YORKSHIRE PHOTOGRAPHIC UNION – ANNUAL EXHIBITION
RULES AND CONDITIONS OF ENTRY FOR PRINTS AND PROJECTED IMAGES

1. The competition is divided into 3 classes (Monochrome Prints, Colour Prints and Projected Images) each with 2 categories (Applied and General). There will also be a separate category for the Young Photographer. Category definitions are shown on the separate sheet “Details of Categories and Awards.”
2. There are both Individual Awards and Society Awards. Details are shown in the separate table. Clubs will be automatically entered for society awards, if eligible, as per rule 4.
3. The maximum entry for an individual is 6 Prints in any combination of Monochrome or Colour and 6 Projected Images (slides or digital) which can be entered into any category. Images that are substantially the same should not be entered by the same author as both prints and projected images. It is the responsibility of the club competition secretary to apply this rule.
4. Society competitions are based on the following quota system depending on Society membership. Clubs are not required to nominate the images.

Up to 40 members – 3 images in total from 3 different authors required to qualify,

41 to 80 members – 4 images in total from 4 different authors required to qualify,

81+ members – 5 images in total from 5 different authors required to qualify.

5. Entrants, who are members of more than one Society, must submit all their prints through one Society; similarly for projected images. However, prints may be through one Society and projected images through another, as the entrant chooses.
6. Entrants must own the copyright of the work submitted.
7. All entries must have the following information to correspond with the entry form (in the case of any discrepancy, the information given on the entry form will prevail):
   
   Name of Society, Name of entrant, Title, category of entry (e.g. Mono Applied).
   
   In the case of prints, OFFICIAL, self-adhesive labels are provided and MUST be used. Club and individual versions of the YPU label are NOT allowed. Labels must be affixed as near to the upper right hand corner of the mount as possible. Additional labels are available from the YPU Secretary. Please refrain from using abbreviated club names as this can lead to confusion.
8. Any entry accepted at any previous YPU Annual Exhibition is ineligible for entry. Images, once accepted, should not be re-entered in any other form, e.g. colour & mono, print or projected image. Like or similar images from the same original image capture may not be used. It is the responsibility of the club competition secretary to apply this rule.
9. All entries shall be available for selection to represent the YPU in the PAGB Competition, and accepted entries shall be available for selection for the YPU circulating folio (for the use of affiliated societies during the following year.) The author of images entered for consideration in the YPU Annual Exhibition agrees that those images can be used to represent the YPU at the PAGB Annual Exhibition and Competition and the author will not allow any of their images in that medium (i.e. prints or projected images) to represent any other Federation but that it is permissible to represent another Federation in another medium in the PAGB Annual Exhibition and Competition during that year.
10. Prints not accepted into the Exhibition and all slides should be collected at the Annual Assembly. Accepted prints will not be available until the following year. However, arrangements for earlier collection may be made with the Print Secretary.
11. The Exhibition organisers will take every reasonable care of entries but neither they nor the YPU can be held responsible for any loss or damage that may occur.
12. Entry fees are as stated on the summary form. (Currently £1 per item)
13. Societies must ensure that all subscriptions due to the YPU have been paid before the closing date, otherwise entries cannot be accepted. The name and address of the YPU Treasurer can be found in the current YPU Directory or Photographic Alliance Handbook.
14. All entry forms (electronic or otherwise) and entries must be received by the closing date, by the appropriate person named on the summary form as follows:-

Print boxes should be left at the AGM where directed (or earlier with the Print Secretary by prior arrangement).

15. The submitting Society's name should be shown on the outside of the package of both prints and projected images for easy identification during handling. Ideally, on print boxes, the club name should be written on the lid the correct way up on one end and upside down on the other as this aids both finding the box in a stack and also at the unpacking and judging days – see example below. Masking tape can be easily written on and may be removed later.

   One end of lid                           Other end of lid                                Front

16. Any dispute over the interpretation of these rules shall be resolved at the discretion of the appropriate Competition Secretary. Failure to comply with these rules may lead to exclusion for either the individual or the Club.

PRINTS

17. Electronic information entry via CD or email is preferred – see the Downloads page on the YPU website (www.ypu.org.uk/downloads.htm) for the entry spreadsheet file. If entering electronically, paper copies are not required. When preparing entry forms each Category must be entered on the appropriate form (Applied Monochrome Print, etc.) For those still entering on paper, photocopies are acceptable if extra forms are required. Forms can be downloaded from the YPU website.
18. Prints may be home or trade processed.
19. Prints must be mounted but not framed. Mounts can be any form or colour and must be the standard size of 400 x 500mm ± 2mm along either length and not exceeding 4mm in thickness to facilitate framing. It will not be possible to exhibit a print that does not meet this standard. Oversize and undersize prints will be disqualified. It is the responsibility of the club’s print secretary to check dimensions. Prints must be secured to the mount to prevent slippage. Since all prints are stacked one on top of the other, every effort should be made to eliminate any sharp projections, rough surfaces and/or adhesive substances from the back of prints. Any transparent cover over the print needs to be secured at all four edges and will not be removed during competition.
20. When packaging prints, please keep them in their respective categories and use only purpose made fibre boxes or strong cardboard boxes, not paper packaging, carrier bags etc.

TRANSPARENCIES

21. Entries must be in 2" x 2" mounts and may be trade processed. In addition, they must be:
    
    1. Correctly spotted (i.e. single spot bottom left-hand corner when viewed in the hand).
       
    2. Labels should be of suitable quality, to prevent them becoming detached in the projector.
    3. Labels and numbers not relative to the competition must be removed.
    4. Masking of slides should only be done on the inside of a glass mount.
    5. Information as detailed in rule 7. must be shown on each slide.
    6. Very thin mounts will not be accepted as they can jam the projector. GePe mounts are recommended.
    7. Slides need not be mounted in glass, but the YPU will not accept any responsibility for any damage that may occur.
22. Slides must be well packed in adequately sized boxes suitable for safe transit and return. Slides are to be collected after the Annual Assembly unless alternative arrangements have been made with the Projected Images Secretary.
23. Electronic information entry is preferred as per rule 17. If entering electronically, paper forms are not required. For those still entering on paper, please enter each category on a separate form. Entry forms are to be sent or delivered to the Projected Image Secretary by the closing date.

DIGITAL

24. Images must be captured by either a digital camera or digital scanning from negative, slide or print. Images that are computer generated are not permitted.
25. Each club submission is to be on one CD/DVD per Category plus one for entries (i.e. one for Applied, one for General and one for entry forms), (which will be destroyed after the competition). The name of the club, together with a contact name, telephone number and the category, is to be clearly written with a permanent marker on each CD/DVD. Entry details are not to be included on the image CDs / DVD's.
26. Images must be in TIFF and RGB format at maximum quality with sRGB colour space, and no more than 1400 pixels wide by 1050 pixels high (N.B. If in portrait format, the maximum height will be 1050 pixels.). Images must be flattened and contain no Alpha channels (see ‘Channels’ palette.) Contact Pat Reed for further assistance. As images will be judged at a size adjusted to 1400 x 1050 pixels, they are best entered at these dimensions. Any image which is less than the maximum allowed in either direction may be filled with a colour, design or texture to form a border. Images will be projected with a black background. Image size and resolution are completely irrelevant.
27. Each image should be in a separate file and the filename should be the image number, the title and the author's initials, e.g. 1Gazania_PAR.tif, 2Mist_PAR.tif, 3On_the_Beach_PAR.tif (Images 1, 2 and 3 from Pat A. Reed.) THERE MUST BE NO SPACES IN THE TITLES. Images from other authors are also numbered 1,2,3 etc. Do not number the full club entry in sequence. The image title must be the same on the CD/DVD as on the entry form.
28. Images previously accepted in any category at any YPU Annual Exhibition must not be used. Like or similar pictures from the same original image capture may not be used.

        YPU Categories and Awards

© Ilkley Camera Club 2012