiser and artist must be credited in all publications
• Commercial use requires separate permission from participants

10. Modification & Force Majeure

Organiser’s Modification Rights

• Changes to date, operating hours, or venue with a minimum 30-day notice
• Layout or procedure modifications for safety or event smoothness
• Addition of health protocols according to government regulations
• Consultation with participants before significant changes

Force Majeure

• Natural disasters, pandemic, government decisions, or other force majeure circumstances
• The art fair can be postponed, shortened, or cancelled
• Option to transfer participation to the following year

Change Communication

• Official announcement through email and social media
• Consultation with participants for significant impact
• Alternative solutions, if possible
• Timeline adjustment with reasonable compensation

11. Withdrawal & Penalties

Withdrawal Terms

Withdrawal with no refund, 100% penalty

Participation Transfer

• Permitted with approval and a 10% admin fee
• Replacement party must meet the same category criteria
• Transfer process maximum H-30 before the art fair
• Complete legal transfer documentation required

12. Copyright & Publication

Artwork Copyright

• Remains wholly owned by the artist/participant
• No ownership transfer to organiser
• Protection against reproduction without permission

Organiser’s Publication Rights

• Non-exclusive rights for JIAF promotion and documentation
• Limited use for JIAF official media
• Rights duration: 2 years after JIAF ends
• Must be credited in every use

Commercial Use

• Requires a separate approval agreement
• Profit sharing if commercial exploitation exists
• Approval process for third-party licensing
• Participants have the right to refuse commercial use

13. Privacy & Data Protection

Data Collection

• Participant data for administration, communication, and art fair statistics
• Voluntary data for market research and improvement
• Prohibited from sharing with third parties without consent
• Right to access, correct, and delete personal data

Data Usage

• Internal administration and communication
• Anonymous statistics for reporting
• Marketing materials with consent
• Historical archive for art exhibition documentation

Data Security

• Secure storage with industry-standard protection
• Limited access only for authorised personnel
• Regular backup and disaster recovery procedures
• Compliance with Indonesian data protection regulations

14. Dispute Resolution

Dispute resolution is conducted through mediation or legal process in accordance with the jurisdiction of the Republic of Indonesia.

Acceptance of Terms: By submitting an application, participants acknowledge that they have read, understood, and agree to be bound by these terms and conditions.