Submission Guidelines

1. Introduction
For digital competitions the club uses software called “Film Free Projection” to run the evenings and keep track of the competitions. This software uses “Metadata” stored in the files to know what the title of the image is and who is entering it. If these details are not correctly provided, then it may not be possible to allow the images to be entered into the competition. We have recently introduced a new system to simplify the correct labelling of images. This automated system should be easier for less computer literate members to use but the methods used in previous seasons are still available for those members who are comfortable with the approach.

One of the key constraints we face is the number of images that can be shown and commented on in an evening, so we often have to restrict entries on popular events. Therefore, we ask members to indicate their order of preference for entries by labelling them numerically, where 1 is the most preferred entry and 4 is the least. If the event is oversubscribed, then the 4th ranking images of all entrants are dropped first and then the 3rd etc., until we have a suitable number of entries for an evening to run successfully. If you do not number your images, as described below, then the random order that they are downloaded will be used to prioritise your images.

Print competitions are run manually with images being placed into the club lightbox for review by the judge. Once again the club is limited by the number of prints that we are able to show in one evening so a cap is put on the number of prints allowed based upon the level of entries received. This cap will be communicated to everyone the day after the submission deadline so as to allow sufficient time for printing and mounting.

2. Submission of digital entries
Images should be submitted by the end of the club meeting the week before the competition via the upload service described above, email to swaveseycompetitions@gmail.com.

  • If you send a competition entry with no text in the body of the email then it may get marked as spam and you will not get a proof of entry reply. Emails should therefore include some words in both the “subject” and “main message” fields.
  • Please note an e-mail receipt will be provided. The competition secretary will also e-mail a list of participants before the night of the competition, to confirm your entries.


2.1. Preparation of digital files
Some of the following is to do with your images appearing as they should on screen but most is to ensure that the competition software works correctly. Images should be prepared to the following specification:

  • File Type: JPEG (no TIFF’s, PSDs, RAW, etc).
  • Colour Space: RGB (or Greyscale for monochrome), not CYMK.
  • Colour Profile: sRGB.
  • Image Size: maximum 1600 pixels horizontally and 1200 pixels vertically.
  • Note: pixels, not centimetres or inches
  • “landscape” format images should therefore be a maximum of 1600 pixels wide,
  • “portrait” format images should therefore be a maximum of 1200 pixels high,
  • “square” images should be a maximum of 1200 x 1200 pixels.
  • Image Metadata: the author’s name and the image title to be included in the image metadata.


See below under FILE NAMING/METADATA EXAMPLES for what we mean by “Image Title” for Non-Panel and Panel Competitions.

2.2 File Naming:

“Non-panel” Competitions (eg. Annual Digital Projected Image): the software can cope with any image filename, however you need to specify the order of preference of images in case the event is oversubscribed. So you should use filenames in the form Authorname Abbreviatedtitle XofY (where XofY indicates the Xth entry out of a total of Y). If it is not clear then the Competition Secretary will assume the order of images as presented on the computer is the preferred order.

“Panel” Competitions (eg. Bamber Trophy): the projection software uses the filename to order the images. Therefore, it must take the form of Authorname Px-Sy (where Px-Sy indicates the yth entry in panel number x) Note the filename has a space after the author name, does not include the title and uses capital letters for P and S with a dash between.

2.3. Submission of print entries
All that is required initially to take part in a print competition is the title for each of your prints. Titles should be submitted by the end of the club meeting the week before the competition via email to swaveseycompetitions@gmail.com or handed to the Competition Secretary (and/or nominated deputy) at the club, they will then forward your titles to the email address above. Once the submission deadline has passed no changes to the order of your prints will be possible as scoring sheets will be drawn up ready for the competition.


  • If you send a competition entry with no text in the body of the email then it may get marked as spam and you will not get a proof of entry reply. Emails should therefore include some words in both the “subject” and “main message” fields.
  • Please note that e-mail receipts are no longer provided. The competition secretary will e-mail a list of participants before the night of the competition, to confirm your entries.


Please note: the club now requests that digital versions of the prints be e-mailed to the competition secretary with your titles. This allows pictorial score sheets to be designed, & aids in the selection process for external competitions. Please adhere to the rules for digital competitions when submitting these digital images.

2.4. Tips for Photoshop users
  • Save as jpeg using “File\Save As” menu command with “maximum quality” (12) selected.
  • Images can be resized using “Image\Image Size” menu command.
  • “Scale Styles”, “Constrain Proportions” & Resample Image” should be ticked (“Bicubic Sharper” setting is recommended).
  • Use “File\File Info” to include Author’s name and Title in the image metadata.


2.5. Editing metadata in Windows
  • The Author’s name and Title may also be added to the metadata using Windows:
  • Resize images using your preferred application and save a version.
  • Select, but don’t open the file you wish to title within Windows, right click on it and select “Properties”.
  • In Windows 10, click on the “Details” tab.
  • Highlight “Title” and type in the Title. Repeat for “Author” and type Author’s name.


2.6. File naming/Metadata Examples

Non-panel competitions (e.g. Annual Digital Projected Image, most Set-Subjects)
Let’s assume the author is Andy Dearn and the image title is Homer Simpson – D’oh.
  • The full author’s name & full image title as above have to appear in the image metadata, but can be abbreviated in the filename to stop the filename becoming too large.
  • AndyD is a suitable abbreviation of the author’s name as no other Andy with a surname beginning with D is currently a member of the club. Doh is an obvious shortened title.
  • Therefore the filename would be: AndyD Doh 1of4


1of4 indicates that it’s the first of a total of four images entered in the competition by Andy.

Note: Images should be numbered in your order of preference in case the competition is oversubscribed and not all of your images can be accepted

Metadata:
“Author” would be Andy Dearn
“Title” would be Homer Simpson D’oh

Panel competitions (e.g. Bamber Trophy)
Let’s now assume that the above image is to be entered into the Bamber Trophy, as the third of five images in Andy’s second choice panel.

In this case the filename should be: AndyD P2-S3.

P2 indicates that it’s the second of Andy’s panels and S3 indicates that it is the third image to be displayed in that set.

Note: Panels should be numbered in your order of preference in case the competition is oversubscribed and not all of your images can be accepted.

e.g. you put forward two panels but only one can be accepted – Panel 2 will be the one that’s excluded.

Metadata:
  • “Author” would be Andy Dearn
  • “Title” is not used and can be left blank in this instance



3. And finally...

If you have any queries just ask a member of the committee for assistance and a personal demonstration of the “technical” bits if required. Please do so well in advance of the closing date for the Competition.

Don’t let any of this put you off entering competitions though – it’s easy once you know how!!!