General Conditions & Terms of Participation

The Arts Dot Illuminated—The Grand Screen Experience 2025

Exhibition Dates: 30-31 July 2025

Venue: Karlskrona Blue Port Studios, Karlskrona, Sweden

 

1. Introduction and Acceptance of Terms

1.1. These General Conditions and Terms of Participation (“Terms”) govern the application, selection, and exhibition of artworks for “The Arts Dot Illuminated—The Grand Screen Experience 2025” (the “Exhibition”). 

1.2. The Exhibition is organised by the art association Konst I Blickpunkt (“Organiser”). 

1.3. By applying, artists (“Artists”) confirm they have read, understood, and agree to be fully bound by these Terms.

2. Exhibition Overview

2.1. The Arts Dot Illuminated—The Grand Screen Experience 2025 is a curated exhibition showcasing art on a large-format LED screen and a 25×6-meter wall.

2.2. The Exhibition will run from 30-31 July 2025 at Karlskrona Blue Port Studios, Karlskrona, Sweden. 

2.3. The digital showcase will be presented alongside an exhibition of physical artworks, with a curatorial vision to create a cohesive and engaging experience for a diverse audience, including international representatives from cultural, technological, educational, and business sectors.

3. Conditions of Participation

3.1. Eligibility:

a. Open to artists worldwide, working individually or as recognised collectives. b. Artists must be 18 years of age or older. There are no upper age limits. c. Submitted artworks must be the original creation of the applying Artist(s) and must not infringe upon the rights of any third party.

3.2. Application Deadline:

a. All applications must be submitted electronically by 29 June 2025, 23:59 Central European Time (CET).

b. Late or incomplete applications will not be considered.

3.3. Entry Fee:

a. An entry fee of 200 SEK / 20 EUR per artwork submitted is required. This fee is non-refundable and contributes to administrative and processing costs.

b. Payment Method: The entry fee must be paid via Bank Transfer to IBAN SE97 8000 0832 1237 3952 8606, BIC SWEDSESS,

or Bankgiro: 5461-8905

with reference “TheArtsDot2025 – Artist Name”

c. Proof of payment (e.g., transaction receipt screenshot) must be included with the application submission. Applications without confirmed payment of the entry fee will not be processed.

3.4. Number of Submissions:

Each Artist or collective may submit a maximum of two (2) distinct artworks for consideration. 

4. Accepted Art Forms & Content

4.1. The Exhibition invites submissions in the following digital and screen-based categories:

• Video Art and Short Films (experimental, narrative, animated): Accepting video, film, slow motion, time-lapse, and all animation techniques on digital and analogue mediums. Maximum duration is 3 minutes.
• Virtual Art (Virtual Reality (VR) art, Augmented Reality (AR) art, and interactive digital installations, adapted for screen presentation)
• Digital Art (e.g., 2D/3D digital paintings, renderings)
• Digital Graphics and Cartoons (digital illustration, animated GIFs, motion comics)
• Motion Graphics and Abstract Digital Animations
• Environmental (Eco) Art (digital representations, video documentation of eco-art projects)
• Urban Art (digital representations, video documentation of urban art projects)
• Photographic Art (digital display, series, photo-films, digitally manipulated photography)
• Generative and Data-Driven Art

4.2. Artworks must not contain offensive, defamatory, discriminatory, or illegal content. The Organiser reserve the right to disqualify any artwork deemed inappropriate.

4.3. All the artworks will be presented on a single screen in a loop.

5. Application Process & Requirements

5.1. Applications must be submitted online via the official Application Form. The link to the Application Form will be available on the official exhibition website (https://theartsdot.se/).

5.2. The application package, submitted through the online Application Form, must include:

a. Completed Online Application Form: Artist(s) Full Name(s), primary contact details (email, phone number), Date of Birth, and country of residence. Artist Biography/Statement: A brief biography (max 150 words) and an artwork statement (max 200 words) explaining the concept and any specific relevance. Artwork Details: Title, year of creation, art form category, duration (if applicable). Preview of Artwork: For time-based media (Video Art, Short Films, Motion Graphics): a direct, accessible link (e.g., Vimeo, YouTube – password-protected links are acceptable if the password is provided) or a file-sharing link. Do not submit files requiring download before previewing if possible.  For static digital works (Digital Graphics, Photographic Art): High-resolution JPEG or PNG images (minimum 1920 pixels on the longest side, 72-300 dpi), or a link to where these can be previewed. Link to Artist’s webpage or preferred online platform (for QR code generation).

b. Proof of Entry Fee Payment and optionally an Artist Profile Photo should be sent via email to info@theartsdot.se. Please use the subject line “Artist Name_The Arts Dot Illuminated”. Applications without confirmed payment of the entry fee (if applicable) will not be processed.

5.3. All text documents (biography, statements) should be submitted in English.

6. Selection Process & Notification

6.1. Approximately fifteen (15) artworks/artists will be selected for The Grand Screen Experience from all applications received through this open call. 

6.2. A Selection Committee, comprising art professionals and representatives from organisations within culture and innovation, will review all eligible applications. 

6.3. Selection criteria include: originality, conceptual strength, technical quality, and suitability/adaptability for the large-scale LED screen. 

6.4. The decisions of the Selection Committee are final and binding. Feedback on non-selected works will not be provided. 

6.5. Following the selection process, successful applicants will be notified via email by 30 June 2025.

7. Artwork Specifications for Exhibition & Delivery After Selection 

7.1. The primary exhibition screen is an LED display of 25 meters (width) x 6 meters (height) wall and a 4×3 moveable wall. The native resolution of the screen is 8624 * 2112 = 18 Megapixels. 

a. Optimal Resolution for LED Screen Format: Artists should aim for the highest possible resolution, 4800 pixels (width) x 2112 pixels (height)

b. Minimum Acceptable Resolution: 3840 pixels (width)

c. Aspect Ratio Handling: Artists are encouraged to consider the panoramic format in their submissions if possible.

d. Accepted Video Codecs: H.264 (.MP4 container), Apple ProRes 422 (or HQ), HAP. Other codecs may be considered upon request.

e. Accepted Image Formats: High-quality JPEG, PNG (uncompressed or with lossless compression).

f. Audio: If audio is integral, it must be provided as stereo (PCM WAV or AAC, 48kHz, 16/24 bit). The primary focus of the Grand Screen is visual; complex multi-channel audio installations may not be feasible. 

7.2. Duration (for time-based media):

a. Short Films/Video Art: Recommended maximum duration of 2 minutes. Shorter works or loops are highly encouraged for dynamic programming.

b. Motion Graphics/Animations: Can be shorter loops or fixed duration pieces. 

7.3. Final Artwork Delivery:

a. Selected Artists must deliver the final, exhibition-ready high-resolution file(s) by 6 July 2025.

b. Files should be delivered via a reliable file transfer service to an address provided by the Organiser. The general format for the final, high-resolution exhibition files:  YourName_ArtworkTitle_Final_TheArtsDot. 

7.4. Artists are solely responsible for ensuring their artwork is technically sound, meets the specified formats, and is ready for public display. The Organiser may provide basic technical support for playback, but is not responsible for re-editing, re-formatting, or troubleshooting problematic files. 

7.5. The Organiser reserve the right to request alternative formats or make minor technical adjustments (e.g., transcoding for playback system compatibility) for optimal display, in consultation with the Artist where feasible.

8. Intellectual Property Rights (IPR)

 8.1. Artists retain full copyright and all other intellectual property rights in their submitted artworks. 

8.2. By submitting an artwork and accepting selection, Artists grant the Organiser a non-exclusive, worldwide, royalty-free license for the following purposes:

a. To exhibit the artwork (in whole or in part) publicly on the LED screen at Karlskrona Blue Port Studios during the Exhibition period (30-31 July 2025), including any necessary pre-exhibition setup, testing, and potential extensions or re-showings directly related to this specific exhibition event.

b. To use images, stills, excerpts and descriptive information (title, artist name, statement) about the artwork and the Artist for promotional, publicity, archival, and educational purposes related to the Exhibition. This includes, but is not limited to, use on official websites, social media platforms, press releases, and post-event documentation.

c. To store a digital copy of the artwork for the duration of the Exhibition and for archival purposes by the Organiser. 

8.3. Artists warrant that they are the sole and legitimate owners of all rights to the submitted artwork, or have obtained all necessary written permissions, licenses, and consents from any third-party rights holders (e.g., for music, pre-existing footage, images, performances) for the uses outlined in these Terms.

8.4. The Artist agrees to indemnify and hold harmless the Organizers, their officers, employees, and agents from and against any and all claims, liabilities, damages, losses, and expenses (including reasonable attorney’s fees) arising from or in connection with any breach of this warranty or any claim that the artwork infringes the intellectual property rights or other rights of any third party. Proof of such permissions must be available upon request.

9. Exhibition, Presentation & Sales

9.1. The Organiser, in consultation with the curatorial team, will have sole discretion over the scheduling, duration of display, and manner of presentation for all selected artworks on the Grand Screen. 

9.2. The Organiser will endeavour to present all digital artworks to the highest possible standard, creating a dynamic and complementary experience alongside any physical artworks exhibited.

 9.3. The Organiser is not responsible for facilitating the sale of artworks. Any sales inquiries received by the Organiser will be directed to the Artist or their nominated representative, using contact details provided in the application. Artists may provide their own contact information for sales inquiries to be displayed if deemed appropriate by the Organiser.

9.4. The on-screen presentation accompanying each selected artwork will aim to include the Artist’s name, country of residence, the artwork’s title, and its category/technique. If an Artist Profile Photo is provided (as per section 5.2.e) and the Artist has indicated in the Application Form that they consent to its use, it may also be included. A QR code linking to the Artist’s designated webpage or online platform (provided in the Application Form as per section 5.2.f) may also be displayed, subject to technical feasibility and curatorial discretion.

10. Artist Responsibilities

10.1. To provide accurate, complete, and truthful information in the application. 

10.2. To adhere to all deadlines specified in these Terms. 

10.3. To deliver the final, exhibition-ready artwork file(s) by the specified deadline, meeting all technical requirements. 

10.4. To respond promptly to communications from the Organiser. 

10.5. Artists are responsible for all costs associated with the creation of their artwork, application submission, and delivery of final files. 

10.6. Artists are responsible for their own travel, accommodation, insurance (including artwork insurance if desired, beyond basic care by organisers), and any visa arrangements if they choose to attend the Exhibition, unless otherwise explicitly agreed in writing with the Organiser.

11. Organiser Responsibilities

11.1. To manage the application and selection process with professionalism, fairness, and transparency. 

11.2. To handle submitted digital files with reasonable care and security. 

11.3. To ensure artworks are displayed as intended to the best of their technical ability, subject to curatorial decisions and equipment capabilities. 

11.4. To credit Artists appropriately whenever their work is displayed or promoted in connection with the Exhibition.

12. Liability and Insurance

12.1. While the Organiser will exercise all reasonable care in handling and displaying digital artwork files, they shall not be liable for any loss, damage, or corruption of files during submission, storage, or exhibition, except in cases of proven gross negligence by the Organiser. Artists are strongly advised to retain master copies and backups of their work. 

12.2. The Organiser are not liable for any technical failures of the exhibition equipment or public utilities that are beyond their reasonable control (e.g., power outages, equipment malfunction despite regular maintenance). 

12.3. Artists are responsible for their own insurance if they deem it necessary.

13. Promotion and Publicity

13.1. Selected Artists grant the Organiser the right to use their name, likeness, image, voice, biography, and information about their artwork for promotional, publicity, educational, and archival purposes related to the Exhibition, without further compensation. 

13.2. Artists may be invited to participate in promotional activities (e.g., interviews, artist talks), participation in which is optional unless otherwise agreed.

14. Data Protection and Privacy

14.1. Personal data collected from Artists during the application process (e.g., name, contact details, biography) will be used by the Organiser solely for the purposes of administering the Exhibition, including communication, selection, curation, promotion, and archival.

14.2. Artist data will be processed and stored in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). 

14.3. Artist contact details will not be sold to third parties. They may be shared with essential partners for the direct organisation and promotion of the Exhibition (e.g., press agencies, catalogue printers) under confidentiality agreements where appropriate.

15. Changes, Postponement, or Cancellation of Exhibition

15.1. The Organiser reserve the right to make reasonable changes to the Exhibition schedule, format, venue, or these Terms if necessary due to unforeseen circumstances or reasons beyond their control. Artists will be notified of any significant changes as soon as reasonably possible. 

15.2. In the event of postponement or cancellation of the Exhibition due to force majeure (e.g., natural disasters, pandemics, government restrictions, war, strikes), the Organiser will not be liable for any damages, costs, or losses incurred by Artists. If an entry fee was paid, the Organiser will endeavour to refund the entry fee.

16. Governing Law and Dispute Resolution

16.1. These Terms and all matters arising out of or in connection with the Exhibition shall be governed by and construed in accordance with the laws of Sweden, without regard to its conflict of law principles. 

16.2. Any dispute, controversy, or claim arising out of or relating to these Terms, or the breach, termination, or invalidity thereof, shall be settled amicably through negotiation. If a solution cannot be reached, the dispute shall be subject to the exclusive jurisdiction of the competent courts of Karlskrona, Sweden.

17. Amendments to Terms

17.1. The Organiser reserve the right to amend these Terms at any time. Any such amendments will be published on the official Exhibition website [or other designated channel] and will be communicated to applicants and selected Artists. Continued participation after notification of changes will constitute acceptance of the amended Terms.

18. Entire Agreement

18.1. These Terms constitute the entire agreement between the Artist and the Organiser concerning participation in the Exhibition and supersede all prior communications, negotiations, and agreements, whether oral or written.

Contact Information: For all inquiries regarding these Terms or The Arts Dot Illuminated—The Grand Screen Experience 2025, please contact: 

info@theartsdot.se

Konst I Blickpunkt

Karlskrona, Sweden, June 1, 2025