Entry Classes and Guidance Notes

• There are six entry classes: Scapes, Open Monochrome, Open Colour, Nature, People and Creative.
• Scapes:

Any rural, urban or coastal landscape image will be accepted in this category including Colour, Monochrome, Infra-red, HDR and Panoramic images.

The image must be from one capture. (HDR from a bracketed set of the same image and Panoramas from a panned set of the same scene are viewed as one capture).

The integrity of the subject must be maintained and the making of major physical changes to the landscape is not permitted. You may not, for example, move trees or import the sky from another image.

People and animals may be included in the scene as long as they are ancillary to and/or supportive of the main subject.

• Open Monochrome:

Any B&W image (subject to the terms and conditions) may be entered in this class.

A black and white image is one containing only various shades of grey, black or white.

A black and white work toned entirely in a single colour will remain eligible for the monochrome class. However, a black and white work modified by partial toning or by the addition of one or more colours, becomes a colour work and is thus ineligible for the Monochrome class.

• Open Colour:

Any Colour image (subject to the terms and conditions) may be entered in this class.

If an otherwise 'nature' image is entered into this category, it is judged on the pictorial element and not the 'nature' element.

• Nature:

Nature photography is restricted to the use of the photographic process to depict all branches of natural history, except anthropology and archaeology, 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. 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.

Processing of the captured image, by cropping, exposure adjustment, colour correction, noise minimisation, dodging/burning, HDR, focus stacking and sharpening, is allowed. cloning of image defects and minor distractions, including overlapping elements, are permitted when these do not distort the truth of the photographic statement. Images entered as Nature can have landscape, 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. access to biological subjects may be restricted. By entering the Robin Hood 2023 BPE, Photographers warrant that they have followed relevant Codes of Practices and hold any necessary licences.

Guidance: Artistic Nature, meaning photographs which started as Nature but which have been creatively modified to show a purely pictorial image, do not meet the Nature definition. They may be entered in Open categories.

After judging, the Organiser has discretion to review eligibility, including calling for a copy of the original file of the image, and this is likely for any award-winning images.

• People:

Images should portray people, as individuals or collectively, and should be concerned with showing their character, behaviour, or customs, or making social comment. Images from genres such as portraiture, street photography, social documentary and travel are all acceptable.

• Creative:

Any final image made up from a foreground (subject) image and one or more different background images is considered to be a creative image. The image must obviously display a change in natural colour, form, shape, or any combination of these three. Creative images are montages (a blending or composite of multiple images). High Dynamic Range (HDR) images without further changes are not considered creative and must not be entered in this class.

The original image(s) must have been captured using the photographic process.

Images may not incorporate elements produced by anyone else.

Artwork or computer graphics generated by the entrant may be incorporated, provided that the original photographic content predominates: images may not be constructed entirely within a computer. It is necessary that the image's core content be photographic and identifiable.

Any subject matter is acceptable as long as the creative guidelines are followed. Non-creative images must not be entered in this class and will be marked down.

Images entered in this class may be colour or monochrome.

Terms and Conditions

• The Exhibition is open to all photographers with addresses in the United Kingdom, Channel Islands, Isle of Man and all BFPO addresses.
• It is the responsibility of the entrant to read and comply with these Terms and Conditions. A written copy of these Terms and Conditions is available on request.
• Entries are submitted on-line only via www.robinhoodexhibition.co.uk (see "How to Enter below")
• In all cases the original image must have been taken using the photographic process and be the sole copyright of the photographer.
• No image may be submitted in more than one category and any image accepted in a previous Robin Hood Exhibition is not eligible.
• High Dynamic Range (HDR) imaging techniques and/or stitched panorama techniques are allowed in all classes except Nature.
• Images that use clip art are not permitted.
• The entrant accepts responsibility to ensure that any necessary permissions have been obtained in written form for exhibition usage especially where a photograph has been taken in locations where photography is expressly prohibited. The Exhibition Organisers may request a copy of this written approval or the image may be disqualified.
• Submission of entries to the Exhibition will be taken as acceptance that all Terms and Conditions to enter an image in the Exhibition have been met.
• Submission of entries to the Exhibition implies that the photographer has complied with all requirements regarding necessary permissions to take the image and present the image in the Exhibition.
• By submitting an image or images, each entrant agrees to abide by these Terms and Conditions.
• The Organisers reserve the right, without payment, to use any accepted image for the purpose of publicising or promoting the Robin Hood Exhibition. The entrant will be credited with images used in this manner.
• Copyright remains with the photographer.
• All accepted images will be available for public viewing via the Nottingham and Notts Photographic Society web (see below).
• The Organisers reserve the right at any time to reject or disqualify any image which does not meet the entry criteria, before, during or after judging has taken place and up to 12 calendar months after the date of selection.
• The Organisers reserve the right to either reject or not to exhibit any image that has been accepted in the Exhibition if it is deemed by the Organisers to be offensive, unlawful or inappropriate for public viewing.
• Any entry found not to comply with the Rules at any stage of the Exhibition may be rejected or disqualified and no refunds will be made in the event of rejection or disqualification and any Awards will be forfeited and the BPE and Crown Awards Officers will be informed.
• In any dispute, the Organisers reserve the right to make the final decision as to whether an image is accepted, rejected or disqualified with any refund at the discretion of the Organisers.
• It is the entrant's responsibility to ensure that their registration details are kept up to date on the Exhibition registration page.
• Personal data is required to complete the on-line registration and submission of entries. This personal data is held on a computer database but is treated as confidential and is not revealed to any third parties not connected with the Exhibition unless required to comply with legal obligations.
• All entries are accepted in good faith. The entrant agrees to indemnify the Judges, Exhibition, Organisers and other related parties against any litigation that may arise if entered images do not have the necessary permissions to be published in Exhibition-related documents, or on any website associated with the Exhibition.
• The organisers have the right to request a copy of the original image file before confirming any acceptance or awards that may have been allocated. Refusal of compliance with this request can lead to rejection or disqualification of the acceptance and/or award.
• The decision of the Organisers on all matters relating to the Exhibition is final and binding.

Authorship

• In all cases the entered image or, in the case of a composite image, its constituent elements, must have been captured using a photographic process by the Entrant. Any modification of the original image must be made by the Entrant.
• Each entered image and all elements thereof must be entirely the own work of the entrant.
• The use of elements from any other photographer's images, including textures or overlays, is not permitted. This applies even if you have acquired the copyright of such an image, or indeed if such an image is free from copyright.
• The original image/images must have been taken using a photographic process and all elements must have been photographed or created by the member.
• No modifications are allowed based on AI generated text input or generated using images or elements not taken by the photographer.

Copyright

• The Entrant must own the sole copyright for the original image(s).
• By entering an image, the Entrant gives permission for the Organisers to reproduce the image (without fee) in connection with the Exhibition (including in the Catalogue and, at reduced resolution, on the Club's public website).
• Entries are accepted in good faith. The entrant agrees to indemnify the Selectors, Exhibition Organisers, and other related parties against any costs that may arise if entered images do not have the necessary permissions to be published in connection with the Exhibition.
• Copyright of the entered image remains with the photographer.

Image Content, Manipulation, and Use of "AI"

• The predominant image content must be directly derived from original photographic image(s) which are entirely the work of the entrant; images may not be constructed entirely within a computer.
• The use of any source images which are generated by any image generation programs, including those that are "AI-based", is forbidden.
• We accept that the use of "AI-based" editing tools in image editors such as Photoshop is becoming increasingly prevalent in photographers' workflows.
• We do allow the use of "AI-based" tools in Photoshop, Lightroom, and similar editing programs, including noise reduction and sharpening, but with limitations outlined below.
• The use of tools like (but not limited to) Photoshop's Remove and Generative Fill must be limited to a small area of the final image (no more than around 10% total area) and the resultant product of such tools must be akin to manipulating the image with a clone/stamp tool.
• The use of any tool which introduces a significant visual element which is not in your own source photographs is forbidden. For example, Generative Fill may or may not be allowed depending on whether it introduces new visual element(s). It is acceptable to remove minor distractions and/or extend the canvas in any direction by a small amount, filling the blank area sympathetically with the existing background.
• Note: The Nature and Scapes classes specify additional/overriding constraints on allowed manipulation of images. Check the individual class definitions for details.
• Entrants must be able to supply evidence, if requested, that the rules governing image source and manipulation have been followed. This might include:
• Original image file(s) or films,
• Adjacent photos,
• Images used when making up a composite (where allowed),
• GPS coordinates and/or exact location,
• An explanation of the use of "AI" tools used to construct the final image

Awards and Acceptances

• There shall be an Engraved Crystal Glass Award for the Overall Exhibition Winner which will be decided out of the winners of all the Classes.
• There shall be an engraved PAGB Gold Medal award and an engraved Crystal Glass Award for the winner of every Class.
• There shall be an engraved Crystal Glass award for the Selectors Individual Choice in every Class.
• There shall be Certificates of Merit awarded in every Class at the discretion of the Selectors.
• There shall be an engraved Crystal Glass award for the best North and East Midlands Photographic Federation entrant decided by the maximum number of points gained from all accepted images. (In the event of a tie, it will be decided on the most images scoring 15, 14, 13 points, etc. If this also ends in tie, there will be a joint award.
• There shall be an engraved Crystal Glass award for the best Nottingham and Notts Photographic Society member (if different from the entrant winning the best North and East Midlands Photographic Federation entrant Award above) and decided by the same criteria. This entrant must be registered in the on-line entry system as a bona fide Nottingham and Notts Photographic Society member.
• All acceptances and awards gained (except for preceding two awards) shall gain credits towards the BPE Crown Awards.
• If an image is accepted and/or gains an award but is subsequently rejected or disqualified, the BPE Crown Awards officers shall be informed.

How To Enter

• Entries shall be made on-line only.
• The Entrant will first be required to complete the Registration page on the on-line system at photoexhib.co.uk which is either accessed directly from an email or bookmark, or via the Robin Hood website, www.robinhoodexhibition.co.uk. When completed and the button marked REGISTER is clicked, an email will be forwarded to the entrant confirming User Name, Email address and a temporary password.
• The entrant may then log-in to the on-line system and by selecting one of the relevant Classes will be able to upload a maximum of 4 images per Class.
• The images should be formatted in JPEG with a colour space of sRGB and prepared to a maximum size of 1600 pixels wide by 1200 pixels high. There is no need to fill unused space with black.
• An sRGB colourspace will be assumed. It is strongly recommended that submitted images should have been converted to the sRGB colourspace, otherwise the Selector will probably not see the same colours that you do!
• Image files submitted using the online submission website may have any name, within reason, with the proviso that the file must be a valid JPG file with the file name suffix '.jpg'. The website will attempt to convert your file name into a preliminary image title. You may then modify that title to suit your requirements both before uploading the image and, if necessary, after the upload.
• Image titles will be read out when the image is projected and prior to the judges scoring. Titles will appear in the catalogue and on the results web pages. Please check your spelling!
• Image titles must be no longer than 35 characters. Certain punctuation characters are not permitted within image titles. These are:     _  #  &  /  :  ;  *  "  ~  <  >  |  ?  \
• A maximum of 4 images may be entered in each class.
• Payment of £1.50 per image with a minimum of £6.00 per entrant is required. This must be made on-line via PayPal. Entrants do not need to register with PayPal.
• Please note that the Submission Software permits users to amend their entries. If amended, the entry MUST BE REFINALISED, otherwise the submission is not completed.

Catalogue

• An illustrated Exhibition catalogue will be made available as a PDF digital download. We will also produce a paper version which we will, by default, send to all entrants. However, we recognise that not everyone wants to store a paper catalogue, so you will have the ability to opt-out of receiving it when you register for the exhibition.

Exhibition Calendar:

Opening date:	Thu 11th January 2024
Closing date for entries:	Thursday 9th May 2024
Selection dates:	Mon 13th May to Wed 15th May 2024
Scorecards emailed by:	Sat 1st June 2024
Results published on the Club website by:	1st June 2024
Catalogues mailed by:	20th July 2024

Selectors:

• Alan Young FRPS EFIAP/d3 ABPE DPAGB EPSA
• Andrea Hargreaves FIPF MPAGB PSA4 AWPF EFIAP/b BPE4
• Ray Brammall ARPS EFIAP/g DPAGB APAGB BPE5*

The Organisers will decide the approximate number of acceptances to be made for each class. The selectors will score the entries until a satisfactory result is achieved.

Complaints Procedure:

• On receipt of any information or complaint about an entrant or image not complying with these Terms and Conditions, details shall be forwarded in writing to the entrant concerned stating the nature of the alleged non-compliance and asking for their response and any evidence deemed necessary to contradict the allegation.
• If the complaint or information alleges that the entry criteria under the Terms and Conditions have not been met then, without evidence to the contrary, the Organisers reserve the right to reject or disqualify that image or images.
• The Organisers will make any enquiries necessary to bring any complaint or allegation to a conclusion.
• The Organisers will inform the entrant in writing of the outcome of any investigation and any decision the Organisers deem appropriate.
• If information is received anonymously, the Organisers shall have discretion to decide whether or not to act on the information.
• The Organisers reserve the right to decide whether any personal details of an informant or subject of complaint will be revealed.
• The Organisers shall decide whether the British Photographic Exhibition and/or the Photographic Alliance of Great Britain are informed of any allegation and the result of any investigation.

General:

• The Organisers may vary the administration of the Exhibition at their discretion.

BPE Crown Awards

• As a member exhibition of the British Photographic Exhibitions (BPE) circuit, all images accepted into this exhibition count towards BPE Crown Awards. Entrants are invited to aggregate their acceptances in affiliated exhibitions to apply, without charge, for a BPE Crown Award.
• Details for BPE Crown Awards may be obtained from the Award Officers Alison and Andy Fryer both DPAGB EFIAP/p BPE5 using the email contact found on the BPE website.
• Please see http://www.britishphotographicexhibitions.org.uk for more details about the BPE.
• Please be patient when applying and allow around 28 days for awards.

Correspondence and Enquiries:

• Please email us at contact@robinhoodexhibition.co.uk.

• The Robin Hood Exhibition uses the PhotoExhib Online entry system, developed and managed by BrightImaging. To view BrightImaging Privacy Policy please see elsewhere in this document.
• Details of entrants will be stored and used solely for the purposes of administering this annual exhibition, including informing entrants of subsequent Robin Hood Exhibitions.
• Except as required for the management of exhibition data by BrightImaging, no personal information will be transferred to any party outside of The Robin Hood Exhibition for any purpose, unless required by law or in compliance with the Terms and Conditions of the Robin Hood Exhibition, for example, notifying the BPE.
• Cookies are used on the PhotoExhib website to facilitate your navigation around the pages. We may also use them to gather anonymous usage statistics such as the number of visits to the site. You can find out more about cookies at http://en.wikipedia.org/wiki/HTTP_cookie and at http://aboutcookies.org/. Please note we are not responsible for cookies that may be delivered by any third-party websites that may be linked to PhotoExhib.

The information that we will be collecting from entrants will be as follows:

• Name, address and telephone number and photographic distinctions
• The photographic club of which you are a member
• Your email address
• Your Images and their Titles

We only collect the minimum amount of personal data in order to operate the The Robin Hood Exhibition. Your data is held for a period of five years after the results are published for the most recent exhibition you entered (or actively registered for). Your entry/image acceptance and award data (full name, photographic honours, photographic club (if any) and post town) are held until three years have elapsed after the Exhibition ceases to be a client of BrightImaging.

BrightImaging Data Protection and Privacy Policy

Who is BrightImaging?

We own, design, develop and operate the PhotoExhib system which is used by Client organisations to manage their photographic exhibitions and competitions.

We take your privacy and data security very seriously. Please read the following policy carefully and only click the "Accept" button if you're happy to do so.

What personal data do we collect and why?

The data we collect depends on the requirements of the Client photographic exhibition/competition. The Client in this case is Robin Hood Open exhibition 2024 .

The minimum data requirement is to collect:

• Your name (so your entry and images can be correctly attributed)
• Your email address (so you can be contacted about your entry)

Additional information collected could be:

• Photographic honours/distinctions
• The photographic club of which you are a member (generally only mandatory if entry requires membership of a specific club or group of clubs)
• Your phone number (so you can be contacted about your entry)
• Your postal address (so that a physical catalogue/CD/DVD can be posted to you)

We only collect the minimum amount of personal data in order to operate the Exhibition for our Client.

How do we get your personal data?

We get your personal data in one of these ways:

• When you register for an exhibition/competition organised by the Client.
• If you have previously registered for an exhibition/competition organised by that Client (e.g. in a previous year). In this case your details would generally be pre-registered into the database for the latest exhibition prior to it opening for entries.
• Occasionally a Client may pass us a list of contacts to whom they would like us to send "invitation to enter" emails. This would typically happen for a new Client, or a new Exhibition/Competition. In this case the Client will take responsibility for ensuring that you have consented to receive these emails.

Who do we share your data with?

Unless required by law, your data is only shared with the organisers of the photographic exhibition/competition for which it was gathered.

How is your data managed?

Your data is held securely on databases accessible via industry-standard password protection. The databases and servers are physically located within the EU.

How is your data segregated?

Each Client organisation has a completely separate set of data from other Clients. There is no sharing of data between Clients. If you wish to register for and/or enter several exhibitions, you must register separately for each one.

How long is your data held for?

Your full registration data is held for a period of five years after the results are published for the most recent exhibition you entered (or actively registered for).

Your entry/image acceptance and award data (full name, photographic honours, photographic club (if any) and post town) are held until three years have elapsed after the Client ceases to be a client of BrightImaging.

Unsubscribing

If you've been pre-registered, having entered a previous exhibition with this Client, there will be an unsubscribe link at the bottom of the email(s) inviting you to enter,

If you've logged into the exhibition entry website, you will find an unsubscribe link on this Data Protection and Privacy Policy page, which may be accessed from the Registration page

Alternatively you may request to be unsubscribed from future correspondence by emailing either the Exhibition Organiser robinhood2024@photoexhib.com, or data@brightimaging.com. You will need to identify yourself adequately to ensure that we remove the appropriate records.

If you request to be unsubscribed from an exhibition having entered it, you will be unsubscribed after the last communication related to the exhibition and your results have been sent.

Bear in mind that, as stated above, each Client organisation has completely separate sets of data. If you request to unsubscribe, you will be unsubscribing from this exhibition only - it will not affect your status with any other exhibition that you are registered with.