Exhibitor Guideline

Wa: Ikebana Exhibitor Guideline 2020

Postponed till 11 & 12 September 2021 

How to Apply

After reading following our exhibitor guideline in this page & FAQ, please go Exhibitor page to apply.

Exhibition dates

Saturday 19 September and Sunday 20 September 2020


Rosina Auditorium, Abbotsford Convent, Melbourne


Exhibitors must be current Ikebana students with more than one year training or qualified Ikebana teachers. Ikebana practitioners from any Ikebana school are welcome.

Applications form those who have been studying Ikebana for less than one year in Melbourne may be accepted with approval and supervision from their teacher.

The setting up and dismantling schedule must be strictly followed. Exhibits must not be dismantled prior to the end of the exhibition.

Certificate of Participation will be issued for the interstate and international exhibitors.

Size of Exhibits & Fees

Exhibitors must select the required space at the time of application.

Standard space ($45*)
Ikebana students with no teaching qualification must opt for a standard table space.
Standard table exhibit must be strictly within 0.7m(w) x 0.7m(d) x 1.5m(h)
Standard floor exhibit must be maximum 0.7m(w) x 0.7m(d) x 2.0m(h) 

Large space ($90*)
Group leaders, and exhibitors with Ikebana teaching qualifications may opt for the large space. Large spaces are limited, and group leaders will be given preference. 
Large exhibit may be exhibited either on the table or floor.
Large table exhibit must be strictly within 1.5m(w) x 0.7m(d) x 1.5m(h)
Large floor exhibit must be strictly within 1.5m(w) x 0.7m(d) x 2m(h)

Mobile or hanging style space ($45 or $90*)
Standard Hanging: Within  0.7m(w) x 2m(h) ($45)
Large Hanging: Within 1.5m(w) x 2m(h) ($90)
Exhibitors wishing to exhibit a mobile or hanging style arrangements must bring their own hanging apparatus and fixtures. Mobiles or hanging arrangement must not be attached to any part of the venue.

Discount exhibitor rates
Discount rates are available for the local exhibitors whose teachers are in the Wa organizing committee. They are expected to join both setting up and cleaning up the venue. If you are applying for a discount rate, don't use online application system. Pay your fee to your teacher. 

Design Submission

All exhibitors have to submit the details of their proposed work by 31 August 2020.
Please send the scanned image of your design to wa.ikebana@gmail.com
Scanned image should be less than 0.5 meg in size.
The design plan should include your name, sizes (Hight, Width, Depth), colours & materials. 
We understand that your actual exhibit may be slightly different from your design. Your plan is to help our curator organize exhibits. 

If we don’t receive it by deadline, you will be asked to wait outside Rosina auditorium to consult with our curator individually on the setting up day. You will not be allowed to enter Rosina without permission from our curator. This would be waste of time for both our curator and exhibitors. 

Setting up

Friday 18 September 2020, 4pm - 5pm (Setting up tables etc. Please help our site managing team)
Friday 18 September 2020, 5pm - 7:50pm (Start setting up your work at 5pm)
Saturday 19 September 2020, 9am - 9:50am

Opening ceremony and VIP guest tours

Saturday 19 September 2020, 10am – 11am
All exhibitors are welcome to this private function.
Each exhibitor can invite up to 6 people.

Exhibition opening hours for general public

Saturday 19 September 2020, 11am – 5pm
Sunday 20 September 2020, 10am – 5pm

Placement and set up of exhibits

Exhibits must be placed in the designated area. The instructions of the WA organizing committee must be followed. The exhibit location must not be changed unless instructed by an authorized committee member (a curator).

While setting up, a plastic sheet or equivalent must be placed on top of the tablecloth. All rubbish must be cleared from the table prior to the opening.

Exhibits must be stable & safe to the viewers.

Only a nametag may be placed next to the exhibit. Your nametag will be prepared by the Wa oganizing committee.

Items prepared by individuals, such as business cards or descriptions are NOT permitted and may be removed by an authorized committee member.

Artists' Talk

Saturday 19 September 2020, 11am – 12am
Sunday 20 September 2020, 11am – 12am
All exhibitors are welcome to join this program. Please stand in front of your work, and answer questions from our visitors. This program is designed to enhance understanding of Ikebana for the visitors. You may hand out your business cards or flyers.


Saturday 19 September 2020, 12am – 1pm
If you are a qualified Ikebana teacher and would like to be a demonstrator, please apply in your application for the exhibition. Successful applicants will be notified by 31 August 2020. Wa will pay Aus$50 to each demonstrator. You will have 6 minutes to demonstrate.   

Dismantling and clean-up

Sunday 20 September 2020, 5:05pm – 5:50pm
NOTE: Venue must be cleared, cleaned and vacated by 6:00pm

All exhibitors are responsible for leaving the venue clean and tidy. All the exhibitors from Melbourne should participate in setting up, dismantling and cleaning unless there are special circumstances.
Support and cooperation are expected.

Exhibitors’ rubbish must not be disposed of at the venue. Rubbish, flower material, wrappers, bags and clippings, must be taken away by exhibitors. Bins at the venue are for use by visitors only.

Exhibitors should bring items useful for cleaning and preparation such as plastic sheets, brooms, dustpans and plastic bags for rubbish.

Joining other programs 

Booking is required for all the programs (including Ikebana Demonstration) except exhibition & artists' talk. If you are selected as a presenter (speaker or demonstrator) or a volunteer staff, however, you don't need to book the program you are involved in. Please check our programs.

Please understand that our venue has a strict limit in number to accommodate. Please don't assume that exhibitors have free access to all the programs. We have to ask you to pay extra fees to attend some programs. We would appreciate your understanding and cooperation. 

Reception area

Items to be placed at the reception desk are categorized into the following two groups.
1. Flyers, business cards etc. approved by the organizing committee (handed out on request)
2. Books and brochures approved by the organizing committee (sold on request)


Please follow Wa: Melbourne Ikebana Festival by liking Wa: Ikebana Facebook or registering your email address on the right column of this website. All important updates will be posted in this website and Facebook.


1. Wa Melbourne Ikebana Festival will not support your visa application in any way. It is your responsibility to prepare visa and other travel documents. Make sure that you are eligible for visa to visit Australia before you apply for this festival.

2. Wa Melbourne Ikebana Festival is not liable for any losses, damages or injuries during the festival. International exhibitors are required to take a travel insurance with sufficient public liability insurance.  

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