Note: In the following text, the term “Club” refers to the Photographic Club, Camera Club, Group or Society as appropriate.
1.0 Compliance with the rules
1.0.1 You agree to abide by these rules when entering the EAF Annual Exhibition. It is your responsibility alone as a Club member to ensure that you have done so. It is expected that your Club will check your entry for compliance before making the Club’s overall submission – but the key responsibility rests with the individual member.
1.0.2 Failure to comply with the rules may disqualify your entry and, possibly, prevent further entry in the future.
1.0.3 Disqualification of an entry will automatically forfeit any entry payment made without refund.
1.1 Eligibility
1.1.1 Any member of an EAF affiliated Club is eligible to enter the exhibition.
1.1.2 Entry will be made through the member’s Club with the administration of the entry carried out by the Club’s nominated representative.
1.1.3 The Club representative will carry out the entry using the system currently provided by the EAF.
1.1.4 There is no limit to the number of entrants who may submit their work for the exhibition from any individual Club.
2.0 Exhibition Sections
2.0.1 The annual exhibition comprises the following sections.
Colour Prints
Monochrome Prints
Projected Digital Images (PDIs)
2.0.2 Within each of the above sections, images may be entered on any theme and in any genre.
2.1 Numbers of entries permitted per entrant.
2.1.1 You may enter up to 4 Colour Prints
2.1.2 You may enter up to 4 Monochrome Prints
2.1.3 You may enter up to 4 Projected Digital Images
2.1.4 You are free to decide how many entries you wish to make across the above sections, subject to the indicated maximums and you may enter any one or all of the sections as you wish in any combination.
2.1.5 Individuals who are members of more than one EAF affiliated club may enter their Prints (Both Monochrome and Colour) through one Club and their PDIs through another. (If this is done, the overall total number of images entered by the Individual must comply with the maximum limits shown above).
2.2 Image Eligibility.
2.2.1 An image may be entered into the exhibition a maximum of 3 times, provided that it has not been accepted for the EAF Exhibition on a previous occasion.
2.2.2 An image may only be entered into one exhibition section at a time. You may not enter the same image, for instance, as a Colour Print and then again as a Monochrome Print or as a PDI within the same exhibition year.
2.2.3 Images which are, essentially, very similar to previous entries by the same Club member – or which have had minor edits applied or changes made are considered to be the same image and are subject to the above rule regarding entry count. This includes changes to Title.
2.2.4 All images, and components of images, entered must be the Copyright of the Club member making the entry and must originate from photographic capture.
2.2.5 The use of third-party Clip-Art or any other image or image component such as Royalty Free content is not permitted if not originally captured photographically by the entrant.
2.2.6 AI : The use of AI generated images or components of images is not permitted.
2.2.7 The use of Processing Tools where there is an AI element which assists the efficiency of the tool, but where the entrant is in complete control of the output is permitted. Any generation of new pixels within the image by the AI assisted tool must be based on the existing pixels within the image.
2.3 Eligibility for Selection for the PAGB Inter-Federation Competition and Exhibition.
2.3.1 The EAF selects images for entry to the PAGB Inter-Federation Competition and Exhibition which follows-on from the annual exhibition display period.
2.3.2 Images are selected, generally, from the high scoring and awarded images from the annual exhibition. This will be complemented by other accepted images which the selectors consider might also do well.
2.3.3 The PAGB Inter-Federation competition has a rule which states that images cannot be entered into the competition once they have been judged on a previous occasion.
2.3.4 If rule 2.2 is adhered to properly, the images considered for selection to the PAGB Inter-Federation competition should comply– unless the entrant has previously been a member of another Club in a different Federation. It is possible, if this is the case, that their image would qualify for the EAF annual exhibition - but not be eligible for entry to the PAGB Inter-Fed competition.2.3.5 For this reason it is a requirement that Entrants inform us that their image is subject to this restriction when entering.
3.0 Entry Charges.
3.0.1 Each Club Member who enters must pay a charge per image entered as advertised in the Official Exhibition Entry Pack which is distributed to all affiliated Clubs at the start of the season – and available subsequently for download from the EAF website.
3.0.2 Each entrant must make payment individually to their Club representative who will then be responsible for making a one-off payment to the EAF for the overall entry from the Club.
3.0.3 Payment must be made in full before the Club’s overall entry can be accepted. Failure to make the full payment will disqualify the whole Club Entry.
3.0.7 The full payment must be completed at the latest by the closing date for submission of entries.
3.0.8 Payment must be made by On-Line Bank Transfer as detailed in the Official Exhibition Entry Pack.
3.1 Entry requirements.
3.1.1 It is a mandatory requirement that the Club submits a GDPR declaration form – completed by every individual entrant – which confirms that the entrant understands the GDPR implications of entry and is happy with the conditions.
3.1.2 Failure to supply the fully completed GDPR form will disqualify the complete entry from the Club. Submission of the form will be the responsibility of the Club representative who controls the overall entry for the Club.
3.1.3 Entry shall be completed by the Club’s representative at the latest by the stated closing date.
3.1.4 Whilst every precaution is taken with entries, the EAF cannot accept any responsibility for loss or damage to physical entries or electronically transmitted items.
4.0 Print Preparation
4.0.1 Print entries must comply with the rules set out in the document “2025 EAF PRINT PREPARATION RULES 4_01”. This is available on the EAF Website and is sent with the Official Exhibition Entry Pack.
(You can also Click HERE to view/download the PDF version of the Print Preparation rules or click HERE to view the PRINT PREPARATION Webpage.)
4.1 PDI Preparation
4.1.1 PDI entries must comply with the rules set out in the document “2025 EAF PDI PREPARATION RULES 4_01”. This is available on the EAF Website and is sent with the Official Exhibition Entry Pack.
(You can also Click HERE to view/download the PDF version of the PDI Preparation rules or click HERE to view the PDI PREPARATION Webpage.)
5.0 Making an Entry.
5.0.1 Individual Club members will send their PDI files for their Print and PDI entries to their Club representative using whatever method is convenient for the Club. (The EAF Website will provide suggested entry forms and best practice information to assist the Club as required – details in the Official Exhibition Entry Pack).
5.0.2 Entries shall be made by the Club representative using the PhotoEntry competition management system. Full details – and a log-in facility – are available on request from the EAF Exhibition Secretary and via the EAF Website. Details are also covered in the Official Exhibition Entry Pack. The Club representative will be allocated a log-in Username and Password for the Club for use with the system.
5.0.3 The Club Representative will use the EAF Website supplied GDPR form to obtain the required consent from all Club members taking part and send this through to the EAF Exhibition Secretary once complete and before the closing date. This form will also be used to give contact details for the Club representative for management of results, awards, Print returns and any problems with the entry. It will also be used to summarise the overall entry numbers and the overall payment required from the Club.
5.0.4 This form may be scanned-in and sent as a pdf file (for preference) – but a jpeg image from a photographic capture is also acceptable provided that it is fully legible. The filename shall identify the Club concerned and the Exhibition Year.
Document Date : 2025 08 30