Artists Among Us Submission Form

Artists Among Us Timeline

Sunday, June 8, 2025 | Artwork Submission Forms due
Friday, July 11, 2025 | Artist Notification of Acceptance
Thursday, September 4, 2025 (3 - 4:30 PM) and Friday, September 5, 2025 (8:30 – 10 AM) | Artwork delivered to Newfields
Friday, September 12, 2025 | Exhibition opens
Sunday, May 17, 2026 | Exhibition closes
Monday, May 18, 2026 | Artwork picked up from Newfields

Submission Guidelines

1. All current Newfields staff are eligible to submit their own Artwork to Artists Among Us (“Exhibition”). Artists must be a current Newfields staff member at the time of submission and at the time of the exhibition installation to be eligible.

2. The Artist may submit one (1) Artwork for entry. Artwork previously displayed in a prior iteration of the Exhibition is not eligible for resubmission. Artwork must be fully completed at the time of submission of this form. Works in progress or artwork proposals are not eligible. Artwork substitutions will not be accepted.

3. Submitted Artwork should not include subject matter that is obscene, defamatory, or discriminatory.

4. The Registration Department will notify Artists of acceptance into the Exhibition via email correspondence.

5. 2D Artwork cannot exceed 42” × 36” in any direction, including the frame. 3D Artwork will be displayed depending on the availability of Newfields’ display cases and cannot exceed 24” × 18” × 18”. There is no minimum size requirement.

6. The Artist must provide their own mount for 3D Artwork, which will need the advanced approval of Newfields. 3D Artwork cannot exceed 75 lbs. 2D Artwork should have d-rings attached (no sawtooth hangers or wire) and be ready for hanging. Frames are not required; however, the Artwork must be able to safely be displayed through the run of the Exhibition. Artwork not ready for hanging at the time of Artwork delivery will not be accepted.

7. The Artist is responsible for all costs in preparing the Artwork for submission and display. The Artist permits Newfields to adjust or add mounts or hanging hardware.

8. Artwork should be self-contained and cannot include any materials that are biohazardous or otherwise hazardous. Nothing with electricity, screens, or data ports can be displayed.

9. All submitted Artwork should be clearly labeled on the back or bottom of the Artwork with the Artist’s full name, phone number, and email address.

10. All Artwork should be delivered to Newfields by Friday, September 5, 2025, and picked up on Monday, May 18, 2026. Artwork not delivered to Newfields during the scheduled and communicated Artwork delivery times (above) or by previous arrangement with the Registration Department will not be accepted or exhibited.

11. Acceptance of Artwork for the Exhibition will be at the sole discretion of Newfields, and any Artwork that does not follow these Submission Guidelines will not be included in the Exhibition. Newfields reserves the right to invite the Artist to submit a replacement if the initially submitted Artwork is not accepted. The Artist further agrees that the Artwork will comply with Newfields' Employee Handbook Standards of Conduct.

Terms of Participation

1. The Artist warrants the Artwork is an original creation by the Artist; does not infringe on any intellectual property rights of others; and is free and clear of all liens and encumbrances. The Artist will retain the copyright of their Artwork. The Artist grants Newfields a non-exclusive license and agrees that Newfields may photograph the Artwork and use the resulting photographic materials without restrictions or royalties paid, for archival, promotional, marketing, website, educational, commercial, and such other purposes as Newfields determines in perpetuity. Such photographic materials are the property of Newfields. The Artist further agrees to permit Newfields’ guests to photograph the Artwork on display for their personal non-commercial use.

2. The Artist agrees that Newfields may use their name and likeness for public relations and marketing purposes and agrees to provide Newfields with their preferred name and handles for social media posts, mentions, and recognitions.

3. The Artist warrants the Artwork can withstand transportation and display, and understands it is being submitted to this Exhibition at their own risk. Newfields will provide all reasonable accommodations to prevent damage to the Artwork. The Artist understands their Artwork may be on display when there is a high volume of guest foot traffic through the Exhibition space (i.e., lecture series in DeBoest Lecture Hall) and acknowledges the associated display risk(s). If Newfields determines that the Artwork presents an imminent hazard to the public, Newfields’ staff, or property, Newfields may authorize the removal of the Artwork. Newfields is not responsible for any loss, theft, or damage to the Artwork.

4. Notwithstanding the Visual Artists Rights Act of 1990, the Artist hereby expressly grants Newfields the right to deinstall the Artwork after the Exhibition. The Artist further grants Newfields the right to dismantle and/or destroy the Artwork after the Exhibition, under Newfields’ discretion, unless the Artist has made arrangements to remove the Artwork from Newfields within ninety (90) calendar days of the communicated Artwork pick-up date listed above.

5. The Artist releases, indemnifies, and holds harmless Newfields, its officers, directors, trustees, governors, agents, vendors, employees, volunteers, and independent contractors (“Released Parties”) from and against any and all claims, demands, liabilities, obligations, damages, proceedings, losses, costs and expenses (including reasonable attorneys' fees), or rights of action arising out of this Agreement. The release includes, but is not limited to, any situation wherein the alleged act or omission complained of was caused in whole or in part by the strict liability or negligence in any form of the Released Parties but does not apply to the extent the alleged act or omission complained of was caused in whole by the gross negligence or willful act(s) of the Released Parties.

6. By signing this Submission Form and Agreement, the Artist permits Newfields to display the Artwork in this Exhibition and understands that no compensation will be paid to the Artist by Newfields.

7. This Agreement will be governed, construed, and enforced in accordance with the laws of the State of Indiana, without regard to its conflict of laws rules.