Eligibility
1. Any member of an EAF Affiliated Society or Club may submit an entry, but only through their Society or Club.
2. A maximum of 4 monochrome prints, 4 colour prints and 4 projected digital images (PDIs) may be submitted by each entrant. The same, or similar image, must not be submitted in more than one section of the Exhibition.
3.There is no limit to the number of members submitting work in a Society or Club's entry.
4. An image may be entered a maximum of 4 times into the Annual Exhibition, provided that it as not been previously accepted.
5. Any image which has been accepted in a previous EAF Annual Exhibition will not be eligible.
6. Members of more than one Society or Club in the EAF are entitled to enter their prints (monochrome and colour) through one Society or Club and their projected digital images through another Society or Club.
Entry Fees and Dates
7. Payment
There is an entry fee of 60p per image. Clubs and Societies will be responsible for the collection of their members’ entry fees. A single payment from each Club or Society is required - made by on-line payment to:
Account Name: EAF
Sort Code: 30-99-50
Account No: 61188660
Include the Reference: "EX" plus your Club or Society's name.
(e.g. "EXVernwoodCC", or similar)
Failure to include the reference correctly may result in a delay, or failure to complete your entry on time.
Payment must be received into the above account on, or before, the closing date shown below.
All entries, GDPR forms and fee calculations must be received by the Collectors on, or before. the closing date of:
Sunday 10th March 2024
(Selection dates are: Saturday 6th and Sunday 7th April 2024}
Preparation and Presentation
8. Print Mounting
a. Prints must be mounted on a standard rectangular mount board of dimensions 50cm x 40cm.
b. Any print that is liable to cause damage to other prints will be disqualified (e.g. Velcro pads, poor mounting, tape, coloured 'Gaffa' tape or similar etc).
c. The combined maximum thickness of the print and mount shall not exceed 3mm.
d. The minimum acceptable image size is 300sq cm.
e. Each print must have the Title, Entrant's name and their Club or Society's name printed clearly on the reverse - preferably in the Top Left Hand Corner, or as close to that as possible. (Viewed with the print in the correct orientation).
f. No identification markings are permissable on the front of the print. Any print so-marked will be rejected.
9. Digital Record Files for Prints
a. All prints must be accompanied by a digital JPEG (.jpg) image file. This file shall be in exactly the same format as for a PDI entry, described in Rule 11 - d below. No other format is acceptable.
10. Digital image files for prints must be collated by the Club or Society as follows :
a. The system shall employ the use of electronic file transfer (WeTransfer or similar) to deliver the Club or Society’s complete entry to the Collector.
b. An overall folder shall be prepared for the Club or Society’s Colour Print Entry with the name “Colour Print”. This folder shall hold the complete set of PDI Copy files for the Colour Print Entries for the Club – all numbered and named as explained in Rule 11 – d below.
c. An overall folder shall be prepared for the Club or Society’s Monochrome Print Entry with the name “Mono Print”. This folder shall hold the complete set of PDI Copy files for the Monochrome Print Entries for the Club – all numbered and named as explained in Rule 11 – d below.
d. The above folders must be collated and sent via WeTransfer – or other similar On-Line File Transfer service – to the designated Collector for the Club or Society. The On-Line Transfer must clearly reference the Club name.
e. The Collector will then check the entry and send it to the Exhibition Secretary.
11. Projected Digital Images. These are to be presented in the following format – and will be projected on a plain black background for selection and any subsequent display.
a. Colourspace– sRGB (IEC61966-2-1:1999)
b. File Format– JPEG (.jpg) saved at maximum quality (12 in Photoshop)
c. Image size– Maximum 1600 pixels wide by Maximum 1200 pixels high
d. Filename – Each Image Filename MUST consist of a two digit number (Including leading Zero) followed by a SPACE, then the Title of the Image.
THE NUMBER WILL BE ALLOCATED BY THE CLUB OR SOCIETY WHEN COLLATING THE OVERALL ENTRY LISTING FOR THE CLUB
The first image must use “01”, the second“02”, etc. For Example : 01 Street Scene, 02 Sunset View,……..99 Self Portrait etc.
The number must be the same as the number of the image in the entry form listing – See Rule 15.
IT IS ESSENTIAL TO USE THE LEADING ZERO FORMAT FOR THE NUMBER.
No other formatting will be accepted.
12. Projected Digital (PDI) Files must be collated by the Club or Society as follows:
a. An overall folder shall be prepared for the Club or Society’s PDI Entry with the name “PDI”. This folder shall hold the complete set of Projected Digital Image (PDI) files for the Club – all numbered and named as explained in Rule 11 – d above.
b. The above folder must be collated and sent via WeTransfer – or other similar On-Line File Transfer service – to the designated Collector for the Club or Society. The On-Line Transfer must clearly reference the Club name.
c. The Collector will then check the entry and send it to the Exhibition Secretary.
13. All images must originate from a photographic capture made by the Entrant alone.
14. Rule 13 also applies to all elements and components of an Entry - The use of Clip-art or Royalty Free images as components is not permitted.
15. The Club or Society responsible for managing their Member’s entries must also supply the following items :
a. A fully completed GDPR declaration form signed by each of the Club or Society’s Entrants. A scanned pdf copy of the completed physical form is acceptable – in which case this may be included with the electronic file transfer entry items listed below. (See Rule 25 below).
b. A tabular list covering all entries, giving a column for the Image Number, Image Title, Entrant’s First Name, Entrant’s Last Name and Photographic Distinctions for each image file entered. Also a column indicating if an entry is NOT to be considered for use in the subsequent PAGB Inter-Federation Competition and Exhibition entry (See Rule 23 below). There shall be a separate list for each of the three entry classes – i.e. Colour Prints, Monochrome Prints and Projected Digital Images.
c. The preferred format for this list is as a spreadsheet – MS Excel is preferred, but other platforms are acceptable provided that the final product is MS Excel compatible. A downloadable file is available on the EAF website for this purpose. This is in Microsoft Excel format – but can be opened and used in most other commonly available programs. (The point of this is to enable a simple copy / paste approach for entry management when setting up the exhibition).
d. Each entry in the tabular list shall be made in the same order and format as above. No other information shall be included. Please use the Entry Forms provided - available for download from the EAF Website.
e. The information given will be used to manage the Exhibition and for other directly related tasks – such as generating Print Title display corners, the Catalogue and Image Lists as well as the rolling PDI display at the Exhibition itself. It will also be used to manage the EAF entry to the PAGB Inter-Federation Competition and Exhibition.
f. The entry lists detailed above must be sent to the Collector in the same file transfer operation as for the main image entry files.
NOTE: Any entry, whether Print or PDI, which is made without reference to the above list requirement will be rejected.
Selection and Awards
16. Selectors.
a. Selectors shall be chosen from the pool of PAGB listed Judges from outside the EAF.
b. Selectors shall not be permitted to enter the Exhibition.
17. Awards.
a. Acceptances and awards shall be at the sole discretion of the Selectors.
b. Awards will be presented for the best Monochrome Print, best Colour Print and best Projected Digital Image.
c. Each selector may also award a Selector’s Award in each category. Highly Commended awards will also be made at the Selectors’ discretion.
d. Acceptance labels will be affixed to all prints selected for the Exhibition.
.
Classification
18. There is no classification of subject matter.
19. Monochrome Prints; a black and white printed image, or one which has been modified by the addition of a single tone to the entire image, is defined as a Monochrome Print.
20. Colour Prints; all printed images, except those included in Rule 19 above, are defined as Colour Prints. A black and white image which has been modified by the addition of partial toning or by the addition of one colour to any part of the image is a Colour Print.
21. From the accepted Prints, an independent EAF panel will select the entries to represent the EAF in the Photographic Alliance of Great Britain's annual Inter-Federation Competition.
22. Selected Prints will have a special label attached to note this distinction. From this Competition, the PAGB will select high scoring images for subsequent inclusion in the PAGB Inter-Federation Exhibition.
23. Any Society or Club, or Individual Entrant, not wishing their Images to be considered for entry into the PAGB Inter-Federation Competition and Exhibition – whether because they wish to enter through another Federation or the work has previously been accepted in a PAGB Inter-Federation Competition or Exhibition, or for any other reason – are required to indicate this on the entry form.
24. Prints entered for the PAGB Inter-Federation Competition and Exhibition will be subject to the current PAGB rules and regulations.
General
25. In order to comply with GDPR laws, ALL INDIVIDUAL ENTRANTS MUST sign the GDPR Declaration Form signifying specific permission for the EAF to hold and use personal data and to reproduce any exhibit for the benefit of the EAF or the PAGB at no charge unless specifically refused by the Entrant in writing. Images published on the web-site will be in low resolution.
26. The EAF reserve the right to reject any image considered unacceptable for public viewing.
27. Whilst every precaution is taken with entries, the EAF cannot accept responsibility for loss or damage to physical entry forms, Prints or electronically transferred items.
GENERAL GUIDELINES AND NOTES
Packaging and Dispatching
28. Prints must be packed in rigid boxes that can be re-used for returning the entries.
29. Care should be taken to avoid other items damaging prints if they are packed in the same container.
30. All print boxes, or parts thereof, and other packing material should be clearly marked with the name of the submitting Society or Club, a contact name and telephone number.
Notification of Results
31. All Societies or Clubs submitting entries to the Exhibition will be sent copies of their entry forms after the selection has taken place. These will indicate the score awarded to each entry, the Prints and Projected Digital images selected for the Exhibition and those selected to represent the EAF in the PAGB Inter-Federation Competition and Exhibition.
32. All entrants will receive a copy of the Exhibition catalogue, which will be available for collection on the opening day of the Exhibition. Any not collected will be sent to the Club Representative after the Exhibition closes.
Return of Entries
33 It is anticipated that all prints (with the exception of those selected for the PAGB Competition and Exhibition) will be available for collection from the Collectors or EAF Exhibition Secretary by the end of June. Alternatively, they will be returned by post if the necessary return postage is enclosed.
34. Society or Club Secretaries will be advised when their entries are available for collection.
35. Prints entered for the PAGB Competition and Exhibition will be returned to their respective Society or Club Secretaries by the EAF Exhibition Secretary as soon as practicable.