CONDITIONS FOR APPLICATION AND REGULATIONS FOR ORGANIZATION OF PHOTOGRAPHIC CONTESTS
I. HPS PATRONAGE
I.1 Definition
HPS patronage is a form of recognition awarded to an international photographic salon.
I.2 General principle
The HPS Patronage can be awarded to national competitions and international events with access to participants from all over the world without restrictions. Events with purely commercial purposes are excluded.
I.3 Events other than international salons
HPS Auspices can be granted to any photographic event that does not fulfill the conditions for obtaining HPS Patronage, like commemorations, jubilees, exhibitions, etc.
I.4 Application
Applications for HPS Patronage must be forwarded directly to the Patronage department by electronic mail.
I.5 Justifications
Together with their application for patronage, the organizers must supply a draft of the complete text of the salon conditions, edited at least in Greek or English.
I.6 Decision of HPS
If a patronage is withdrawn, it can only be granted again upon the submission of a complete application giving guarantees for the perfect organization of the future event.
I.7 Approval of Patronage
HPS patronage is granted after the payment of the invoice sent by the applicants. This invoice is including the salon fee(s), the requested medals and other eventual cost related to the salon.
If an event is granted HPS patronage, the following documents will be issued and delivered a numbering code which refers to the year and the salon number (for example: 2016/001).
Organizers of events having obtained HPS Patronage must award HPS medals (at least one gold medal for every section of the event) and HPS honorable mentions. They have the obligation to use the HPS emblem on their invitations, folders, posters, catalogues and all other means of promotion for the salon.
I.8 Obligations of the organizers
To be eligible for HPS Patronage, the organizers must comply with the conditions and rules stipulated in this document
I.9 Responsibility of HPS
The fact that HPS is granting its Patronage to a photographic event does not imply that it is liable or responsible for any faults or wrongdoings committed by the.
II. REGULATIONS OF INTERNATIONAL PHOTOGRAPHIC EVENTS UNDER HPS PATRONAGE
II.1 Definition
Photographic circuits covering several salons and/or organizers can be considered for patronage, on condition that the number of included events is limited to five.
The images of each category have to be judged individually.
II.2 Participation
Each entrant to HPS salons must observe the rules of HPS.
Each author whose image shows any suspicions about the compliance with HPS regulations or definitions can be requested by the organizer or by HPS, to submit the original file (file containing the data recorded by the sensor, if so, the RAW file) plus the file of the image immediately before and immediately following the questionable image. If he/she failed to provide what is required, he will be disqualified.
II.3 Character of the works
All styles and photographic processes must be admitted. By giving precise definitions concerning subject and technique, disappointing results can be avoided and the desired outcome is more likely to be achieved. It is strictly forbidden to the author to put text, a signature or any other distinctive mark on the front or facing side of any print.
II.4 Subject matter, categories and sections
Basically the subject to be treated by the author is free.
A) All salons can have the following categories:
1. Black and White/Monochrome Prints (M)
2. Colour Prints (C)
3. Projected Images (PI M and/or C) (see definition under VII.)
4. Audiovisual (AV).
B) So far as article II.5 permits they can have the following sections:
- Open
- Creative
- Nature
- Wildlife
- Photojournalism
- Travel
- Series
- Portfolios (Collections)
- Themes.
An author may not enter identical or similar photographs into different categories and sections of the same salon.
II.5 Number of sections
Every single international salon may have a maximum of six sections. For "Circuits" the rules are the following:
a) for Circuits with 5 different salons the number of sections may not exceed 3,
b) for Circuits with 4 different salons the number of sections may not exceed 4,
c) for Circuits with 3 different salons the number of sections may not exceed 5.
II.6 HPS medals and honorable mentions (HM)
There are three types of medals for salons under HPS Patronage: gold, silver and bronze.
The organizer of an event with HPS Patronage to which a HPS Patronage number has been attributed, must buy at least one gold medal for each section of the salon with a minimum of 3 HPS medals per salon.
The number of requested medals has to be specified in the application form.
HPS also offers special Awards and plaques upon request.
All HPS medals and HMs must be mentioned in the salon regulations and they must also be recorded in the catalogue.
II.7 Salon regulations and entry-form
If the Salon or Circuit has already FIAP/PSA or GPU Patronage, HPS accepts the Rules without further requirements. The organizer will announce its salon by sending out the entry-forms and regulations. Together with the HPS Patronage certificate and HPS Publicity sheet, the HPS Patronage Service provides the internet link from which can be downloaded. The regulations must be edited at least in English or Greek.
The salon regulations must include the following information:
A) Name of the event and name, address, telephone number and e-mail address of the person responsible for the salon, or circuit.
B) The HPS emblem and the HPS Patronage
C) Names of the judges and details of their qualifications.
D) A calendar, mentioning:
a) closing date for the entries;
b) date(s) of the judging session(s);
c) mailing date of the report cards (notifications);
d) date(s) of exhibition(s) and/or public showing(s) of projected images;
e) date on which all entries will be returned;
f) date on which catalogues and awards will be mailed.
E) The mention that all parts of the image have to be photographed by the author who is holding the copyright of all works submitted.
F) The mention that by the sole act of submitting his/her images or files to a salon under HPS Patronage, the entrant accepts without exception and with no objection the following terms:
- that the submitted images can be investigated by HPS to establish if these obey to HPS
regulations even if the entrant is not a member of HPS,
- that HPS will use any means at its disposal for this undertaking,
- that any refusal to cooperate with HPS or any refusal to submit the original files as captured by the camera, or failure to provide sufficient evidence, will be disqualified,
As mentioned in II.2) it is recommended to leave the EXIF data in the submitted files intact in order to ease eventual investigations.
G) Entry-fee: The amount of the entry-fee and the way it has to be paid must be clearly mentioned in the salon regulations.
H) Mention of the fact that every participant will get a free copy of the catalogue or can download it from a link.
I) In the case of a salon with Projected Image Sections, details of the method of projection and the equipment to be used, together with the pixel dimensions must be mentioned. The salon rules must state both maximum width and maximum height in pixels and these dimensions must not be larger than those of the equipment used.
J) For each category the maximum number of images to be entered by each author is specified as follows:
a) for prints
* not more than 4 prints per section (except for salons with series and portfolios/collections
sections, where the number will be defined by the organizer);
* maximum recommended format A3+ : 329 mm x 483 mm (13" x l9") (including
mounting);
* minimum format to be defined by the organizer;
* prints unmounted or mounted on a thin backing, as appointed by the organizer.
b) for projected images:
* not more than 4 works per section (except for salons with series and portfolios/collections
sections, where the number will be defined by the organizer);
* file size and format according to the organizer’s indications.
K) Include the requirement that each work must be appropriately identified:
a) For Prints – The name, address, country and e-mail of the author, the title of the print and the serial number as on the entry form.
b) For Projected Images - The author’s references (name address, title for example) in the format required by the organisers.
L) Any other pertinent information (forwarding to other salons, address for correspondence, etc.).
M) Include the mention that in the general interest of the event, the reproduction of the remitted works is allowed in the printed or digital catalogue.
II.8 Composition of the jury
For an international salon, a jury of at least 3 members or maximum 5 members per section must be formed.
The members of the jury are not allowed to participate in any section of the event.
II.9 Jury decisions
The organizers may in no way alter the decision of the jury.
II.10 Number of prizes - Number of accepted entries
The allocation of several prizes to a same author in any one section must remain in reasonable limits. Furthermore it is forbidden to award identical or similar works entered by the same author or by a different author, in the same event.
II.11 Notification cards - Scoring method.
After the judging, every participant must be individually informed about his results either by normal or electronic post.
II.12 Catalogue
The organiser can decide for a printed or a digital catalogue. Both kind of catalogues can only contain the works accepted by the jury.
The catalogue, either printed or digital, will contain:
1) the awarded and accepted pictures
2) a list of the works and authors that have obtained prizes
3) an alphabetical list classified by countries and authors with the titles of the accepted works. The alphabetical list must be part of the catalogue and may not be edited in a separate way.
4) a statistical table,
5) an insert for HPS Patronage containing the patronage number(s). This must not be altered and should be printed in a prominent place,
II.13 Transmission of catalogues to HPS
A copy of the printed or the digital catalogue must be sent to the HPS Patronage Service.
II.14 Organization - exhibitions of prints and projections
A salon must exhibit all the Prints and show all the Projected Images accepted by the jury.
II.15 HPS Honors
In conformity with the actual documents concerning the HPS Distinctions, the acceptances in salons under HPS Patronage are taken into account for AHPS, EHPS, EHPS levels.
III. PHOTOGRAPHIC CIRCUITS
In a photographic circuit a determined number of salons is organized in different cities in one or several countries.
IV. SPECIAL ARRANGEMENTS FOR SALONS WITH A NATURE or WILDLIFE SECTION
IV.1 Definition
International salons with a nature section shall adopt and respect the below mentioned FIAP definition. The definition has to be published in the salon regulations.
IV.2 Categories
Each of the categories in an international salon (i.e. black and white (monochrome prints), colour prints, projected images) can have a nature section.
IV.3 Jury
The judges must prove to have a good knowledge of nature and of international photography. At the beginning of the judging sessions, the members of the jury must be informed about the definition of the nature photography.
V. SPECIAL ARRANGEMENTS FOR SALONS WITH A BLACK AND WHITE SECTION
International salons with a black and white (monochrome) section shall adopt and respect the FIAP definition of black and white photography (monochrome). The definition has to be published in the salon regulations.