APS Sponsorship Guidelines (February 2024)

The purpose of these Guidelines is to provide a framework to ensure that APS members and potential sponsors understand an APS approach to sponsorship and sponsorship agreements.  

This process excludes APS MC sponsorship of APS activities as this is covered under the document: Guidelines: MC (APS) Sponsorship of APS Events.

Authority to Approve Sponsorship

While sponsorships may be negotiated and implemented within sub-committees or other approved APS groups, as per the APS Rules of Association 9B, the Management Committee holds ultimately responsibility for approval or otherwise of any sponsorship agreement.

Sponsorship Process

It is not envisaged that a sponsorship approval and agreement needs to be overly complex.  

For sponsorships less than $10,000.oo per year from any one organisation or entity, MC should be notified of the purpose and conditions of the sponsorship:

  • The sponsor details.
  • The value of the sponsorship and is it in the form of cash or equivalent prizes.
  • The use for the sponsorship (ie: competitions, door prizes etc).

In addition to the above, for sponsorships greater than $10,000.oo per year from any one organisation or entity,then a sponsorship agreement (or similar) should be developed that provides more details on the rights and obligations of APS and the Sponsor

In all cases:

  • To maintain a record of all new or renegotiated sponsorships, all agreement should be tabled as an Agenda item at the next scheduled MC meeting as a formal Agenda item.
  • Sponsorshipsshould reflect the Ethical Guidelines provided.
  • Sponsorshipscan be continuous / maintained over several years; however , they should be formallyreviewed at least every 2 years.  

Ethical Guidelines

These guidelines are not designed to be a definitive position of APS, rather it is a ‘good faith’ approach to establishing a relationship with any potential sponsor and should guide APS representatives in any discussionswith potential or current sponsors.

Types of sponsors (organisations or entity)

  • Preference or priority should be given to:

o Sponsors who have a clear and direct connection to the photography or broader arts communitysuch as, but not limited to:

  • suppliers and retailers of photography and photography related equipment and resources.
  • photography publications or printing organisations.

o Organisations that support community and social development such as, but not limited to, registered NFP community groups, banks, local councils.

  • Where an organisation’s primary purpose isnot in a preference area, a sponsorship arrangement should be carefully considered to ensure that the APS brand remains a valued and respected brand.

o While APS does not provide a blanket ban on any sector, at certain times there are sectors that are not necessarily seen in a positive light in the broader community.

o In such cases APS should be diligent in its awareness of potential advantages and disadvantages in developing a sponsorship arrangement.

o The context, $ monetary size and impact of the sponsorship on an event would be issues to carefully consider.

Ethical Considerations

  • Are we confident that the organisation or entity is trustworthy and reliable?
  • Will an association with this organisation or entity enhance the APS brand?
  • Is there a mutual and reasonable balanced benefit for APS and the organisation or entityin the sponsorship arrangement?
  • Will the APS brand be usedby the Sponsor in a respectful and appropriate manner that supports the APS brand reputation?

Current Sponsorships

As at the approval of this document all existing sponsorship arrangements should continue; however, they should also be reviewed at time of renewal within these new guidelines.