Frequently Asked Questions

 

SUBSCRIPTIONS

Q: When are subscriptions due for payment?  
A: By the date of the first meeting of the club season (usually first week of September).

Q: Do I have to pay subs before I can enter competitions?  
A: Yes, only fully paid-up members can enter competitions.
 
Q: I'm joining mid-season.  Do I pay a reduced subscription? 
A: After the mid-point of the season a reduced fee may be agreed. Please talk to the treasurer for more information.
 
Q: I'm not a member; can I attend meetings? 
A:  Yes, non members are welcome to attend regular club meetings and pay a fee on the door. For special events, tickets may be required and regular prices may be increased.  Please note: a maximum of three visits is permitted after which you will be asked to become a member.
 
Q: Can I pay my subscription by bank transfer?  
A: Yes. Please contact the treasurer for details. Please note: if using this method of payment please email the treasurer to confirm your payment.

Q:  I don’t live in Halstead.  Can I still become a member or attend as a visitor?
A:  Yes. Most of our members live in Halstead or the surrounding villages but there is no geographic exceptions to club membership. There are different categories of membership for those who live too far away to attend regular meetings or for those who want to attend meetings but not enter competitions. Please see the treasurer for more information. 


COMPETITION ENTRY AND DEFINITIONS

Q:  What competitions are held at the club?
A:  We hold the following competitions during the club season:​

• Print (Mono and Colour)

• Projected Digital Image (PDI) 

• Panel Competition (PDI)

• The Top Dog competition (a PDI competition with themed rounds)

Q:  How do I enter competitions?
A:  You will find help on submitting images for competitions on the website.  
The competition secretary will email a “Call for Entries” before each competition, giving approximately two weeks’ notice. You will find dates of competitions on your yearly programme. It is the club member’s responsibility to submit images before the deadline provided. The competition secretary will acknowledge all submissions but it is the responsibility of the club member to ensure that they have received such an email confirming receipt of their entries. 

Q:  What is the maximum and minimum size of prints and print mounts?
A:  All prints must be a minimum of 300 sq cm. There is no maximum size so long as your print can be mounted on a 50cm x 40cm piece of card. Any size of mount board is acceptable so long as it is no larger than 50cm x 40cm. Please note, some judges have said that they prefer to see prints mounted on boards measuring 50cm x 40cm. However, if you cannot do this, please don’t worry – it certainly does not exclude you from competitions.  

Q:  Do prints have to be surface mounted or does a matt have to be cut?
A:  Most club members prefer to cut a matt for their prints as this generally shows work to its best advantage. However, there is no rule about this – you can choose whether you surface fix your print onto its mount or cut a matt for it. 

Q:  Do prints have to have a backing board?
A:  Your print will not be disqualified if it does not have a backing board, but such a board will help to protect your print from damage and is strongly recommended.

Q:  How should I label my prints?
A:  All prints must be labelled clearly on the back, with the name of the club Halstead & District Photographic Society, your name and the title of your print. Your label should be placed in the top left hand corner of your print as viewed from behind.  Please write clearly in ink or prepare your labels on a computer. Any information missing may result in disqualification. The title of your print must match the title given on the Jpeg file used to register your entry with the competition secretary.

Q:  How do I prepare digital images for projection/competition?
A:  You will find detailed instructions entitled “Preparing Digital Files for Competitions” on the club website under 'Top Tips For Members'.

Q:  Why do I need to submit digital files of my prints?
A:  You will be asked to submit a digital file for ALL entries – including prints. These images are held in a club library, which is used for inter-club competition selection and for reference purposes. 

Q:  Must I pre-register my entries?
A:  All entries for projected digital image (PDI) and print competitions must be pre-registered no later than the deadline given by the competition secretary in the “Call for Entries” notice. Entries received after this date/time will not be accepted. 

Q:  What is the Panel Competition?
A:  The Panel Competition is held annually. It consists of a panel of six digital images with a theme of your choosing. Instructions on how to create your panel are available on request from the competition secretary or on the Club’s website. The Panel Competition is judged by club members.

Q:  What is The Top Dog competition?
A:  This is an informal “Themed” projected digital image (PDI) competition.  You may enter up to two PDIs in each round, prepared in the same way as for regular projected image competitions. Normal rules apply regarding entry deadlines, a “Call for Entries” notice will be issued approximately two weeks prior to the competition date. This competition will be  judged by an external judge who will select a winner from each of the themed rounds and, from this final selection, he or she will select an overall winner - The Top Dog 

COMPETITION THEMES, RULES AND WINNERS

Q:  Where can I find the competition rules?
A:  The “Competition Rules” can be found on your membership card, and/or on the 'Help Pages' of the club website under 'Top Tips For Members'

Q:  How are competitions judged and images marked?
A:  Cumulative club competitions are marked anonymously by an external judge who has undergone a period of training provided by the East Anglian Federation of the Photographic Alliance of Great Britain. Marks are awarded out of 10 (half marks are permissible). The Panel Competition is marked by club members present on the evening. The Top Dog Competition is marked by an external judge.

Q:  How are trophies/medals won?
A:  The club competitions in the following categories are marked on a cumulative basis over two rounds held throughout the season:

​

• Colour Print Winner and Runner Up 

• Mono Print Winner and Runner Up

• Projected Digital Image Winner and Runner Up

For these competitions, you can enter a maximum of three images in each of 2 rounds.  Marks for all 3 images in both rounds will be added together and the club member with the highest total mark at the end of the season will be declared the winner.  In the event of a tie, all 6 images for the authors with the same score will be reviewed by the judge appointed to mark the Top Dog competition at the AGM; he or she will declare the overall winner.
 
The following competitions are ‘one off’ and not part of the cumulative marking system.

​

• Colour Print of the Year

• Mono Print of the Year

• Projected Digital Image of the Year

• Panel Competition

For these competitions, a trophy/plate/medal is awarded to the outright winner.  

Q:  What are ‘themed’ competitions?
A:  The Top Dog Projected Digital Image (PDI) competition is themed. 
The themes are set by the committee at the beginning of the season along with definitions of those themes are provided. Details will be provided in the printed programme and on the club website.  

Q:  Can I enter the same image twice in a club competition?
A:  No.  The same image, or an image that is very similar (such as a mono version of a colour image or an edited version of a previously entered image) can only be entered once.  An exception to this rule is that any individual image used in the Panel Competition may be entered in club competitions including the Print of the Year and Projected Digital Image of the Year competitions subject to certain conditions (please refer to the next question). You may also enter images used in any round of the The Top Dog Competition in regular club competitions and vice versa.

Q:  What is the entry criteria for the Print of the Year and the Projected Image of the Year competitions?
A:  Entries for the ‘…of the Year’ competitions must be selected from your entries during the same season and must be kept within the same category, i.e. prints may NOT be entered as digital images or vice versa. Images do not need to have scored ten in order to be eligible.  

Q:  How are images chosen to represent our club at interclub competitions?
A:  These are selected by the external competition secretary with involvement from the committee.

Q:  How do I find out about interclub competition dates and venues?
A:  You will find a rough guide to interclub dates on your programme. Detailed information is provided at club meetings and via email.  


USE OF YOUR IMAGES

Q:  How do I get a gallery on the club website and how is the gallery managed?
A:  The club uses members images entered in club competitions to create a members gallery for you.
 
Q:  Who owns copyright in my images and how might they be used?
A:  As the image author, you retain copyright. However, the club has the right to select and enter images in competitions with other camera clubs, to use images for promotional purposes and/or for website/online use. If you are not happy about your images being used in this way, please speak to a member of the committee. Unless specifically informed otherwise, the committee assumes all members give permission for their images to be shared and used as described here.

Q:  Does the club have a Facebook page?
A:  Yes. Our club uses social media to promote club activities and members’ successes. We encourage members who use Facebook to ‘like’ our club page. The page, which is public (i.e. you do not have to have a Facebook account to access it) can be seen at: https://www.facebook.com/Halstead-District-Photographic-Society-125957934240877/


CLUB MEETINGS, STRUCTURE AND ACRONYMS 

Q:  What does HDPS stand for?
A:  Halstead & District Photographic Society

Q:  What is the EAF and what is the PAGB?
A:  Most camera clubs in the UK belong to the Photographic Alliance of Great Britain (the PAGB), which is a body that offers guidance and assistance on the running of clubs and competitions. It also provides services such as workshops for ‘would-be’ judges and lists lecturers, etc. The PAGB is divided into regions; our local region is the East Anglian Federation, or the EAF. The EAF organises events, competitions, exhibitions, etc., details of which are circulated to club members by our secretary.

Q:  Are we part of the Royal Photographic Society?
A:  The Royal Photographic Society (RPS) does not have a governing body for camera clubs.  However, anyone can become a member of the RPS by payment of a subscription fee. The RPS encourages entry for its distinctions, which are Licentiate (LRPS), Associate (ARPS) and Fellowship (FRPS). If you would like information on these distinctions please visit www.rps.org/distinctions or talk to a club member who has been awarded a distinction.

Q:  Can children come to club meetings?
A:  Yes, children are welcome so long as they are accompanied by an adult (i.e. a person over 18). Please remember that there may be images on display that may not be suitable for younger children.  

Q:  Does the club have policies on health and safety and risk assessment?
A:  Yes. Our club takes health and safety very seriously and has prepared policies that cover all aspects of risk whilst you are in attendance at club meetings. Should you wish to see these policies please speak to the club secretary.   

Q:  Can I apply to become a committee member?
A:  There are seven committee members, each of whom has a role to play in the organisation and administration of our club. Should a vacancy arise, nominations will be opened up by the club secretary and voting will take place at the Annual General Meeting.  Each year, at the AGM, the committee as a whole stand down and offer themselves for re-election. 

ENDS











 

​

​

 

​