Featured program exhibitor 2025 terms and conditions


TERMS & CONDITIONS, FEATURED EXHIBITOR

The person/people exhibiting work (Exhibitor) at Head On Photo Festival 2025 (Head On) and Head On Foundation Ltd (ABN 46 127 619 149) (Head On) will uphold these Terms & Conditions.

BACKGROUND

The not-for-profit Head On Foundation runs the Head On Photo Festival, one of the world’s leading photography festivals, attracting critical acclaim and extensive publicity. The Head On team works year-round on project management, infrastructure, promotion, marketing, and sponsorships necessary to present hundreds of artists with the opportunity to show their work to a global audience through the annual Head On Photo Festival.

INTRODUCTION

  1. The Exhibitor has been selected to present a Featured Exhibition (Exhibition) during Head On Photo Festival 2025 in either a Head On managed venue or a venue managed by staff at the exhibition venue
  2. The Exhibitor must sign the Terms & Conditions and return them to Head On by the due date provided
  3. The Exhibitor will notify Head On in writing by the due date if they wish to withdraw from exhibiting at Head On Photo Festival 2025
  4. Head On is not liable for any costs the Exhibitor incurs in providing Head On with image files or any other material requested
  5. If, due to unforeseen circumstances, Head On Photo Festival 2025 does not take place as scheduled, alternative measures for the exhibitions may be arranged
  6. All Terms & Conditions may be updated at Head On’s discretion

CREATION OF WORK

  1. By agreeing to exhibit at Head On Photo Festival 2025, you confirm to Head On Foundation that you are the Creator and owner of the work or legally represent the Creator and owner of the work, that the Creator of the work has the permission of the subject or, where appropriate the subject’s parent or guardian, that the work does not infringe copyright or Indigenous cultural and intellectual property, the image was not taken in circumstances of trespass or invading anyone’s legal right of privacy, confidentiality, breach of industrial law or applicable industry code and does not to the best of your knowledge defame anyone nor was the Creator’s conduct in taking the image likely to be misleading or deceptive and that you agree with the these Terms & Conditions
  2. Head On will accept images solely generated by AI at Head On’s discretion. If requested, Exhibitors must provide original RAW files and film to Head On to verify image authenticity
  3. Images solely generated by AI must be clearly identified as such
  4. Exhibitors may enter images that will be part of an exhibition at Head On Photo Festival 2025 into the Head On Photo Awards

 

COMMUNICATION

  1. Head On will communicate with the Exhibitor by email, phone, text messages, or social media
  2. The Exhibitor should check all email folders (such as inbox, junk, clutter, etc.) to ensure they read correspondence from Head On, and notify Head On if they require more information or did not receive any communication as expected
  3. Head On is not responsible for outcomes, including curatorial decisions, if the Exhibitor does not read or act by the due date provided on information sent to them
  4. The Exhibitor will notify Head On as far as possible in advance if they cannot be contacted anytime between 14 April 2025 and 1 December 2025
  5. If Head On’s contracted PR team requests the Exhibitor’s contact details for promotional purposes, Head On will pass the Exhibitor’s email address and phone number to the PR team unless the Exhibitor notifies Head On in writing (email [email protected]) before 30 June 2025

 

FESTIVAL REGISTRATION AND EXHIBITION COSTS

  1. Head On has waived the registration fee for Featured Exhibitors of Head On Photo Festival 2025
  2. For exhibitions to be shown in Head On managed venues
    1. Head On offers featured exhibitors an exhibition of 10-12 prints to show at either Bondi Beach (outdoors), Bondi Pavilion (indoors) or Paddington Reservoir Gardens (outdoors) and will pay for pre-production, production, curation and promotion of these exhibitions
    2. If an Exhibitor requests a variation on the exhibition proposed in item (bi), the Exhibitor may be required to contribute towards costs beyond Head On's exhibition budget; this may include printing, framing, etc. These costs will be discussed with and covered by the Exhibitor
  3. For exhibitions to be shown in venues not managed by Head On
    1. Head On will discuss the exhibition scope and costs with Exhibitors showing work at a venue not listed in item (bi)
    2. Head On Foundation cannot cover costs such as gallery rent, extra staffing, freight, travel expenses, or other expenses

DONATIONS

  1. Head On Foundation did not receive state or federal government funding for Head On Photo Festival 2025 and has reduced the number of exhibitions and events presented. Exhibitors can choose to make a donation (tax-deductible for Australian taxpayers) to help Head On support more artists to present their exhibitions - Head On recommends donations of AUD$500 paid here https://headon.org.au/donation/

FEATURED EXHIBITOR RESPONSIBILITIES

The Exhibitor warrants Head On they own the copyright in the work presented by them and they do not infringe any right of other person(s)

The Exhibitor will

  1. Indemnify Head On for any loss or damage Head On may incur due to the Exhibitor misrepresenting their work, infringing anybody’s rights, or causing harm through negligence
  2. Liaise with Head On throughout the term of these Terms & Conditions
  3. Comply with the key deadlines (to be provided) by providing all digital files and other material Head On requests at the prescribed specifications
  4. Acknowledge and agree that they will provide personal information (such as their name, address, telephone number, and email address) to Head On
    1. The primary contact person representing a group of artists will provide Head On with a complete list of exhibitors and residential postcodes (postcodes are used anonymously for reporting purposes only)
  5. Provide Head On with updated contact details
  6. Acquire all necessary rights and licenses to use all works, digital images, and other subject matter forming part of the Exhibition and its promotional material
  7. Only exhibit work that has been accepted by Head On Photo Festival 2025 from the body of work proposed in the original submission and wide selection provided to Head On unless agreed in writing with Head On
  8. NOT exhibit the work accepted into Head On Photo Festival 2025 in NSW between 1 May 2025 and 3 December 2025 unless agreed to in writing by Head On or is included in the Head On Photo Awards
  9. Request permission in writing from Head On by the appropriate due date and receive Head On’s written approval before finalising dates and times for any event planned in conjunction with the Exhibition and/or, if from overseas or interstate, visit Sydney and Australia; Head On may ask for more information about the event
  10. Take all measures necessary to ensure that the exhibited work(s) will not cause any injury to any person
  11. If Head On requires, deliver printed artworks for the Exhibition and all labour and material costs associated with the construction of the artworks
    1. The Exhibitor is responsible for shipping and handling costs (including insurance) of prints sent to and from the location specified by Head On
  12. If possible, make exhibited work available for sale, subject to negotiation of a commission payable to Head On and the exhibition space; details of commission to be discussed separately
  13. Discuss and agree to all Terms & Conditions set by the exhibition space that Head On does not manage and, if applicable, pay any costs required not covered by Head On
  14. Promote the Exhibition as a Featured Exhibition of Head On Photo Festival in all promotion, print and online (with hyperlinks to ‘headon.org.au’)
  15. Use one image only from the Exhibition in promotion unless otherwise agreed with Head On
  16. Include #headonphoto in all social media posts
  17. Inform Head On if working with a PR person or team and provide Head On with their contact details
  18. Coordinate with Head On any publicity generated by the Exhibitor or anyone acting on their behalf
  19. Send any media releases and other publicity measures to Head On five days before intended distribution (Head On will notify their PR team so promotion is coordinated and stream-lined)
  20. Grant Head On a non-exclusive, irrevocable, worldwide licence to reproduce and publish the Exhibitor’s images at no charge to be included in:
    1. The Exhibition, Festival and/or exhibition catalogue(s) for Head On Photo Festival 2025
    2. Publicity and promotion of the Exhibition, Head On Photo Festival and Head On Foundation in print, digital and electronic media, including on Head On’s website, electronic communications and social media at Head On’s discretion
    3. Exhibition/s and other associated collateral outside of Head On Photo Festival 2025
    4. Printed material for upcycling into products such as bags, sails etc.
  21. Notify Head On in written email to [email protected] by the due date if the Exhibitor does not wish specific images reproduced for publicity and promotion of the Exhibition, Head On Photo Festival and Head On Foundation in all print and electronic media
  22. Work with Head On to explore and apply for potential funding opportunities such as grants or sponsorship
  23. Obtain written approval from Head On before finalising any third-party sponsorship arrangements in accordance with Head On’s sponsorship guidelines

(NOTE: We cannot guarantee the amount of media and/or public interest in the exhibitions)

HEAD ON RESPONSIBILITIES

Head On will:

  1. Provide key deadline dates, Helpdesk and general administration support
  2. Curate and design the the Exhibition
    1. Head On Photo Festival Creative Director Moshe Rosenzveog OAM will choose and sequence the photos for exhibition
    2. Head On’s curatorial team will endeavour to incorporate any Exhibitor feedback
    3. Head On Photo Festival Creative Director Moshe Rosenzveog OAM will approve the final exhibition at installation and amend any details as required at the time
  3. Unless otherwise agreed, manage and implement:
    1. Pre-production work such as re-sizing images and text editing
    2. Manage printing, mounting and framing (where required)
    3. Exhibition design and infrastructure
    4. Installation and de-installation
  4. Manage administration relating to the Exhibition
  5. Liaise with exhibition spaces not managed by Head On to finalise Exhibition and administrative details
  6. Unless otherwise specified, create an exhibition webpage to be hosted on headon.org.au available to the public during and post-festival
  7. Design, printing and distribution of printed and digital marketing assets
  8. Manage sales of artwork or photobooks arising from the Exhibition in Head On managed venues and on www.headon.org.au. Head On will notify and discuss with the artist before the sale
  9. Store the Exhibition prints produced by Head On pre- and post-festival at no charge to the Exhibitor
  10. Promote the Exhibition, approved events held in conjunction with the Exhibition and Head On Photo Festival as a whole via Head On channels that may include:
    1. Head On Photo Festival website (dedicated webpage per Exhibition)
    2. Head On Photo Festival 2025 printed/digital catalogue
    3. Online program/calendar/blog (www.headon.org.au)
    4. Head On Photo Festival EDMs
    5. Head On Photo Festival social media
  11. Assist Exhibitors with supporting documentation if they apply for funding
  12. Brief a PR team to pitch to a wide range of media
  13. Credit the photographer whenever Head On uses their work. Head On will supply the photographer’s name to third parties (such as newspapers and magazines) and use Best Endeavour to ensure that images are credited. Head On will maintain the integrity of the work and will not make any changes without first obtaining the photographer’s permission unless reasonable in the circumstances to do so
  14. Endeavour to notify artists whenever their work has been selected for exhibitions, publication post-festival or other potential commercial opportunities
  15. Exercise all reasonable care with the works submitted but will not be responsible for any loss or damage while in its custody or transit or being transferred or reproduced by any means, including digital copying and online transmission
  16. Use collected personal information to contact Exhibitors; personal information will be handled according to the Privacy Act and in accordance with the Exhibitors’ consent
  17. Add the Exhibitor’s email address to its e-newsletter database. The Exhibitor may opt out of receiving the e-newsletter at any time

Use of head on logo

  1. The Head On Photo Festival and Head On Foundation logos will be provided to exhibitors and should be placed in:
    1. The printed exhibition statement (if not supplied by Head On)
    2. Invitations, online and printed (if produced)
    3. Room notes, postcards, posters, etc., if produced
    4. Other promotion through Exhibitor’s channels, including website, newsletters, blogs and social media
    5. The Exhibitor must submit proposed marketing material, including logo placements, to Head On for approval ten business days before the planned distribution

SPONSORSHIP

  1. Exhibitors can apply for in-kind and/or cash sponsorship from third parties for travel and accommodation to attend the Festival if they:
    1. Obtain Head On’s Sponsorship Policy (available on request from Head On)
    2. Submit a Sponsorship proposal and have it approved before proceeding
  2. Without a Head On approved sponsorship proposal, Exhibitors/Representatives cannot:
    1. Refer to Head On, Head On Foundation or Head On Photo Festival in any discussions with or in documents distributed to potential sponsors
    2. Offer benefits related to Head On to sponsors
    3. Represent Head On or be perceived to represent Head On
    4. Use Head On’s logo anywhere, or in any form, without the written permission of Head On
  3. Exhibitors can refer sponsors to Head On to sponsor the Exhibition and/or Festival

COPYRIGHT

  1. The Exhibitor shall retain copyright in all their exhibited artworks
  2. Head On will have the right in perpetuity to:
    1. Document exhibitions
    2. Use Exhibitor’s images in Head On collateral, on Head On’s website, and to promote the Festival and Head On Foundation in print and online
    3. In consultation and agreement with the artist, include the images in proposals for exhibitions and exhibitions managed by other organisations, e.g. international photo festivals
    4. Use the prints in exhibitions outside the Head On Photo Festival period

TERMINATION

  1. Head On reserves the right to terminate this agreement and exclude or remove from the 2025 Festival any Exhibitor (and their exhibitions) who has submitted false information or who does not comply with all Terms and Conditions set out by Head On
    1. These Terms & Conditions will terminate on 31 December 2025 unless the Exhibitor does not proceed with an exhibition at Head On Photo Festival 2025 or notifies Head On in writing by the applicable due date (see key dates document)

DISPUTES

  1. In the event of any dispute arising between the parties will endeavour to resolve these through negotiation, mediation, independent expert appraisal or any other alternative dispute resolution technique
  2. any other alternative dispute resolution technique
  3. If the dispute is not resolved by such agreement within fourteen (14) days of written notice by one party to the other of the dispute, either party may refer the dispute to arbitration
  4. Any expenses associated with the arbitration will be shared equally by both parties

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Document name: Featured program exhibitor 2025 terms and conditions
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2025-04-15 9:50 am AESTFeatured program exhibitor 2025 terms and conditions Uploaded by Head On Foundation - [email protected] IP 2001:8004:6430:b1c:79bb:af13:9b41:b4f2
2025-04-16 4:10 pm AESTHead On Foundation - [email protected] added by Head On Foundation - [email protected] as a CC'd Recipient Ip: 2001:8004:6430:b1c:79bb:af13:9b41:b4f2
2025-04-16 4:31 pm AESTHead On Foundation - [email protected] added by Head On Foundation - [email protected] as a CC'd Recipient Ip: 2001:8004:6430:b1c:79bb:af13:9b41:b4f2
2025-04-16 5:27 pm AESTHead On Foundation - [email protected] added by Head On Foundation - [email protected] as a CC'd Recipient Ip: 2001:8004:6430:b1c:79bb:af13:9b41:b4f2
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