GLOSSARY
Words and phrases have the meanings given to them in the following section:
Admittance
Our written acceptance of an Applicant’s application
Applicant
An art gallery, art dealer, art institution or similar organisation which/who submitted an Application Form to participate in Art Jakarta
Application Form
Official form to apply for participation in Art Jakarta, as produced by the Organiser
Art Jakarta
The contemporary art show produced and managed by the Organiser, to be held at the Venue from 3 – 5 October 2025
Booth
Specific fair area in Art Jakarta allotted to an Exhibitor by the Organiser
Exhibition
Art Jakarta
Exhibitor
Participant to Art Jakarta who has been admitted in writing by the Organiser to participate in Art Jakarta
Exhibitor Manual
Detailed technical and other information for an Exhibitor about Art Jakarta including schedules and deadlines, which will be sent to Exhibitors after Admittance
Exhibits
Artworks and any other material presented by an Exhibitor in his booth during Art Jakarta, or in other areas within the Venue designated by the Organiser
Fair
Art Jakarta
Organiser, We, Us, Our
PT. Artindo Jakarta Seni Kini (legal entity)
Set-up
Specified period preceding the VIP Preview, as listed in the Exhibitor Manual
Show Builder
The company appointed by the Organiser to provide constructional and related services for Art Jakarta
Tear-down
Period following the official closing of the Fair on its last day, as listed in the Exhibitor Manual
Venue
JIEXpo Kemayoran
VIP Preview
The date and time of the VIP Preview period as listed in the Exhibitor Manual
You or Your
Pertaining to an Applicant (before Admittance) or an Exhibitor (after Admittance)
1 . P R O C E S S
1.1 Can artists apply to join Art Jakarta?
We regret that artists are not eligible to participate in Art Jakarta. Artists need to be represented by an independent gallery or an art dealer.
1.2 How does one join Art Jakarta?
Every art gallery, art dealer, art institution, or similar organisation who wish to participate in Art Jakarta must submit to us a complete Application Form with all required documents, by the published deadlines. An Applicant becomes an Exhibitor only after our written acceptance of his application.
We cannot process an incomplete or unsigned Application Form.
The Application Form and all supporting materials remain our property and will not be returned to an Applicant or an Exhibitor.
1.3 How accurate must the information about your Exhibits be?
Please give us as accurate specifications about your Exhibits as possible.
It is also important that we know of any technical data necessary for the display of your Exhibits (for example electrical wiring, excessive weight, etc). We and/or the Venue Owner will decline any responsibility for additional costs or other consequences if the specifications submitted were insufficient or incorrect.
1.4 Allowed Exhibits
You may present in your booth all types of visual Artworks created from 1900 onwards. Antiques, furniture, books, design objects, etc do not normally qualify for admission, unless specifically accepted by us.
1.5 Can an Applicant or Exhibitor request a specific booth location, or a corner booth?
We need to consider the overall concept, design, and layout of Art Jakarta, including the Exhibits which will be presented, when we allocate booths to Exhibitors. We are therefore not able to entertain requests for a particular booth location, or for a specific booth configuration (eg a corner booth). Applications with conditions, eg conditional on a certain booth location, will not be processed.
1.6 What is the price of a booth, and for additional services?
The booth prices are listed in the Application Form. The prices for any additional services are listed in the Exhibitor Manual, which will be dispatched to you after your Admittance.
1.7 Can an Exhibitor share a booth with another Exhibitor?
No, you cannot. Each Exhibitor must apply for a booth independently.
1.8 Can an Exhibitor request that a competitor may not be admitted?
We will not accept unreasonable requests. Art Jakarta is open to all bona-fide stakeholders and we strive to treat all fairly and equally.
1.9 An Applicant took part in a previous edition of Art Jakarta. Will he be automatically accepted for the next one? Will he get the same booth location?
There is no automatic right of re-Admittance. We evaluate each application independently every year. Also, even if re-admitted, you may be assigned a different booth location, as Art Jakarta’s layout may change from year to year.
1.10 You want to book two booths. Will you get Exhibitor benefits twice?
Exhibitors will receive only one set of fixed benefits (eg listing in our collaterals) regardless of the number of booths they book.
It is not possible to accumulate fixed benefits by booking two or more booths.
1.11 Can you book two booths next to each other? Or in different locations/categories?
If you book two booths and request them to be next to each other, we will treat this as a booking for one booth. You can request one booth of
a particular size if the standard booth sizes do not fit your presentation concept. Such odd booth sizes cannot be guaranteed.
However, if you book two booths in different locations of the fair ground, these booths will be handled separately. You will receive only one set of fixed benefits, unless one of the booths is in a different, dedicated category of Art Jakarta, and that booth has been applied for under that category.
1.12 Can an Applicant change his Application Form after submission?
You may amend the Application Form after submission, eg change the names of presented artists or other content, but these changes need to be accepted by us. We may reject such changes, without giving any reasons. Changes of address, telephone and other contact details can be made at any time and do not require our acceptance.
1.13 How will you be notified if your application was successful?
We will inform you in writing of our decision. We may also inform you at the same time which Exhibits have been admitted or are excluded.
1.14 Your application was not successful. Will we give you the reasons? Can you appeal?
We are not obliged to state the reasons for our decision. Also, it is not possible to appeal or request a re-examination of an unsuccessful application. Our decision is final.
1.15 Can the Organiser change the admission criteria?
We reserve the right to amend the admission criteria and allow exceptions, if warranted.
1.16 You found your gallery on our floor plan. Are you accepted?
The fact that an Exhibitor is listed in our collaterals (website, printed material, floor plan, social media, etc) does not constitute a right of participation of the Exhibitor, nor does it mean that Admittance to Art Jakarta was granted. Only our valid written confirmation of Admittance serves as a proof of participation. The listing in our collaterals is for information purposes only.
2. P R E P A R A T I O N
2.1 When will you receive your booth location and booth details?
We shall inform you of the location of your allocated booth in the Venue, together with a booth grid drawing, not later than thirty (30) days before the start of the VIP Preview. Late applications will receive this information as soon as possible after Admittance.
2.2 You don’t like your booth location. Can you request for a new location?
If you do not like the booth location you must write to us within five (5) days after you receive your booth location, and give us specific reasons why you dislike the location. If we do not hear from you in time, the booth allocation will be considered final.
We will make every effort to meet justified requests for changing
the booth location. A final decision on your objection will be made within two (2) weeks of receipt of the objection. Please note that it is sometimes not possible to offer you an alternative booth location, especially if no other suitable booths are available. We are not liable for any consequences arising from the location of the allocated booth.
2.3 What can you show in your booth?
Only Exhibits approved by us can be presented in your booth. You cannot display Exhibits which we did not approve. It is therefore important that you submit a complete list of Exhibits with your Application Form, and ask our acceptance in writing for any later amendments or additions.
We may remove any Exhibits in your booth which were not pre- approved by us. In such a case, we may ask you for the refund of all expenses incurred for such a removal. Exhibits of an obscene nature, or which may cause hurt to the religious or moral feelings of Art Jakarta visitors, or which are politically or socially sensitive may not be displayed. We reserve the right to remove such Exhibits. We may charge you for any costs in relation for such a removal. If you are not sure if your Exhibits are suitable please contact us for advance clarification. Any form of advertising, either for events of your gallery or of your artists, is not allowed in the booth. Unless authorised by us, selling in your booth is limited to your Exhibits only, as well as of books or publications containing your Exhibits or works of your artists. Posters are not permitted at all times. Light installations (eg neon, LED displays, etc) may not be displayed on external walls of the booth.
2.4. Do you need to obtain special permits for your Exhibits, including dangerous goods?
If your Exhibits require an official approval, licence or permit (eg of
an official engineer, copyright holder, etc) you need to obtain such, at your costs, and also follow our technical guidelines, and fire and safety regulations, as well as those of the Venue Owner.
You need to inform us in advance of any high voltage installations for advance clearance. Dangerous goods such as explosives, easily inflammable materials, matches, gases, etc are not allowed in the Venue at all times.
2.5 Must all Exhibits in your booth be originals?
You must guarantee the authenticity and legal provenance of your Exhibits. All Exhibits must also not constitute an infringement of Intellectual Property Rights of any third party. We reserve the right to remove or request removal of any Exhibits of doubtful authenticity, provenance, or constituting an infringement of Intellectual Property Rights of a third party. We may charge you the costs incurred for the removal.
2.6 Can I sub-let my booth?
You cannot sub-let or assign your booth in any form or allow third parties to use your booth, or parts of your booth, at any time. If you do so, we will exclude you from Art Jakarta on the spot. We are entitled to confiscate, remove, destroy, or otherwise deal with the Exhibits of such third parties as we deem fit and will not pay any compensation for this. We may charge you for any costs incurred for the removal and disposal of the Exhibits.
2.7 Where can you find all relevant deadlines?
Our Exhibitor Manual contains all important dates and deadlines. You must submit and pay by the stipulated dates. Please note that late payments may carry late fees or additional charges. Any changes of important dates and deadlines will be communicated to you, if applicable.
2.8 Who takes care of Customs procedures?
Exhibits, including hand-carried Exhibits entering Indonesia, must be appropriately cleared by Customs and any other relevant government authority. Customs clearance is your responsibility. We reserve the right to request to see and copy all import and export documents.
2.9 What insurance cover do you need to get?
We strongly recommend that you take out a comprehensive all-risks door-to-door return insurance cover, also for the period before and after the Fair (return transportation, set-up, tear-down) for all your Exhibits. We also recommend taking out a third-party liability insurance. We will not be liable for any loss, theft, damage, injury, or other similar incidents. We may require you to provide us proof of your insurance cover.
2.10 Do you need a visa to enter Indonesia for Art Jakarta?
Citizens of certain countries need a visa to enter Indonesia to attend Art Jakarta. If required, we can issue a Letter of Invitation for your visa application. However, it is your sole responsibility as an Exhibitor to obtain the appropriate entry clearance for yourself and your employees. Participation in Art Jakarta falls under the “business” category, and you may not enter Indonesia under the “tourist” category. We cannot be liable for any visa delays or the refusal of the immigration authorities to allow you or your employees entry into Indonesia.
2.11 What do you need for your media and social media campaigns?
You must send us the requested data (eg images, artists’ CV, curatorial statements, etc), in soft copy, and where needed also in hard copy.
We cannot be held liable for late, incorrect, incomplete or faulty submissions. Some of our third-party providers may ask you to upload images and other information directly onto their platforms. It is your responsibility to do so.
3. A R T J A K A R T A
3.1 How do you order additional services or equipment?
Additional services (such as catering, etc) and booth furnishing (such as furniture, special carpeting, wall colours, signages, etc) must be ordered via the specific forms, provided in the Exhibitor Manual. You must use the service providers appointed by us for all services. You may not use third-party service providers not appointed or agreed by us.
3.2 Will the booth’s dimensions be exactly as per Application Form?
Given the nature of ad hoc show building the actual dimensions of your booth may slightly deviate from the dimensions indicated in the Application Form or in the booth grid drawing, to a reasonable extent. Such reasonable deviations do not entitle you to withhold payments due us, nor to a reduction of the booth price. If you require guaranteed minimum dimensions, eg to fit specific Exhibits, please let us know in advance.
3.3 Can the Organiser change your booth’s location or dimensions?
If necessary, we are entitled to deviate, to a reasonable extent, from the booth dimensions or to alter the configuration or location of your booth, due to technical constraints, or when the general concept of Art Jakarta requires us to do so.
3.4 What passes will you receive?
You will receive a limited number of Exhibitor Passes valid for the duration of Art Jakarta (inclusive of the Set-up and Tear-down periods), for use by you and your employees. Exhibitor Passes are strictly personal and may not be passed on to third parties. We may confiscate Exhibitor Passes in the possession of third parties.
The number of Exhibitor Passes given to you follows your booth size. If needed, you will also receive Contractor Passes for your contractors engaged during the Set-up and Tear-down periods. The Contractor Passes are only valid during the Set-up and Tear-down periods, and are non-transferable. Your contractors must observe all rules and regulations set by us, our Show Builder, and the Venue Owner. You are liable to us for damages caused by your contractors and any other third parties you engaged.
3.5 Can you build your own cabinet in your booth, or bring your own carpet?
All booths will be constructed by our Show Builder who will comply with all pertinent regulations, including fire and safety requirements.
Should you wish to include fixtures, furnishing, or structures in your booth (eg own floor cover, closed ceilings, cabinets, extension of wall height), they must confirm to our regulations, especially fire and safety requirements. We may prohibit such materials which do not conform to our regulations, and have them removed. You need to inform us should you intend to bring such materials to your booth, so that we can check if all pertinent requirements are fulfilled.
3.6 Do you need to check your booth after check-in?
Please inspect your booth and its condition when you move in, and inform us of any defects immediately. If we do not hear from you we will assume that your booth was in a good state when you moved in.
3.7 What do you need to observe concerning your booth during the Fair?
You must ensure that your booth is in operation during the fair opening hours, without any interruption. The booth must be manned and in a presentable state, displaying your Exhibits in an appealing way.
Exhibits and any performances or events can only be presented within the booth area. They must not protrude into the aisles or impede visitor traffic in the aisles. Audio-visual works must be presented with a reasonably subdued volume at all times. Any form of display, objects or performance that could cause disturbance to neighbouring Exhibitors or visitors is not allowed.
3.8 Can you change your Exhibits during the Fair?
Change of Exhibits is permitted only before or after the official opening hours of Art Jakarta, as published in the Exhibitor Manual. It is not allowed to change Exhibits during the official opening hours, so that other Exhibitors and visitors are not inconvenienced. In exceptional cases, and only with our approval, you may change smaller Exhibits during the official opening hours.
3.9 Will security be provided in the Venue?
24-hours general security will be provided in the Venue. Should you require additional security guards this can be arranged, at additional charges. As an added layer of security, we recommend you use a private CCTV system within your booth.
3.10 How often will the Venue be cleaned?
We will provide regular general cleaning of the aisles and booths. Please keep your booth tidy at all times.
3.11 How does the Tear-down work?
The Tear-down period starts immediately after the official closing of
the Fair on its last day, when the last visitors have left the Venue. You need to vacate your booth by the end of the Tear-down period, as listed in the Exhibitor Manual. Should you leave behind any Exhibits or other items in your booth, we will remove and store them for you, at your expense. In such a case, our liability for loss or damage is limited to deliberate action or gross negligence by us or our agents.
3.12 Regulations of Venue Owner
The Venue Owner have their own regulations. You will need to comply with all instructions and regulations of the Venue Owner, during the Set- up, Tear-down, and the Fair periods. Both the Venue Owner and we may exclude or remove individuals from the Venue who misbehave or are otherwise undesirable, including your employees or your agents.
If you do not follow our provisions or those of the Venue Owner we can also exclude you from the Venue with immediate effect and in such a case you will need to bear the full cost of the booth and for any ancillary costs incurred by us and/or the Venue Owner.
4. P A Y M E N T S
4.1 How about special payment terms?
You need to pay for your booth and any additional services as per the invoices sent to you. We cannot offer special payment terms, other for genuine and exceptional circumstances.
4.2 Is profit-sharing accepted as a payment method?
We only accept payment in cash, by bank transfer, or cheque.
4.3 When do you have to pay us?
All payments must be made according to the payment schedule listed in the Application Form and our invoice. Special payment terms for applications received at short notice may apply. Payment is to be made to the Organiser’s bank account only, as indicated in our invoice.
4.4 What happens if you pay late or not in full?
If we do not receive your payment by the deadlines specified in the Application Form or in our invoice, or as agreed otherwise, we may give you a written notice. If you still do not pay within ten (10) working days after receipt of our written notice, we reserve the right to cancel your Admittance with immediate effect. In such a case, we will dispose your previously allocated booth and charge you the original total sum as administrative costs, payable within fourteen (14) days. We will deduct any payments already received from you.
We must have received all payments due – or a legally valid proof of payments made – before you receive your Exhibitor Pass upon check-in, as noted in the Exhibitor Manual. Failure to do so will entitle us, at our sole discretion, to refuse you access to the Venue and/or clear your booth immediately, at your expense.
You hereby agree to pledge to us all your Exhibits towards the satisfaction of any debt owing to us. If we do not receive all payments due from you before you set up any of your Exhibits in your booth, you hereby agree that we shall have the right to retain possession of the pledged Exhibits, as well as the right to sell the pledged Exhibits and apply the proceeds of sale in satisfaction of all debts owing to us. We shall refund any surplus proceeds of such sales to you within fourteen (14) days of such sales. You shall bear all costs in relation to this action, including to the storage, transportation, appraisal of such Exhibits, as well as any legal expenses incurred.
4.5. What about VAT?
If applicable, VAT and any other applicable taxes, will be shown separately in our invoices, at the current rate.
5. P R O B L E M S I T U A T I O N S
5.1 What happens if your payment is late?
If you fail to make payment by the agreed time, we will issue a notification informing you that your payment is overdue. After the notification has been issued, we are entitled to claim interest on any overdue amount. Interest will be calculated at the Prime Lending
Rate (Suku Bunga Dasar Kredit) of BCA, plus 2% (two percent), on the amount due.
5.2 You want to down-size?
Once we confirm your Admittance to the Fair it is not possible to amend the size of your booth.
5.3 What happens if you want to cancel your participation?
In such a case, the following scenarios apply:
a) If you cancel your participation, regardless when, you will need to pay the full price of the booth as well as for any ancillary costs incurred by us.
b) If we can re-let your booth to another Exhibitor, and there is no financial loss for us, you will only need to pay 75% of the original booth price. We will deduct any payments already received from you.
Should we only be able to re-let your booth in part, you will need to pay in full for the cost of the booth which has not been re-let, as well as for any shortfall for the part of your booth which we managed to re-let.
c) If you fail to participate in Art Jakarta and/or do not occupy your booth within 24 hours before the start of the VIP Preview we reserve the right to dispose of your booth. In this case, you lose your right to participate in Art Jakarta. You must still pay the full price of the booth and any ancillary costs incurred by us. Furthermore, we reserve the right to charge other reasonable costs arising from the non-occupancy of your booth.
In all of the above cases we do not need to accept or entertain your proposals for a third-party replacement Exhibitor who is willing to take your booth in full or in part.
5.4 In what cases can we revoke your Admittance?
We may revoke your Admittance in the following cases:
a) you submitted false information about yourself and/or the Exhibits in the Application Form or in subsequent correspondence;
b) you did not pay us as agreed (overdue payment, payment shortfall, both, or similar circumstances);
c) you are unable to meet specific conditions essential for admission to Art Jakarta (for example: required Exhibits will not be ready in time for display);
d) we are made aware that other Exhibitors or members of the public have complained about you in a previous edition of Art Jakarta and the complaint is of a serious nature;
e) you or your employees have verbally abused or threatened us,
the Venue Owner, or our service providers, or grossly misbehaved otherwise;
f) your participation would endanger the reputation or the integrity of Art Jakarta or of the Indonesian art market.
g) if in our opinion your participation is not desirable for any other reason. We are not obliged to state the reasons for our decision.
5.5 Your shipment did not arrive in time for the set-up. What will happen in such a case?
Please note that your booth must present your accepted Exhibits, latest for start of the VIP Preview. We do not allow booths at Art Jakarta to remain empty at the start of the VIP Preview and throughout the Fair. Shipping is your responsibility and you need to take all reasonable precautions to ensure your Exhibits arrive on time to the Venue, for
the Set-up. Should this not be the case, for whatever reasons, we may dispose of your booth as we deem fit, without any refunds to you. Any outstanding amounts due to us will still need to be paid. Should you anticipate a delay of delivery it is your duty to inform us at once.
5.6 What happens if disaster strikes?
We shall not be liable to you for any date changes (eg postponement, shortening, extension), cancellation, modification or temporary or permanent closing of Art Jakarta or parts thereof if this is due to government action, court orders, disruption of public utilities, strikes
or other labour disputes, riots, lack of or delays in transportation, customs delays or seizures, shortages of materials or labour, terrorism, armed hostilities, war (declared or not), fires, explosions, earthquakes, epidemics, typhoons, floods, tsunamis or other natural calamities or
any other similar circumstance beyond our reasonable control. In such an event, payments already made will be reimbursed to you, after deduction of costs and expenses already incurred by us. If only one part of Art Jakarta is affected, we will reimburse you on a pro-rated basis, after deducting our costs and expenses.
5.7 Fair Date Change
We reserve the right to change the dates of Art Jakarta for any reason if necessary. In such a case we will not bear any responsibility for consequential costs and expenses incurred by you.
6. O T H E R P O I N T S
6.1 Will the Organiser use my details?
You agree that your data may be processed by us and/or by third parties engaged by us. We can send your details to third parties engaged by us so that they can supply services related to Art Jakarta to you, as required.
At all times, we will keep your data confidential and will advise third parties engaged by us to do the same. However, whilst we strive to protect your data we cannot be held liable for any leaks, hacks, cyberattacks, or similar incidents.
6.2 What do you need to know about our liability?
We do not assume any responsibility for your Exhibits, booth installations, and personal items. We reject all liability for damages, theft and losses, both for the time during which the Exhibits are at the Venue and during transportation to and from the Venue. We also decline all liability for damages resulting from your performances,shows and presentations and from operating your booth.
In any case, our liability to you is limited to the amount of the booth price you paid to us, unless we acted in gross negligence or deliberate action. We cannot be held liable for any expected number of visitors to Art Jakarta, nor for the attendance of specific Exhibitors.
6.3 What else do I need to know?
We may issue specific terms or conditions for an individual Exhibitor. In such a case, the specific terms and conditions take precedence over the general ones.
6.4 Some more legal matters
a) The Application Form and the present Terms and Conditions constitute the entire understanding between you (Applicant/Exhibitor) and us in respect of Art Jakarta. Both form an integral part of the contractual relationship between you (Applicant/Exhibitor) and us.
b) By signing the Application Form, you acknowledge the present Terms and Conditions, all provisions contained in the Exhibitor Manual sent to you separately after Admittance, and all our other rules and regulations in force, as being legally binding upon you, including your employees, your agents, or any third parties engaged by you.
The individual signing the Application Form will be deemed to have the authority to do so. Claims that such an individual did not have the right to do so will not be accepted by us.
c) Should translated versions of our Terms and Conditions, our Exhibitor Manual, or any other provision be interpreted differently, only the English language version shall be binding.
d) The headings in the present Terms and Conditions are for information purposes only. They are not intended to limit the legality or enforceability of the present Terms and Conditions in any way.
e) If anything in the present Terms and Conditions shall be found to be illegal or unenforceable, the legality or enforceability of the remainder in the present Terms and Conditions shall not be affected.
f) This Agreement may only be amended or supplemented by written agreement signed by you and us. We reserve the right to, at any time, amend the Terms and Conditions or issue other rules and regulations.
g) A failure by us to exercise, or a delay in exercising, any right or remedy under the present Terms and Conditions shall not constitute a waiver of the right or remedy or a waiver of any other rights or remedies which we may otherwise have. No single or partial exercise of any right or remedy under the present Terms and Conditions shall prevent any further exercise of the right or remedy or the exercise of any other right or remedy.
h) ‘In writing’ includes correspondences via electronic mail, facsimile, express mail (or similar courier service), air mail, or by personal delivery.
i) Words importing the singular shall include the plural and vice versa, words importing the masculine gender shall include the feminine and neuter genders and vice versa, and words importing an individual shall include a company or corporation and vice versa.
j) You need to inform us of any changes of address, telephone numbers, or other contact details without delay.
k) If you do not fully understand the present Terms and Conditions then you should contact us and ask for clarification.
7. A P P L I C A B L E L A W, J U R I S D I C T I O N
The Application Form and the present Terms and Conditions shall be governed by and construed in accordance with the laws of the Republic of Indonesia. All disputes arising from this agreement shall be finally settled under the administrative and procedural Rules of Arbitration of BANI Arbitration Center (BANI) by one arbitrator appointed in accordance with the said Rules.
The award rendered by arbitration shall be final and binding upon both parties. The arbitration proceedings shall be held at Jakarta. The language of the arbitration shall be English.