Exhibitor Guideline - Ikebana Artists
Wa: Ikebana Exhibitor Guidelines 2026
How to Apply
After reading the following exhibitor guidelines, please proceed to "How to Apply."
Exhibition Opening Hours (General Public)
Saturday, 29 August 2026: 11:00 am – 5:00 pm
Sunday, 30 August 2026: 10:00 am – 5:00 pm
Venue
Store Gallery, Abbotsford Convent, Melbourne
https://abbotsfordconvent.com.au/venues/the-store/
https://abbotsfordconvent.com.au/visit/visitor-information
Admission
$10 at the door. Includes a 10% discount voucher for an Ikebana Workshop* and one small floral gift per adult (limited quantities available). *Conditions apply. Children are admitted free when accompanied by a paying adult. Complimentary ticket holders are not eligible to receive a workshop discount voucher or a floral gift.
Free Admission: Admission is free for exhibitors, complimentary ticket holders, and anyone who has booked a demonstration, Ikebana Workshop, or Ikebana Conference.
Exhibitors
Exhibitors must be current Ikebana students or qualified Ikebana teachers. Practitioners from all Ikebana schools are welcome. Applications from Ikebana students must be approved and supported by their teacher.
The setup and dismantling schedule must be strictly observed. Exhibits must not be dismantled before the official closing of the exhibition.
- Certificates of Participation are available upon request for interstate and international exhibitors.
Exhibitor Fee: Free
Size of Exhibits
Exhibitors must select their required exhibition space at the time of application.
Standard Space
Ikebana students without teaching qualifications must select a standard exhibition space.
- Standard table exhibit: Maximum 0.6 m (W) × 0.6 m (D) × 1.5 m (H)
- Standard floor exhibit: Maximum 0.6 m (W) × 0.6 m (D) × 2.0 m (H)
Large Space
Group leaders and exhibitors with Ikebana teaching qualifications may apply for a large exhibition space. Large spaces are limited, and priority will be given to group leaders. Large exhibits may be displayed on either a table or the floor.
- Large table exhibit: Maximum 1.3 m (W) × 0.6 m (D) × 1.5 m (H)
- Large floor exhibit: Maximum 1.3 m (W) × 0.6 m (D) × 2.0 m (H)
Mobile or Hanging Displays
Hanging displays are not permitted due to our insurance requirements.
Gallery Walls
Nothing may be attached to the gallery walls. Abbotsford Convent staff will inspect the condition of the walls throughout the exhibition.
Design Submission
All exhibitors must submit details of their proposed work either at the time of application or by 1 August 2026.
Please send a scanned image of your design to wa.ikebana@gmail.com.
The image file should be less than 0.5 MB in size. Your design plan should include:
- Your name
- Dimensions (Height, Width and Depth)
- Colours
- Materials
If you are unable to send an image, a brief written description will be sufficient.
We understand that your final exhibit may differ slightly from your original design. The purpose of the design submission is to assist our curator in planning the exhibition layout.
If we do not receive your design by the deadline, you will be asked to wait outside the exhibition space on the setup day until you have consulted individually with our curator. You will not be permitted to enter the exhibition space without the curator's approval. This may result in unnecessary delays for both you and other exhibitors.
Promotion – Before the Exhibition
This year, the venue hire costs for our exhibition have increased significantly, and admission fees are our major source of funding to help make this event possible.
Your support means so much to us. If you enjoy the exhibition, we'd be truly grateful if you could help spread the word by inviting your friends, family, and colleagues to come along. Every visitor helps us continue bringing this exhibition to the community.
Thank you for being part of our journey—we look forward to welcoming you and your loved ones!
Please use our Exhibitor Badge to let your friends and followers know about your participation in this special exhibition. See "How to Use Our Exhibitor Badge" on the NEWS page for details.
We also encourage you to share posts about the festival on Facebook and Instagram through your social media channels.
Promotion – During the Exhibition
Business cards and flyers may only be placed at the reception desk and/or distributed during Artists' Talk sessions.
We will include a QR code on your exhibitor name card if you register your details in our Teachers' Directory. Please upload your information using the designated form.
Setting Up (Site)
Friday, 28 August 2026, 1:00 pm – 3:00 pm
Please assist our site management team with setting up tables and other exhibition equipment. Please do not begin installing your exhibit until 3:00 pm.
Our volunteer team works extremely hard to make this free exhibition possible, and your assistance is greatly appreciated.
Setting Up (Your Work)
Friday, 28 August 2026: 3:00 pm – 6:00 pm
Saturday, 29 August 2026: 9:00 am – 9:45 am
Wa Ikebana Award
If you are entering the Wa Ikebana Award, your exhibit must be fully installed by 6:00 pm on Friday, and you are expected to attend the Opening Ceremony on Saturday.
Bridal Bouquet Award
Qualified Ikebana teachers exhibiting at this year's exhibition are invited to apply for the Bridal Bouquet Award through the exhibition application form.
Successful applicants will be notified by 10 August 2026.
If you are selected, your exhibit must be installed by 6:00 pm on Friday, and you are expected to attend the Opening Ceremony on Saturday.
Your bridal bouquet will be auctioned during the festival, with proceeds supporting the ongoing operation of the festival.
Placement and Setup of Exhibits
- Exhibits must be installed only in the designated location assigned by the WA Organising Committee. Exhibit locations must not be changed unless instructed by an authorised committee member (curator).
- During setup, a plastic sheet or similar protective covering must be placed over the tablecloth. All rubbish must be removed before the exhibition opens.
- All exhibits must be stable and safe for visitors.
- Only the official exhibitor name card may be displayed beside the exhibit. Name cards will be prepared by the WA Organising Committee. Personal signage, business cards, price lists or written descriptions are not permitted and may be removed by an authorised committee member.
Opening Ceremony and VIP Guest Tours
Saturday, 29 August 2026
10:00 am – 11:00 am
Venue: Store Gallery, Abbotsford Convent
All exhibitors are warmly invited to attend this exclusive private function.
Each exhibitor may invite up to three guests. If you wish to invite additional guests, please contact us.
An admission fee of $10 applies to all guests. However, one guest may attend using your complimentary admission ticket.
Access to the Exhibition Site
Exhibitors may access the venue throughout the exhibition by presenting their exhibitor pass at the entrance.
Each exhibitor will receive one complimentary admission ticket, valid for a single entry only.
Complimentary ticket holders are not eligible to receive a workshop discount voucher or a floral gift.
Demonstration
Saturday, 29 August 2026
1:00 pm – 2:00 pm
Qualified Ikebana teachers who wish to demonstrate should apply through the exhibition application form.
This year's theme is "Ikebana for Restaurants & Cafés."
Each demonstrator will have six minutes. If your demonstration is not completed within the allocated time, the next demonstrator will begin alongside you.
A small honorarium will be paid to help cover material costs.
Successful applicants will be notified by 10 August 2026.
Artists' Talk – Artist Meet & Greet Sessions
Saturday, 29 August 2026: 11:00 am – 1:00 pm
Sunday, 30 August 2026: 11:00 am – 12:00 pm & 13:00 pm - 14:00 pm
Participation is optional and open to all exhibitors.
During your selected session, please remain with your exhibit to welcome visitors and answer questions about your work. This program is intended to enhance visitors' understanding and appreciation of Ikebana through direct engagement with exhibitors.
Business cards, promotional flyers and vouchers may be made available to visitors who express an interest in your work. However, interactions should remain educational and focused on the exhibition rather than direct sales or commercial promotion.
Dismantling and Clean-up
Sunday, 30 August 2026
5:10 pm – 5:50 pm
Please note: The venue must be completely cleared, cleaned and vacated by 6:00 pm.
All exhibitors are responsible for leaving the venue clean and tidy and are expected to assist with dismantling and cleaning unless special circumstances apply.
Please take all rubbish, flower materials, wrappers, bags and plant clippings home with you. Venue bins are reserved for visitors and must not be used by exhibitors.
Please bring cleaning supplies such as plastic sheets, brooms, dustpans and rubbish bags.
Joining Other Programs
Advance booking is required for all programs, including the Ikebana Demonstration.
If you are participating as a presenter (speaker or demonstrator) or as a volunteer, you do not need to book the program in which you are involved.
Please note that exhibitors do not automatically receive free admission to all festival programs. Additional fees apply for some events.
As our venue has strict capacity limits, we appreciate your understanding and cooperation.
Reception Area
Items placed at the reception desk fall into the following categories:
- Approved flyers and business cards (available upon request)
- Approved books and brochures (display only)
Promotional materials must not be placed on exhibition display tables.
Updates
Important updates will be posted on this website and Facebook. We also encourage you to join our mailing list.
Notes
- Please ensure that you are eligible to obtain a visa to visit Australia before applying for the festival. If you require a Letter of Invitation from Wa Melbourne Ikebana Festival for your visa application, please contact wa.ikebana@gmail.com. Obtaining the appropriate visa and travel documentation is your responsibility.
- Photographs and videos of your exhibit may be used on our website and social media. If you do not consent to this, please notify us by email.
- Wa Melbourne Ikebana Festival accepts no liability for loss, damage or injury during the festival. International exhibitors are strongly advised to obtain comprehensive travel insurance, including adequate public liability cover.
- The guidelines and festival program are subject to minor changes without notice.
