Managing your Exhibition Entry

Assuming you have been given access to this page and are providing an exhibition of your work or providing a group exhibition you will be coordinating with our curators during the steps of preparing your space, and entries into the exhibition guide.

Before completing this section:

  • Agree with your curator the number of exhibits
  • Prepare your first edit and size these images at 1350px on the longest side at a resolution of 300 DPI. When preparing the images to upload through this portal (that will be used in the exhibition guide and online gallery) you can export your processed 16 but TIFF files created in ProPhoto or Adobe 1998 RGB in an sRGB colour space. This will ensure that they are displayed correctly online.
    IMPORTANT! – Do not convert sRGB files to Adobe ProPhoto or Adobe RGB (1998) or vice versa. You will need to reprocess any sRGB files from the original TIFF or from RAW using the ProPhoto colour space. PLEASE NOTE that your print production files that you will submit separately through our secure AWS Workdocs, should be prepared in Adobe 1998 RGB or ProPhoto RGB to achieve the best print results.




  • Sort the image files into an order that is necessary for the visual story or by a method that you would prefer the images displayed. If you don’t have a preference or do not require a specific hanging order, move onto the next step.

  • Make a copy of the files and place the copy of them in a new folder.

  • Batch-Rename the files in order Prefixed with the letters “POS” followed by a two-digit number such as 01, 02, 03 so the final filename will be POS 01, POS 02, POS 03 etc. (if you wish to reference your own file-naming structure you may keep the existing filename appended to the end of the new filename)

  • By a method of file simple file transfer, send the newly named and sized images to your curator for review.

After receiving and reviewing your images, your curator will confirm receipt and acceptance then prepare to design the hanging plan and gallery space options.

You will be kept updated on this process. In the case that any position adjustments are required to create a balanced hanging plan and symmetrical variation in frame sizes, your curator will advise you and send back to you the entire set on images with new POS numbering.

After you receive the files and the confirmed go ahead, you may then use the returned image files to upload to the system here. There are instructions for each field available in the upload area. You may want to prepare your image titles and captions in advance before commencing the uploads, but you can return to complete any remaining fields at a later time.

Your initial Exhibition Upload Area will be similar to that shown below:



You commence uploading the exhibition information and details by first entering the SETTINGS tab where you will add the exhibition title in the field indicated “A“. In the case that you are submitting the exhibition information on behalf of a Group, Club or Institution you should enter the Group, Club or Institution name in field “B“. In field “C” you enter the exhibition description.

If your exhibition is for a Group, Club or Institution or formed from images by more than one photographer, you should select the option for “Outdoor Exhibition” indicated as “D“. Selecting Yes will allow additional conditional fields for each POS # where you can input the name of the photographer for that image.

Fields E & F are adding a preferred wall and carpet colour. We like to create a variety of designs and colour schemes at Xposure so that each gallery has a unique identity. If you do not select any specific RAL code or carpet colour in these fields, our curators will allocate an aesthetically pleasing colour scheme that complements the images and the frame colour allocated.  RAL COLOUR CHART

Flat Screens – shown as field “G” is to indicate that you have a relevant film or video content that you would like to display in your gallery during the festival. This is intended for behind the scenes footage, documentary or related film and NOT slide shows made from static images. IMPORTANT! if you request to have a flatscreen in your gallery, you are responsible to submit the media content for the flat screen at least 14 days prior to the festival start. Also you should save the media content in MP4 format onto a small flat USB that will be plugged into the back of the screen. You should provide your curator with an advanced viewing of the media that you wish to display and make sure that you bring your USB stick with the media files, with you to the festival. A member of the production team will install the USB. Failure to submit the media files 14 days in advance of the festival will result in the cancellation of your flat screen request.




If approved by our curators, you have the option to combine multiple images into a single framed exhibit. When this applies to one or more of your exhibits, you need to use the checkbox in field “H“. Doing so will enable the conditional option for each image within the multi-image framed exhibit to have a separate title and caption. However, for print sales “K” the framed exhibit will be priced as one and not each individual image. Do not enable “H” unless you have agreed on multi-image frames with your curator.

Option “I” is used for Group, Club or Institutions and when a section is containing separate essays or stories. This may be the case when multiple photographers have contributed to an exhibition that has more than one section and one of those sections that contain more than one essay or story.

Field “J” is for use by the Exhibition Curator – No input required.

Enabling the option for Print Sales at the Festival is controlled by field “K“. Once this field is activated you will have an extra field available for each POS # when using the exhibits TAB. Please read the terms and conditions relating to Print Sales.

If you wish to include Limited Edition & Artist Proofs in your exhibition, you need to check the field “L“. This will activate additional conditional fields for each POS #when in your Exhibits TAB.

Normally exhibitions will comprise of just one section and you may leave the default “1” in this field. However, if your exhibition is formed from two or more sections (max 5) or contains different subject matter or series that should be separated, you will indicate the number of sections that form the exhibition in the field shown “M“. When you activate this option, you are required to add section titles and descriptions relevant to each section.

The type of paper used in printing your exhibition can be selected from the list option shown in the field “N“. If you are uncertain which paper is best for your work, select the list entry “Let Curator Decide”

SAVE SETTINGS – this is important not to forget each time when adding or editing your settings.



Should your exhibition contain multi-image frames ( ie.e more than one image to be mounted inside a single frame ) you will utilise the option for Multi-Image Frame and indicate the number of images that will be contained in a single frame. Once you do that, additional conditional fields will become available for the required information that pertains to each of the images within the multi-image frame.


The small JPG files that you will be uploading to the system here are for the use of the exhibition installation team, our designers who will be creating the exhibition guide and for online use only. Your curator will provide you with a secure file transfer space for the purpose of transferring the “Print Production” files. If you are unsure how to prepare print production files, your curator will be happy to send you some guidelines.

Instructions - Exhibits TAB