• Print
• Email

SCHEDULE OF INFORMATION AND REQUIREMENTS FOR APPROVED EXHIBITIONS

Subject: Information and Requirements for Approved Exhibitions

Original Compiled:  May 1977

Revised and Approved: 29^th February 2004

Revised and Approved: 30^th November 2006

Revised and Approved: 31^st August 2007

Revised and approved: 30^th August 2009

Revised and approved: 25^th May 2011

Section 4.1 Revised: 17^th August 2016

GENERAL

1.         MANUAL OF PROCEDURES

1.1       It is not intended that the procedures laid down be so inflexible that they prevent the use of initiative or improvement in methods but all changes in procedures or amendments to Manuals of Procedures must be approved by Management Committee.

2.         SERVICES PROVIDED

2.1       Exhibition Services consists of the following APS members.

• Executive Director
• Sub-Committee - Three members
• Who's Who Compiler

2.2       The APS provides the following services in respect of approved exhibitions:

• Listing of the exhibition calendars in Australian Photography.
• Recording of acceptances and compilation of the annual "Who's Who" of successful exhibitors.
• Supply of the Certificate of APS Approval.
• Awarding of a Certificate of Excellence for quality Catalogues.
• APS plaques, medals and ribbons may be purchased by any exhibition that has received APS approval.
• Donation of one Bronze Herbert Medallion to an APS approved national exhibition which includes a section for youth.
• Support of an Honours System based on acceptances gained in APS approved exhibitions.

3.         ABBREVIATIONS

3.1       The following abbreviations have been used:

• APS Australian Photographic Society Incorporated
• FIAP International Federation of Photographic Art
• MC Management Committee of APS
• AV Audio Visual
• EDPI Electronic Digital Photographic Image (commonly referred to as a “Digital Image”)

4.         HONOURS

4.1       It is strongly recommended that catalogues and entry forms include the recognised photographic skill honours, which shall be limited to include the following:

INTERNATIONAL FEDERATION OF PHOTOGRAPHIC ART (FIAP)

Master                         MFIAP

Excellence                    EFIAP

Artist                           AFIAP

ROYAL PHOTOGRAPHIC SOCIETY OF GREAT BRITAIN (RPS)

Fellow                          FRPS

Associate                      ARPS

Licentiate                      LRPS

AUSTRALIAN PHOTOGRAPHIC SOCIETY INCORPORATED (APS)

APS Exhibitors Medal     APSEM

Grand Master                GMAPS

Master                          MAPS

Fellow                           FAPS

Associate                      AAPS

Licentiate                      LAPS

PHOTOGRAPHIC SOCIETY OF AMERICA (PSA)

Grand Master in Photography           GMPSA

Master in Photography                    MPSA

Excellence in Photography               EPSA

Proficiency in Photography               PPSA

PHOTOGRAPHIC SOCIETY OF NEW ZEALAND (PSNZ)

Fellow                          FPSNZ

Associate                      APSNZ

Licentiate                      LPSNZ

4.2       Where a photographer is the holder of several honours from different bodies, the

Photographer may stipulate the order of listing, within space constraints.

4.3       Service honours shall not be shown in the catalogue listing of exhibitors, however, where the holder is acting as a member of a judging panel, it is recommended that the honour be shown after their name in the list of judges. Service Honours for

INTERNATIONAL FEDERATION OF PHOTOGRAPHIC ART (FIAP)

Hon EFIAP, ESFIAP

ROYAL PHOTOGRAPHIC SOCIETY OF GREAT BRITAIN (RPS)

Hon FRPS

AUSTRALIAN PHOTOGRAPHIC SOCIETY INCORPORATED (APS)

Hon FAPS

ESAPS

SSAPS

PHOTOGRAPHIC SOCIETY OF AMERICA (PSA)

Hon FPSA

Hon PSA

PHOTOGRAPHIC SOCIETY OF NEW ZEALAND (PSNZ)

Hon FPSNZ

Hon PSNZ

5.         AWARDS

5.1       APS medals and plaques are available from the Chairperson, Exhibition Services. These awards may be won by any entrant and are not exclusive to Australians in Internationals nor to photographers of a local district in Nationals.

5.2       APS Silver and Bronze Plaques, Bronze (Herbert) Medallions and Honourable Mention (Award of Excellence) Ribbons are available to International and National exhibitions.

5.3       One Bronze (Herbert) Medallion is to be provided as an APS donation to APS approved national exhibitions which include a section for youth.  A request for the award should include the entry form of the exhibition.

6.         PUBLICITY

6.1       The APS requires any exhibition applying for APS approval to acknowledge and publicise the Society.

6.2       The Certificate of APS Approval shall be included in the catalogue and displayed or projected at the exhibition.

7.         FURTHER INFORMATION

7.1       Specimen Entry Forms, Reports, Acceptance Cards and Catalogues are available from the Chairperson, Exhibition Services.

7.2       For further information and enquires refer to the APS web site or Image Supplement for the names and addresses of the following current APS Officers.

-           APS Secretary

-           Chairperson - Exhibition Services

-           Editor - IMAGE Magazine

PHOTOGRAPHIC EXHIBITIONS

8.         CARE AND ACCOUNTABILITY

8.1       The proper organising of an exhibition is a substantial undertaking, requiring comprehensive planning and adequate publicity to ensure sufficient entries.

8.2       Experienced Judges, careful and prompt handling of entries, early issue of reports, well designed exhibition web sites, printed entry forms, catalogues and CD/DVD presentations will induce photographers to support the next exhibition arranged by the organisers.

8.3       Current improvement in the art of photography is due, largely, to exhibitions.  Entrants submit their best work which is viewed by many people.  Exhibition organisers have a responsibility to exhibitors who expend considerable time and money to produce and submit entries.

8.4       All photographs remain the property of the entrants.  Every endeavour shall be made to see that entries are returned in good order and in the original packaging.  If this is not re-usable, the exhibition committee is to supply suitable packaging for the return of photographs. CD/DVD entries will not be returned to the entrants. The organising committee will be responsible for destroying the entrant’s discs after the exhibition has closed.

8.5       Responsibility of APS - the fact that the APS awards approval to an exhibition does not imply that it can be liable for any faults committed by exhibition organisers towards participants and/or third parties.

9.         EXHIBITION PROCEDURES (GENERAL)

9.1       Application for Exhibition approval, using the forms supplied, shall be made to the Chairperson, Exhibition Services at least nine months before the closing date for the receipt of entries.  The application shall be accompanied by a draft entry form.

9.2       A fresh application shall be made for each proposed exhibition. It should be noted that approval by any other body does not automatically confer APS approval.

9.3       A first exhibition may be an approved National, providing the requirements are fulfilled.  An international exhibition, organised for the first time, may only obtain FIAP Patronage if the same persons have organised, in the past five years, at least one national event approved by the national federation.

9.4       It is advisable to appoint a Director for each medium to be included in the exhibition, which suggests a minimum committee of three (Chairperson, Secretary and Treasurer), plus a Director for each medium.

9.5       It is recommended that planning commence at least twelve months in advance.

9.6       Sections may include: Creative, Nature, Open/Pictorial, People, Photojournalism, Social Documentary, Photo Travel. Refer to Definitions in Appendix A.

9.7       It is not necessary for all these sections to be included in an exhibition. 

9.8       Exhibitions are encouraged to include sections for Youth in their programme.

Youth shall be defined as a person 18 years of age and under as at the closing date of entries to the exhibition.

9.9       Exhibitions may elect to join Monochrome Nature Prints and Colour Nature Prints into one section, Nature Prints. Similarly, with other sections eg Photo Journalism, Social Documentary.

9.10     Exhibition organisers are encouraged to send entries on to other exhibitions and to receive blocks of entries from other exhibitions and clubs

9.11     A record of all entries shall be retained in the exhibitions data base for at least twelve months after the completion of an exhibition.

DIGITAL IMAGE ENTRIES

9.12    The exhibition organisers shall determine the method of Digital Image    submissions. The current approved methods are by CD/DVD or alternatively by a web based direct upload system.

9.13     The size of Digital Images should have a maximum horizontal dimension of 1024 pixels and a maximum vertical dimension of 768 pixels. (This is the native resolution of XGA projectors and considered the minimum projector specification suitable for photographic display)  It should be noted that to take advantage of HD images, the appropriate display equipment is required.

9.14     Each image file should be in the sRGB JPEG format. Images must be entered in   their correct orientation. Organisers are unable to adjust incorrectly uploaded images.

9.15     For Exhibitions that require entries to be submitted by a Direct Digital Upload system the file size should be compressed to a maximum of 500 kilobytes; or to a larger size as directed by the organisers.

Where Exhibitions require all entries to be submitted by CD/DVD media, the following recommendation is offered.  Each image file should be prepared with minimum compression and maximum resolution ie No 12 setting in Photoshop.

Alternatively, if directed by the organisers, to a maximum size of 500 kilobytes.

9.16     To obscure the identities of authors from the judges and to provide manageable names, image files should be allocated unique names.

The exhibition may suggest a default naming format to entrants (e.g. using a mixture of postcodes, section and image numbers) but the exhibition organisers are responsible for ensuring the final names used are unique (typically by renaming files as they are received and entered into the exhibition database).

9.17     A flat white projection screen shall be used for displaying Digital Images. The   screen dimensions shall be approximately 1.8m x 1.8m.  The centre of the screen shall not be more than 10 degrees above or below eye level nor more than 10 degrees left or right of any judge.

PRINTS

9.18     PRINT ILLUMINATION: The total illumination on a white card placed on the easel on which prints are to be judged shall read an f/stop between 5.6 and 11 (ideally 8) with an accurate exposure meter set at 100 ISO and recording 1/8 second, including the general room illumination comprising 1/4 to 1/3 of the total.  For the judging of colour prints the illumination on the easel shall be similar to that used for monochrome prints.  The best colour temperature of the light is 5000 degrees Kelvin

9.19     Prints shall be evenly illuminated on the judging easel which should be a dull neutral grey and measure approximately 76cm x 76cm.  There must be no distracting glare or reflection near the print and the lighting shall be even, with not more than 10% variation over the area of the easel.

9.20     Extraneous light shall be kept to a minimum.

DIGITAL IMAGES

9.21    APS approve the judging of Digital Images by projection and by monitor display. Judging can take place at a single location where all the judges are present or at different locations.

When judging takes place at one location with all judges present, Digital Projection is preferred.

When judging takes place at various remote locations (by monitor display or by projection) the chairman shall organise a procedure where scores are returned and tabulated.  Determination of awards will follow by a further round of judging.  The timing of this final round is to be determined by the organisers in consultation with the relevant judges.

9.22     Profile handling: sRGB must be the assumed profile for all image files without embedded profiles.  Embedded profiles may be used if possible (with the display software transforming the colours to suit the screen calibration).  However entrants can not expect that this will be used.

9.23     Monitors should be of high quality and colour calibrated. A 17inch monitor is recommended as a minimum size.

The monitor's colour balance should be set up using a monitor calibration device meeting International Colour Consortium (ICC) standards.  Adobe Gamma Wizard, checked with the Adobe Photoshop Test Pict..tif is acceptable but calibration solutions using hardware colorimeters are preferred.  The monitor desktop' should be clear of all tools showing only the image to be judged, on a black or dark grey background.

9.24     DATA PROJECTION OF DIGITAL IMAGES: Projectors must be able to display at least 1024 pixels horizontally, and 768 pixels vertically at their “native” resolution (ie without interpolation).  In the standard 4:3 aspect ratio this requires at least an “XGA” projector.

9.25     All projection systems shall be adequately colour profiled.

Prior to the commencement of judging, the exhibition organising committee shall demonstrate to the appropriate judges that all digital projection equipment has been correctly profiled under the prevailing judging conditions.  The display of a calibration template such as “The Digital Dog” or similar would meet these requirements.

9.26     The projector / screen combination shall possess adequate brightness  This is, with an all white image displayed, an accurate exposure meter set at 100 ISO with an F/stop between 5.6 and 11 (ideally 8 ) shall record an exposure of 1/8s at the centre of the screen

9.27     The size of a projected 1024 x 768 image shall be approximately 1.8 m wide.

The centre of the screen shall not be more than 10 degrees above or below eye level nor more than 10 degrees left or right of any judge

9.28     Award winners and acceptances may be shown to an audience by use of a digital projector or on a visual display unit.

9.29     In order to keep costs to a minimum and reduce work for the organising committee, CD-ROM's will not be returned to exhibitors.  The submitted images should not be retained by the exhibition, except in the catalogue and the CD/DVD presentation disc and for a limited time on the exhibition's website.

10.      JUDGES

10.1     Prospective judges shall be approached as early as practicable so that arrangements can be made to obtain a well-balanced panel before entry forms are finalised.

10.2     Judges shall be currently active in photography and experienced photographers.  The calibre of the judging panel will have a bearing on the entries received.

10.3     At least three persons shall judge entries in each section.  A person may judge more than one section.  No judge shall judge the same section at more than two consecutive exhibitions.  Where an exhibition is having difficulty complying with this rule, the exhibition can apply to the ESSC for an exemption.

10.4     At least two thirds the number of judges in each section shall be accomplished and practising photographers in that section’s type of photography.

10.5     Nominated Judges may not enter photographs in the sections they are judging.

11.       JUDGING PROCEDURES

11.1     Judges shall be provided with every facility to assist adjudication.  A reimbursement of reasonable travel expenses may be offered to judges.

11.2     Each entrant's photographs shall be mixed with those of other entrants so that they are not seen consecutively by the judges.

11.3     Strict silence shall be observed, and movement in the judging venue shall be kept to a minimum.

11.4     Stewards shall refrain from commenting to judges during judging.

11.5     Discussion between judges is not permitted, except for the final awards, but they may direct questions to the section Director.  Judges may request longer viewing or a focus check if in doubt.

11.6     Distance of the judges from the prints must be convenient to the judges.  Closer inspection of prints shall be permitted where technical quality is in doubt and when determining award winners.

11.7     Every care shall be taken in the handling of prints to avoid damaged corners and finger marks. Cotton gloves shall be used at all times.

11.8     Care shall be taken in recording points on the rear of each print, so that the print is not damaged either by ink pens or stamps, by adhesive labels, or excessive pen/pencil pressure.

11.9     The distance between the screen and the judges should be between two and six times the diagonal dimension of the projected image, with a preference towards the greater distance.

11.10   Where practical the judges may preview all the entries in the section they will be judging.  Time or available facilities may preclude the viewing of every entry before actual judging, in which case, in order to accustom the judges to the lighting conditions a selection of photographs not from that section, may be shown.

11.11   The approximate number of entries to be accepted in each section shall be determined before judging.  The judges shall be advised of the total number of entries.

11.12    The recording system may be a traditional combination of switching units and illuminated scoring boxes or alternatively modern computerised scoring systems.

11.13   It is essential that the full range of scores be used to ensure equitable decisions, the points should be allocated as follows:

1.         Obviously faulty technique or in wrong section,

2.         Reasonable entry, but inadequate for exhibition standards,

3.         Reasonable entry of good average quality, potential acceptance,

4.         Good entry, minimum faults, could be included in the exhibition,

5.         Entry of excellent quality and could be considered for an award.

The definition of the points 1 to 5 shall be read out to the judges prior to judging an exhibition. For scoring out of a higher maximum number eg.10 or 20, adopt a proportional definition level.

11.14   The scores for photographs are to be recorded, and the entries sorted accordingly   into groups from minimum score to maximum score.  The table on which the judged prints are placed immediately after judging shall not be in the view of the judges.

11.15   It may be necessary to accept only some photographs in a score grouping if by accepting all photographs with that score there are more than the total number of acceptances required.  In that case, the judges shall review the total entries with that score and increase some of those scores by adjusting them upwards by one point so that those photographs become accepted.

11.16   Each judge shall be given a list of awards for their section. Award winners are selected from the highest scoring entries, determined with the agreement of the section judges.  A judge may request that a specific photograph be considered for an award.  The top award shall be the first determined, followed by other awards and finally merit certificates, which may result in altering the original allotted points.

11.17   Section Directors shall record entry details when the award placements are determined.

11.18   An entry may not be accepted for inclusion in the exhibition by the exhibition organisers if that entry contravenes the law of the Commonwealth of Australia or of the relevant State or Territory.  No entry shall be rejected by the exhibition organisers solely on the basis that it is substantially similar to a photograph entered by another entrant.

12.       EXHIBITION DISPLAY

12.1     All National accepted prints shall be on display for at least three days.  National accepted Digital Images should be shown to an audience if practical on at least two occasions, and all award winners should be displayed on the Exhibition’s web page (if any) for two weeks. Approval may be granted for a two-day exhibition, if held in conjunction with an agricultural show or district festival.

However where a uniquely digital exhibition supplies a DVD or CD of all acceptances and results to all entrants, that this be considered as meeting the Exhibition Standards requirement for displaying the Exhibition.

12.2     The Certificate of APS Approval shall be prominently displayed at an exhibition of print acceptances.

12.3     Good display is necessary for appreciation by the public.  The exhibited photographs shall be displayed appropriately, on rigid mounts, receive adequate illumination, free from glare, sun, and preferably, mounted under glass.

12.4     Prints shall not be perforated, suspended in any manner likely to damage them or harmed by the use of adhesive substances on the back.

12.5     The Certificate of APS Approval shall be transferred to a digital format and projected during each screening of the acceptances.

12.6     Where Digital Images are displayed at an exhibition with recorded sound commentary, all extraneous noise and light shall be excluded.  It is recommended that authors of awards and acceptances be identified in the commentary.

12.7     An Exhibition may assume permission to reproduce any photograph for exhibition publicity, in the catalogue, or on the Web unless the photographer has indicated otherwise.

13.       ENTRY FORMS    (PAPER AND WEB BASED)

13.1     The "APS Approved Exhibition" logo and APS Approval number shall be prominently displayed on the entry form.

13.2     The entry form shall be of suitable standard, and include the words: "Conducted according to the recommended practices of the Australian Photographic Society Incorporated", and "Entries will be accepted from residents of the Commonwealth of Australia and its Territories and also from financial APS members resident overseas".

13.3     Entry forms shall be well designed and printed, with the actual entry section easy to separate from the provided information.

13.4     For a fee, entry forms may be issued with the Society's journal, IMAGE, resulting in a saving of postage costs.  If using IMAGE for distribution, the entry forms shall include the words: "Supplement to Image".

13.5     The name of the Exhibition with an address for correspondence shall be shown on the Entry Form.

13.6     The name of the judges with Honours and/or photographic accreditation shall appear on the entry form with

13.7     The following information shall be displayed on the front page of the entry forms:

1. closing date for entries,
2. date of judging,
3. date of posting of report cards,
4. exhibition location and dates,
5. date of return of all Print Entries
6. date of posting catalogues and awards.

13.8     Entry fees and the method of payment shall be clearly stated.  Method of payment shall be determined by the organisers.  They need not cover return postage for photographs, this may be extra.

13.9     The return of entries by surface mail to overseas countries should be stated on the entry form.  Additional charges for airmail return or excess weight of entries should also be indicated.

13.10   A maximum number of four entries shall be specified for each section.  Sections are defined in Appendix A.

All photographs shall be required to have been taken by the entrant.  Processing, for prints, may be author or non–author processed.

13.11   No image shall be entered in more than one section of an exhibition.  An image accepted in a previous exhibition is ineligible for entry in the same or a different section of that exhibition again.  The term “image” applies to a photograph irrespective of the medium (Print and Digital) or to another photograph so similar as to be almost identical, regardless of the title.

13.12   Prints, mounted or unmounted, shall not exceed 50.8 cm by 40.6 cm (20” by 16”), vertical or horizontal format, mount included.  If a small print section is included, it is recommended that the large print section have a minimum print size of 20.3 cm by 25.4 cm (8” by 10”)

13.13   Small prints, not exceeding 20.3cm by 25.4cm (8" by 10"), including mount, may be included as a section.

13.14   When any section is included in an exhibition, the APS approved definition (if any) for that section shall be included in the entry form

13.15   Photograph titles up to thirty (30) characters (including spaces) shall be accepted and the titles in full shall be used by the exhibition at all times.  Where titles exceed 30 characters, exhibitions are encouraged to use the full title if at all possible.

14.       REPORTS

14.1     The reports shall include the year, exhibition, name of the entrant, and any honours.  Where a computer print-out is used, the inclusion of the titles of entries is required.

14.2     Reports shall indicate accepted and non accepted entries, stipulating the section entered and the minimum and maximum scores possible, the acceptance level and the entrant's score.

14.3     Where no scores are recorded, and only accepted or non- accepted noted, a full notification of the method used for judging should be included in the report.

14.4     The scores given by individual judges shall not be included in the report in such way that the judges can be identified.

15.       ACCEPTANCE CARDS

15.1     At the discretion of the exhibition organisers, entries accepted in the exhibition may be awarded a distinctive printed acceptance card.

16.       CATALOGUE

16.1     To most entrants, a catalogue is the only tangible result of their support for an exhibition.  Consideration shall be given to the quality of the catalogue and whether it is illustrated with accepted entries.  It shall contain as many reproductions as possible.

16.2     The Certificate of APS Approval shall be displayed prominently in catalogues.

16.3     It is recommended that the following statement be included in catalogues: "As acceptances in this exhibition count towards APS Photographic Honours, entrants intending to seek honours at some future date should retain this catalogue".

16.4     The names of the judges with honours and / or photographic accreditation shall appear in the catalogue with the sections judged.

16.5     The catalogue shall contain a list of the exhibitors with works that have obtained awards.

16.6     The catalogue shall include a list of exhibitors full names in alphabetical order in each section, including all acceptances, even if awards are shown separately elsewhere in the catalogue.

16.7     It is recommended that catalogues include the recognised photographic skill honours after his / her name wherever the exhibitor’s name appears.  Service honours are not to be shown for exhibitors.

16.8     Statistics specifying the number of entrants, entries and acceptances in each section, shall be included in the catalogue.

16.9     Each participant who has paid the entry-fee and who has respected the conditions of entry shall receive a free copy of the catalogue, whether or not their work has been accepted.

16.10      A catalogue may also be presented as a CD-ROM in a format readable by all major platforms including Macintosh as well as IBM compatible. As an alternative a downloadable PDF document may be presented by the organisers.

16.11   Catalogue pages shall be numbered.

17.       APPROVAL CONSIDERATIONS

17.1     The matters considered for APS approval of an exhibition are:

• Whether all FIAP and APS requirements were complied with,
• Application lodged at least nine months before an exhibition,
• Care exercised in handling entries - this is most important,
• The number and qualifications of judges,
• Whether the judge’s names with honours and or photographic accreditation are included in the entry forms and catalogue,
• Promptness in returning Print entries,
• Promptness in issuing reports, catalogues and awards,
• Promptness in returning the required information to Exhibition Services,
• Quality of the catalogue.  Printed and CD/DVD.  Whether it is illustrated with accepted entries, contains a detailed summary of accepted entrants and entries, and contains comprehensive statistics.
• Magnitude and quality of the exhibition - method of image display,
• The number of entrants and entries.

Additional services used or provided by the exhibition: use of APS Plaques, an article in IMAGE, or websites.

Complaints - the validity and severity of an infringement of regulations.

17.2     APS Approval for International Exhibitions in Australia, is to be granted only to those International Exhibitions which list two of the three judges for Nature sections from the APS Approved Nature Judges List.  International Exhibitions may seek exemption from this rule by seeking approval to use other judges by applying to the Nature Division Judges List Co-ordinator through the Nature Division Chairman.

18.       MAXIMUM TIME LIMITS

18.1     Adequate publicity is essential.  Each application for APS approval shall be made as early as possible - at least nine months before the closing date for receipt of entries.

18.2     The period between the closing date for the receipt of entries and the opening date of the exhibition shall not exceed two months.

18.3     A report indicating accepted and rejected entries shall be sent to each entrant within 14 days of judging.

18.4     All Print entries, including those entirely rejected, shall be returned to the entrant not later than thirty days after the event closes.

18.5     Entries requested sent on to another exhibition shall be forwarded not later than thirty days after the event closes.

18.6     A catalogue shall be sent to each participant at the latest thirty days after the event closes, providing all conditions of entry have been complied with.

18.7     All prizes and awards shall be sent to the recipient at the latest thirty days after the event closes.

18.8     The exhibition organisers must supply the following information to the Chairperson Exhibition Services, within four weeks of completion of an exhibition:

1. Report form ES1, duly completed,
2. 4 entry forms,
3. 4 acceptance labels,
4. 4 reports,
5. 5 catalogues –

3 for Exhibition Services sub-committee members

1 for Who’s Who compiler

1 for Exhibition Services Chairperson

f.          Lists, in alphabetical order, of names and addresses of all entrants in Print   and Digital entries.

19.       PUBLICATION IN IMAGE

19.1     Exhibition organisers are requested ,to send a selection of their award winning images to the APS journal IMAGE for publication.

19.2     Prints are to be 25 x 20cm (10” x 8”)  A CD with the following file sizes.  TIFF file with an output size of at least  12.5 x 17.5cm ( 5”x 7”) at 300 – 400dpi this will give a file size of at least 8mb.  A summary of the exhibition should be included.

AUDIO VISUAL EXHIBITIONS

20.       NATURE OF COMPETITION

The following rules are based on the FIAP Document 2003 / 301- AV E obtained from Exhibition Services. These rules should be read in conjunction with that document.

Audio Visual sequences are designed for digital projection integrated with mono or stereo sound burned onto a CD-ROM and playable on a Windows or Macintosh computer.

21.        ELIGIBILITY

21.1     International exhibitions – entry is open to all photographers in all countries. Applications for FIAP Patronage must be sent through the Australian Photographic Society.

21.2     National exhibitions – entry is open to all photographers who are resident in the Commonwealth of Australia or its Territories and also from financial APS members’ resident overseas.  All overseas authors / co-authors must be financial members of APS.

21.3     COPYRIGHT: In accordance with the copyright law all sequences presented by entrants shall be free of all rights of ownership, whether artistic or otherwise, which may be held by others.  By taking part in the event authors of entries indemnify the organisers against all actions which may be taken against them by owners of copyrights.  Organisers accept no responsibility in the event of dispute or litigation.

22.       CATEGORIES / SECTIONS

22.1     The requirements are designed to allow authors at all levels of skill to express their ability in the audio visual genre.

The competition will have one category “Diaporama”.  Entrants will be required to  submit their work in one of several sub-sections, namely, Natural History; Documentary; Humour; Theme; or Music, Poetry or Song (these may be altered for any given exhibition).

23.       DEFINITIONS

Diaporama/Audio Visual is defined as a sequence of still images where the storyline or theme, sound, transitions and images are interdependent. An effective sequence will have unity of its three parts: the conception, the visuals and the sound.  Generally, these three elements should reinforce each other such that anyone without the other two would be unsatisfactory.  Adequate conception involves an idea with a suitable introduction, an interesting development of the idea and an appropriate close. Narrative or text may be employed but is not mandatory.  The medium is very flexible and artistic expression within it can take many forms.  There is no restriction on subject matter but each sequence must be placed in one of the sections listed on the Exhibition entry form.

Acknowledgement of the work of other artists (e.g. music, text, poetry and images) must be included at the end of the sequence. Display of the author’s name is optional but if used it must be at the end.

Each sequence should not exceed 12 minutes.  Each sequence awarded an “Acceptance” is eligible for consideration for Licentiate, Associate and Fellowship Honours levels.

24.       ENTRIES

24.1     Photography and sequence production, excluding sound, must be the original work of the entrant, co-author(s) and collaborators or the source acknowledged in the sequence.  There is no limit on the date of creation.  There is no limit on the number of co-author(s).

24.2     A maximum of four entries, either per person or group may be submitted.

24.4     Submission of an entry implies permission for the entry to be shown in public and acceptance of the competition rules and judges decisions.

24.5     Each sequence submitted must be accompanied by a completed FIAP Identification Sheet (Fiche) or equivalent APS Identification Sheet available on the web site.

24.6     The ownership of all work shall be accredited on the sequence and on the fiche.

24.7     SUBJECT:

The choice of subject is that of the author/s who submit the entry.  If sub-sections are used organisers may move a sequence to a sub-section other than that nominated by the entrant.  The organisers reserve the right to refuse entry to sequences that they consider in their absolute discretion to be undesirable or unsuitable.

24.8     DURATION:

(a)  For International Exhibitions the maximum time limit for each Audio Visual is twelve minutes.

(b)  For APS Nationals the maximum time limit is twelve minutes or as published on the Entry Form.

24.9     CLOSING DATE:

A closing date of four to six weeks prior to the date of judging is preferred.

24.10    RETURN OF ENTRIES:

Entries shall not be returned and will be deleted from the computers at the completion of the event.

25.       PRESENTATION OF DIGITAL AUDIO VISUAL

25.1     The sequence must be presented on a CD-ROM or Data DVD ready for transfer to the hard drive of either a PC or Macintosh (whichever is appropriate).

On each CD-ROM/DVD there will be;

1. One sequence as an executable (exe), Fotomagico Player file or .mov file.
2. A single image ( non-compressed TIFF format: approx 1024 x 768 pixels at250 DPI)  representative of the sequence for possible use in the catalogue. A clear and concise summary for the catalogue (max.30 words) in MS Word format.
3. A clear and concise summary for the catalogue (max.30 words) in MS Word format.
4. The CD-ROM to be identified with the author’s name, sequence title and duration.

26.       TECHNICAL REQUIREMENTS

26.1     All entries must be standalone digital productions (exe for PC or Fotomagico for Mac or .mov) and able to run without the need of the software that produced it.  The sequence should be programmed with no “run box” and to exit the program at the end.

26.2     (a)    Sequences containing foreign scripts must be accompanied by a translation or summary in English.

(b)    For the purpose of judging, all sequences must be presented via a data projector on to a standard 4:3 format, unity gain, matt screen.  The projector / computer combination will be calibrated to accepted known standards and the overall reflectance properties of the screen will be checked for evenness across the entire useable surface.

(c)    Copied material must be erased immediately from the hard drive following all Exhibitions.

27.       JUDGING

27.1     The number of judges shall not be less than three at least one of which should have Audio Visual experience.

27.2     Assessment sheets for recording evaluations should be prepared and given to each judge.  The assessment recommendations shall be Concept and Production 50%, Images 25%, Sound 25%.  The collective decision of all judges shall be responsible for the final position of entries.

27.3     Judges decisions are final and neither organisers nor anyone else may alter their decisions in any way.

27.4     All entrants must receive a catalogue indicating the acceptance level.

APPENDIX A

DEFINITIONS

1.         PHOTOGRAPH

A photographic is a visible image originating from the action of light or other forms of radiant energy upon a photosensitive medium or device.

1. 2.                  MEDIA

2.1        Print (P) A photograph that is presented on an opaque surface.

2.2       Slide. (S) - A photograph that is presented on a transparent surface.

2.3 Electronic Digital Photographic Image (D) - A photograph that is presented by electronic digital means. (Commonly referred to as a Digital Image)

2.4       Audio Visual (AV) Involving or directed simultaneously at the faculties of seeing and hearing.

1. 3                    CATEGORY

3.1       Monochrome (M) - Any photograph containing shades of only one colour.  If toning is carried out, it must be over the total photograph - partial toning and/or the addition of one extra colour is not acceptable as a monochrome section.

3.2       Colour (C)  - Any photograph that is not monochrome.  It includes a monochrome photograph that has been partially toned or had colour added.

3.3       If an exhibition does not include the category of "Monochrome" in any media, monochrome photographs shall be eligible to be entered in the colour category in that media.

1. 4                    SECTIONS

4.1       Open/Pictorial/General (CP, MP, CD) - Any subject that is treated pictorially, embodying the elements of good design, arrangement or composition, which reflects the personal interpretation of the photographer.

4.2       Nature (N) - Nature photography is restricted to the use of the photographic process to depict all branches of natural history, except anthropology and archeology, 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 a 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 bands, scientific 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 the 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 allowed adjustments must appear natural. Color images can be converted to greyscale monochrome. Infrared images, either direct-captures or derivations, are not allowed.

 Images used in Nature Photography competitions may be divided in two classes: Nature and Wildlife.

Images entered in Nature sections meeting the Nature Photography Definition above can have landscapes, geologic formations, weather phenomena, and extant organisms 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 extant zoological or botanical organisms free and unrestrained in a natural or adopted habitat. Landscapes, geologic formations, photographs of zoo or game farm animals, or of any extant zoological or botanical species taken 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.

4.3       Photojournalism (PJ) - Story-telling photographs such as are seen in the news media and periodicals, which may include documentary, contemporary life, illustrative, spot news or human interest. In the interest of credibility, contrived situations or photographic manipulations which alter the truth are not acceptable.  The story telling value of the photograph shall be weighed more than the pictorial quality.

4.4      Photo Travel (PT) - A photograph that captures the feeling of a time and place, and portrays a land, a people or a culture in its natural state.  Photo Travel has no geographical limitations.  Ultra close-ups which lose their identity, studio type model pictures or obviously manipulated work do not qualify as Photo Travel and should not be submitted.  Photo Travel is not limited to other lands or countries and may include pictures of domestic origin.

4.5      Creative/ (E) - Creative or experimental photographs display a novel effect because of an unusual combination of objects and /or unusual viewpoint.  Photographs in which the images have been modified during or after exposure by using an experimental technique are also eligible in Creative/Experimental sections.  The photograph must always have a basic photographic image.  Digital manipulation processes may be employed provided the original photograph was exposed by the entrant.

4.6       Contemporary - Contemporary photographs include modern fashions in photography and exclude those that show a traditional pictorial approach.  An innovative, imaginative approach is required, leading to a novel or interesting result.  Documentary and experimental photographs that comply with these requirements are also eligible.

4.7       Social Documentary (SD) - Concerned with the portrayal and interpretation of society encompassing both human and non-human subject matter.

4.8       Landscape./Seascape (L) - A landscape is a photograph of natural scenery with land and sky based elements displayed in a pictorial fashion.  It may include evidence of man, people, animals, even part of the sea provided that none of these additional elements dominate the photograph.  A seascape is a photograph of natural coastal scenery, a wave study, or a picture of the open sea, provided always that the sea is the centre of interest of the photograph.  People, boats and man-made structures may be present as incidental to the photograph.

4.9       People/Portrait (P) - A photograph of a person or persons that may range from a head study to fill body length.  This section includes candid photographs and formal portraits