Art Exhibitors — Open Call: Terms

HOLOLIFE Summit 2026 · SugarFactory, Halfweg (Amsterdam) · build Thu 12 + Fri 13 Nov · event Sat 14 + Sun 15 Nov · teardown Sun from 18:00

We run an open call for artists: you come at your own cost, exhibit and sell your own work, and we curate the selection. Every term below exists so that only artists who accept these conditions apply.

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1. The deal — what the artist gets

• A space to exhibit at the Summit, free of charge — no stand fee, unlike commercial exhibitors.
• The right to show and sell their own work on site for the full event (Sat 14 + Sun 15 Nov).
• A 10% commission on sales made at the Summit covers the cost of running the space, settled after the event against reported sales. You handle your own payments and any tax/VAT.
• Entry passes for the artist and one assistant for both event days.
• Listing as an exhibiting artist on the website / in the app, and inclusion in our social media announcements.
• Access to ~2,000 attendees from the wellness, longevity and biohacking industry.

2. What we do NOT provide

• No fee, no artist honorarium, no purchase of works.
• No travel, no accommodation, no meals (food is bought on site).
• No transport, no crating, no storage before or after the event.
• No production crew, no technicians, no lift operator, no tools, no ladders.
• No dedicated gallery lighting beyond the general room lighting — anything specific is at the artist's cost and must be agreed in advance.
• No insurance. The artist carries the full risk for their work at all times.

3. Hard conditions — the artist must

• Install and dismantle everything themselves. This is non-negotiable: if we install it, it becomes a production job and a cost.
• Arrive within the build window (Thu 12 / Fri 13 Nov) and be installed before doors open Saturday.
• Remove everything on Sunday after 18:00, within the teardown window. Nothing may be left behind — anything left is disposed of at the artist's cost.
• Take full responsibility for their own work — transport, handling, damage, theft, and their own insurance if they want cover.
• Leave the space as they found it: no drilling, painting, gluing, taping or any permanent marking of walls, floors, pillars or the building fabric.
• Handle their own sales, payment method and any tax/VAT obligations. We do not process payments on their behalf; the 10% commission is settled after the event against reported sales.
• Be present, or have someone present, during opening hours — unattended works are their own risk.

4. Venue rules (SugarFactory / Dutch fire regulations) — non-negotiable

• Floor-standing and free-standing works are strongly preferred. They are the easiest and cheapest to bring in and the fastest to approve.
• Anything suspended must hang on steel/metal wire — no rope, no textile, no cable ties, no improvised fixings.
• Nothing may be rigged to the roof, trusses or building structure by the artist. All structural points at this venue go through the venue's AV partner, are chargeable, and need plans at least 10 working days in advance. If a work needs a rigging point, it must be declared at application — otherwise it will not be approved.
• Nothing may hang over people's heads. No work may be positioned so that it can fall on a visitor.
• All materials must be fireproof / fire-retardant treated — fabrics, drapes, paper, wood, foam. Fireproofing spray is acceptable; a fire certificate or proof of treatment may be requested by the venue or the fire brigade.
• No open flame, no candles, no incense, no pyro, no smoke or haze machines.
• No confetti or glitter.
• No charging of batteries on site (e-bikes, scooters, large battery packs, aerial equipment).
• Water-based works (fountains, pools, anything needing water supply or disposal) must be declared and approved in advance — floors and walls cannot be washed down.
• Sound elements must be declared in the application and agreed with production in advance, so they don't clash with the stages nearby.
• Power: standard 230V sockets only. Total power draw must be declared at application; everything plugged in must be in safe condition (no damaged cables), cables taped down or ramped, no daisy-chained extension blocks.
• Venue lifts and platforms may only be operated by venue staff — artists cannot use them.
• The venue house rules apply at all times and override anything written here.

5. Selection & curation

• We select the artists — applying is not acceptance.
• Work should fit the spirit and theme of the Summit (consciousness, nature, technology, human potential); decorative value for the space is part of the criteria.
• Priority to work that is self-installing, floor-based or wall-leaning, and visually strong from a distance.
• We reserve the right to refuse or remove any work that breaches the venue rules, safety conditions, or is not as described in the application.
• Placement is decided by production, not by the artist. Space is limited and allocated per work.

6. Deadlines (driven by the venue's own lead times)

What	When	Why
Applications close	15 September 2026	leaves time to curate
Selection announced	~22 September 2026
Final specs from selected artists (dimensions, weight, mounting method, power, floor area)	25 September 2026	needed for the plans below
Fire-safety + furnishing floor plan filed with venue	~1 October 2026	venue requires ≥6 weeks before first build day
Any approved rigging plan to the venue's AV partner	~29 October 2026	venue requires ≥10 working days