Norwich & District Photographic Society

COMPETITION RULES AND CONDITIONS OF ENTRY

1.   INTRODUCTION

There are four different types of competition that NDPS members may have the opportunity to enter:

a)   Photographer of the Year (POTY);

b)   Image of the Year (PIOTY & DIOTY);

c)   Fun competitions; and,

d)   Annual Exhibition.

The current Competition Rules and Conditions of Entry (hereafter referred to as the Competition Rules) for all internal NDPS competitions are; with the Committee’s approval explained fully in this document.

NDPS competitions are only open to members who have paid their annual subscription and, honorary life members.

2.   PHOTOGRAPHER OF THE YEAR (POTY)

The POTY is decided by adding together the scores each member obtains from the qualifying rounds in the season.The overall winner will be decided in the following manner:

a)   The award goes to the Member who has obtained the highest total score after deducting the score for their lowest round (if a member does not enter one or more rounds in a season a score of zero will be entered for that round(s) when calculating their overall POTY score);

b)   In the event of two or more members being tied, the score obtained by each member in their deducted round of the competition will be taken into consideration;

c)   If two or more members are still tied then the member who obtained the highest placement in each round (assuming 3 points for first place, 2 for second and I for third); and,

d)   If two more members remain tied, then the award will be shared.

A trophy will be presented to the winner of POTY, on loan at the Annual Awards Evening which must be cleaned and returned at least one week prior to the next Annual Awards Evening.Where one or more member share the award, it will be retained by each winning member equally.

2.1   Organisation of the competitions

The competition will be held in rounds throughout the season.The number of rounds will normally not be less than five but the actual number will be determined before the competition season by the Competition Secretary with Committee approval and published in the NDPS programme at the start of the season.Unless notified to the contrary by the Committee, there will be at least two rounds of print competitions with the remaining rounds consisting of digital images.

The number of images that a member may enter in each round will be decided by the Competition Secretary with the Committee’s approval before the season commences and the members will be notified.If more than two images can be entered in each round only the two highest scores (eligible scores) obtained will count towards the member’s total score for the season.

The competition rounds may be judged by the members in a vote, or by an appointed judge or judges at the discretion of the Competition Secretary with the Committee’s approval.

All scores awarded to images will be published as soon as possible after each round.

2.2   Specification for Prints

Prints may be any size or aspect ratio within the following limits:

a)   prints should not be less than 300cm2 in area with the shortest side being not less than 15cm long;

b)   prints should not be larger than A3; and

c)   the mount must be 40cm x 50cm.

Prints should be labelled in the top left corner, on the back of the mount with the image title, and the Member’s name.The top of the image should also be clearly marked on the back: TOP or by an arrow pointing to the top.

A member may request another member to present their print images at a competition they cannot attend for any reason.

Prints must be handed in no later than 15 minutes before the start of the print competition.

Digital copies of the prints to be entered must be submitted to the Competition Secretary no later than the Tuesday (midnight) prior to the competition, in the format and manner specified in Rule 2.3.

2.3   Specification for Digital Images

Digital images must be formatted to fit within a frame of 1,400 pixels wide x 1,050 pixels high.Therefore, a portrait image must not be more than 1,050 pixels tall.

Digital images must also be Jpegs, in sRGB colour profile.

Image resolution should not be less than 72ppi.A range of 72 to 150ppi is preferred.

The image file size should ideally, not exceed 1.5Mb but larger file sizes may be submitted.However, larger files may be reduced to below 1.5Mb at the discretion of the Competition Secretary.

Digital images must, unless otherwise directed by the Competition Secretary prior to the competition, be titled exactly as follows including capitalisation and without characters such as hyphens, apostrophes etc.:

IMAGE TITLE_Author.jpg (e.g. NORWICH CATHEDRAL_John Smith.jpg)

Digital images being entered must be submitted to the Competition Secretary no later than the Tuesday (midnight) prior to the competition, using the NDPS file submission protocol available on the NDPS website.

A member may send digital images to the Competition Secretary well in advance of a competition from which the member may be absent for whatever reason.

Members are solely responsible for ensuring that they comply fully with the above specification and method of submitting images.Members should be aware that incorrectly formatted, sized or titled images risk being rejected when being ‘submitted’ to NDPS and not being included in the competition.

2.4   Method of Scoring for Print and Digital Images

To achieve the best overall score possible, it is in a member’s best interest to enter the maximum number of images allowed in each round.

The winner will be announced after all rounds are played-out and the final total scores are calculated.Members will be notified of all the total scores as soon as possible before the Annual Awards Evening.

All entries that receive an eligible score (see Rule 2.1) will be added to the score sheet as soon as possible after each round of POTY.The overall Photographer of the Year will be the member(s) with the highest total score calculated using the method specified in Rule 2.

Images will be scored out of 10 in increments of half a point.Judges will be advised that all images in each round that merit such recognition should be awarded maximum points.

In each round the judge will be asked to select an outright winner together with a runner up, first runner up, and reserve (First, second, third, and fourth place).

2.5   Category definitions

a)   Open category competitions, Print or Digital: There is no restriction on subject matter or manipulation techniques.

b)   Themed category competitions, Print or Digital:Images should interpret the category appropriately.Guidelines will be given to members about the theme for each round when the NDPS programme for the season is published.Unless the parameters for a round allow enhancement (as in open category competitions) images may only be digitally enhanced to remove spots or scratches, but not manipulated. Members can enhance the picture to make it brighter, clearer etc. but not manipulate the content

c)   Nature category competitions, Print or Digital:

Nature and Wildlife photography is restricted to the use of the photographic process to depict all branches of natural history, except anthropology and archaeology, in such a fashion that a well-informed person will be able to identify the subject material and certify its honest presentation.

The story telling value of the photograph must be weighed more than the pictorial quality while maintaining high technical quality.Human elements shall not be present, except where those human elements are integral parts of the nature story such as nature subjects, like barn owls or storks, adapted to an environment modified by humans, or where those human elements are in situations depicting natural forces, like hurricanes or tidal waves.Scientific brands, scientific tags or radio tags or radio collars on wild animals are permissible.
Photographs of human created hybrid plants, cultivated plants, feral animals, domestic animals or mounted specimens are ineligible, as is any form of manipulation that alters the truth of the photographic statement.

No techniques that add, relocate, replace or remove pictorial elements except by cropping are permitted.Techniques that enhance the presentation of the photograph without changing the nature story or pictorial content, or without altering the content of the original scene, are permitted including HDR, focus stacking and dodging/burning.Techniques that remove elements added by the camera, such as dust spots, digital noise, and film scratches, are allowed.Stitched images are not permitted.

All adjustments must appear natural.Colour images can be converted to greyscale monochrome.Infrared images, either directly captures or derivations, are not allowed.

Images entered in Nature sections meeting the Nature Photography definition above can be landscapes, geologic formations, weather phenomena, and extant zoological organisms free and unrestrained as the primary subject matter.This includes images taken with the subjects in controlled conditions, such as zoos, game farms, botanical gardens, aquariums and any enclosure where the subjects are totally dependent on man for food.

Images entered in Wildlife sections meeting the Nature Photography definition above are further defined as one or more zoological organisms free and unrestrained in a natural or adopted habitat.Landscapes, geologic formations, photographs of zoo or game animals, or any extant zoological or botanical species under controlled conditions are not eligible in Wildlife sections.Wildlife is not limited to animals, birds and insects.Marine subjects and botanical subjects (including fungi and algae) taken in the wild are suitable wildlife subjects, as are carcasses of extant species.Wildlife images may be entered in Nature sections of Exhibitions.

In line with PAGB competitions, NDPS competitions are determined to be Nature (Natural history) competitions and as such will use the Nature definition above.

d)   Monochrome category competitions, Print or Digital: Monochrome images are limited to normal black and white or greyscale tones.Toning may be employed to create an overall cast such as Sepia Toning over the whole image.No other colour is to be introduced in any part of the image.

e)   Selective toning category competitions, Print or Digital: This category may be defined as duotone, triton or quadtone, where selective toning is allowed in the guidance notes published before a competition.No element of should be from an original coloured image, but must be created in the dark or light room.

2.6   Image eligibility

An image, either print or digital, or any image principally derived from that image may only be entered in POTY competitions once.Images that have already been exhibited at a NDPS Annual Exhibition are not permitted to be entered in POTY at a subsequent date.

No image in either print or digital form is permitted if the date from original capture exceeds 5 years.

3.   IMAGE OF THE YEAR COMPETITION (PIOTY & DIOTY)

The Image of the Year is a one-off competition held at the end of the season before the Annual Awards Evening.Each eligible member will be entitled to submit one print and one digital image.In addition, the winning print and digital image from each round of POTY for that season will automatically be entered in the Image of the Year competition and the photographer of those images will also be allowed to enter one new image in each class if they wish to do so.

Images submitted for the Image of the Year competition do not need to have been entered in a previous competition although images that have been already exhibited in a previous Annual Exhibition are not allowed.

There will be two Images of the Year, one for Print (PIOTY) and one for Digital (DIOTY).

An image, either print or digital, or any image principally derived from that image may only be entered in one Image of the Year competition.Images once entered in the Image of the Year competition cannot be submitted in any subsequent internal NDPS competition.

The Print and Digital competitions will be scored by the judge(s) who will also be asked to select an outright winner together with a runner up, first runner up, and reserve (First, second, third, and fourth place).

Trophies will be presented to the winners of the Print and Digital competitions, on loan at the Annual Awards Evening and must be cleaned and returned at least one week prior to the next Image of the Year Competition.

Print entries must conform to the specification given in Rule 2.2.

A member may request another member to present their print image at the competition.

Digital entries must conform to the specification given in Rule 2.3.

Except as set out above to the contrary the rules set out in POTY shall apply

4.   FUN COMPETITIONS

Each year, fun competitions may be organised with the Committee’s approval.These may include for example:

a)   Annual Print Panel Award: This consists of either a set number of images on individual mounts or the set number of images all on the same mount.Mounts are to be as specified in Rule 2.3.

The images should be themed in accordance with the guidance issued before each competition and the entrant with the highest score will be declared the winner.

b)   Special interest group challenge: This is a portfolio competition that showcases the work of NDPS special interest groups (e.g. Studio Group and Landscape Group) over a limited timeframe.Detailed guidance will be issued before each competition and the entrant with the highest scoring portfolio will be declared the winner.

Except as set out above to the contrary the rules set out in POTY shall apply to Fun Competitions

5.   ANNUAL EXHIBITION

The primary objective of the NDPS Annual Exhibition is to showcase the Society and the talent of its members to the Public.The Annual Exhibition will generally be held at the end of each season but the actual timing will be at the discretion of the Committee.

The details for each Annual Exhibition will be published at least three months prior to the Annual Awards Evening to allow members sufficient time to prepare their entries.

The Annual Exhibition will primarily consist of print images but digital images will also be displayed on a screen throughout the exhibition.

Images (both prints and digital) will only be exhibited in the exhibition at the discretion of the Competition Secretary with the approval of the Committee.A member will be notified if an image put forward is considered by the Committee to be unsuitable to be displayed in a public place.

The rules set out in POTY shall apply to the Annual Exhibition unless amended by the rules published before each exhibition.

However, the following principles will be consistently adhered to:

a)   The Annual Exhibition will comprise different classes for example, Landscape (Colour and Mono), Portraiture (Colour and Mono), etc.

b)   The winning entries of each class in the exhibition will be announced at the Annual Awards Evening (held at the end of the season).Trophies will be presented to each class winner on loan and must be cleaned and returned at least one week prior to the next Annual Awards Evening.

c)   Certificates will also be presented to each class winner, and those images that are designated Highly Commended and Commended by the invited judge(s).

d)   The winning entry for each class will be displayed during the exhibition together with those images in each class that the judge(s) considers merit the recognition Highly Commended and Commended.

e)   Other images displayed at the exhibition will be at the discretion of the Exhibition Secretary and the Committee although every member who enters the exhibition will be guaranteed to have at least one image included in the final display.The principle for selecting other images will be their score (highest to lowest), ensuring that each member (who submits a print) has at least one entry included in the exhibition, and available exhibition space.

f)   Prints and Digital images that have been entered for other NDPS internal competitions can be submitted.

However, if an image has been exhibited in an earlier Annual Exhibition, it is no longer eligible to be entered for a subsequent exhibition.

6.  GENERAL RULES

a)   Any image entered in POTY, either print or digital, or entered in the Fun Competitions can also be entered in the same season’s Image of the Year Competition and the Annual Exhibition (subject to Rule 5 above).

b)   The judge(s) will be made aware of the rules and guidance notes provided for each competition prior to the date of the competition.

c)   Any member who has concerns regarding a judge’s comments or scores must communicate them to the Competition Secretary, not directly to the judge.

7.  PERSONAL DATA

a)   NDPS may hold and process personal information which members supply, in relation to NDPS or any other competition.

b)   NDPS undertakes not to pass on members’ email address or personal data to any third-party for any reason without the member’s permission.

8.  COPYRIGHT AND REPRODUCTION

a)   Images (both print and digital images) submitted by a Member into a competition held by NDPS must not infringe any copyright or other intellectual property right of any third-party.

b)   In all NDPS competitions, all aspects of the image must be entirely the member’s own work and primarily originate from a photographic image by whatever means.Images made completely by computer software and having no photographic content are not allowed.

c)   The use of royalty-free or copyright-free images to which nobody owns the copyright is not allowed.

d)   If the copyright of or other intellectual property rights of any third party have been infringed, then the Member will indemnify NDPS in respect of any third-party claims.

e)   The copyright of all entries remains with the Member.

f)  The Member will be credited if the image is used by NDPS.

g)   NDPS reserves the right to reproduce, without payment, any images for publicity and promotion purposes about the competition and NDPS’s activities, including any external competitions NDPS may enter and publication within NDPS’s website for up to three years from their submission.

h)   If requested to do so a Member will be required to provide a high resolution digital copy of an image(s) for the purposes stated in paragraph g) above.

9.   ACCEPTANCE OF RULES AND CONDITIONS OF ENTRY

a)   Submission of any entry in all NDPS competitions implies acceptance (by the Member) of the Competition Rules.

b)   The Member is solely responsible for ensuring that all entries submitted into a competition held by NDPS complies with these Competition Rules and any guidance published before the start of individual competitions.

c)   Any entries that do not comply with the Competition Rules for whatever reason will be declared invalid and immediately withdrawn from the competition.Further, should an entry be withdrawn because it does not comply with Rule 8 any other valid images entered by the same Member into that competition (or round in the case of competitions held over more than one round) will have 50% of the score awarded by the judge(s) deducted.

d)   Decisions to declare images invalid shall be taken in the first instance by the Competition Secretary together with the Chairman and Programme Secretary and provided these three persons are agreed the decision shall be communicated to the Member.

e)   If the Competition Secretary, Chairman and Programme Secretary are unable to reach a decision upon which they are all agreed the Committee will appoint an additional two current NDPS members to join the aforesaid NDPS Officers in reaching a majority decision that shall be communicated to the member.

f)   The Member shall have the right to appeal and the Member will be given the opportunity to present their case to the full Committee at the earliest opportunity.The Committee shall review all the evidence and communicate their final decision to the Member.The Committee’s decision will be final and the Member will have no further rights of appeal.

G)   Should a Member have an image withdrawn because it breaches NDPS Competition Rules more than once the Committee will hold a disciplinary hearing to investigate the circumstances of the second breach and to decide if harsher penalties should apply, for example, eliminating the Member from the competition and/or other competitions held by NDPS for a period.Again, in such cases, the Committee’s decision will be final and the Member will have no further rights of appeal.

END OF RULES

Issue date August 2017

‍‍‍General Competition Rules‍‍‍

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