In Plain English
Kielder Observatory Astronomical Society are running this competition in a ‘play fair’ spirit. As many of us who work with the observatory are photographers we understand the importance of protecting the rights of the photographer and our terms should reflect that. We believe ‘rightsgrabbing’ on a photographer’s work is unfair and unethical and in light of this this we would like to make it clear that COPYRIGHT ON ALL IMAGES WILL REMAIN WITH THE PHOTOGRAPHER.
However to run the competition successfully it is imperative you grant us permission to reproduce your images digitally and in print in relation to the competition and the observatory without extra added cost to our charity Kielder Observatory Astronomical Society. Your images will ultimately help us pay for staff, hold an exhibition, produce a publication and continue running events at our award winning education venues. If this is something you are not comfortable with then please do not enter.
1. ABOUT THE COMPETITION
(1) The UK Astronomy Photography of the Year 2016 competition (‘KOAPY16’) is owned and operated by by Kielder Observatory Astronomical Society (‘KOAS’) and is a project of our ‘Art in Space’ initiative.
(2) KOAPY16 is open to all ages. Children aged 17 or under should seek permission from a parent or guardian prior to entry.
(3) Selected entries to KOAPY16 may be displayed in an exhibition at Kielder Observatory and be toured nationally and/or internationally, used as promotion via social media properties (Facebook, Twitter & Instagram) and publicity materials relating to KOAPY16.
(4) Selected entries to KOAPY16 may be appropriated on KOAS branded merchandise (posters, postcards, keyrings etc) and sold on event evenings, external locations and via online properties.
(5) Kielder Observatory Astronomical Society is a recognised charity in the UK and possible revenues generated by KOAPY16 merchandise support the observatory’s continued day to day operations.
2. CONDITIONS OF ENTRY TO THE COMPETITION
(1) Entries must be received by 23:59 GMT on Tuesday 31st May 2016.
(2) KOAS employees, part time in employees, any person who receives payment from KOAS not related to volunteer travel expenses see 2(3), judges, judge’s relatives and partners of KOAS are not permitted to take part in KOAPY16.
(3) KOAS volunteers are eligible to take part in KOAPY16
(4) By taking part in KOAPY16 the entrant agrees not to do or say anything that might damage the reputation of the organisers, the competition itself, subsequent exhibitions, merchandise or the other entrants.
(5) It is the responsibility of each entrant (parent or guardian for children aged 17 or under) to ensure that they read and abide by the rules when submitting an entry. Those found to have not complied with these rules will be liable to KOAS in respect of any damages or losses incurred.
(6) Entrants are not permitted to submit images that:
(i) have had success in other photography competitions in way or receiving a prize, commendation or have appeared in touring exhibitions and/or annual publications (not including daily news reports.)
(ii) contain any content that has been created independently from the taking of the photograph (ie. watermarks, text, adding Aurora Borealis colours to an otherwise clear sky, superimposition of a Moon from a photograph not your own)
(iii) were taken or include elements within the photograph that were taken before 1st May 2014
(iv) you are unable to explicitly state you are the s ole photographer and copyright owner.
(7) Any entry found not to comply with the rules at any stage of the KOAPY16 may be disqualified with any prizes will be forfeited. The decision of KOAS on all matters relating to the KOAPY16 is final. KOAS reserve the right to amend the Rules and to waive breach of the Rules at their sole discretion, acting reasonably.
3. SUBMISSION
(1) Entry must be via http://kielderobservatory.org/KOAPY16
(2) Entry is completely FREE
(3) Each entrant is allowed a total of five (5) separate images, uncategorized as part of their entry.
(4) With KOAPY16 being a new competition a full list of categories will be decided after the closing date for submissions with two exceptions:
(i) a main prize for the best UK skies photographer of the year
(ii) a smaller category for all other international sky entries
4. ETHICS
(1) A breach of the KOAPY16 ethics will result in a breach of the rules and likely disqualification.
(2) Entrants are encouraged to be creative and honest with their photography when representing the night sky with their images:
(i) entries must not make effort to deceive the viewer or attempt or misrepresent the reality of the night sky or objects within without mentioning so in photograph description;
(ii) description information supplied must be complete, true and accurate.
(iii) where necessary please include in your description equipment and/or special editing processes used to achieve the associated image.
(3) No third party should have any part in the creation of and editing of any submitted file.
(4) Entrants must ensure they are in full compliance with any applicable permits that may be required for shooting in particular locations that can be made available on request by KOAS.
(5) If KOAS suspect an entry has been achieved through unethical practices, the entry will be disqualified.
5. IMAGE SPECIFICATIONS
(1) Submissions can only be made in a digital format however the original entry is not required to be borndigital. High quality scans of negatives or photographic paper are also acceptable.
(2) Digital files must be submitted as JPEGs with a maximum size of 5mb. The resolution should have a longest side of no more than 2000 pixels. No borders, watermarks or signatures should be included.
(3) Entrants whose work has been shortlisted will be required to provide the following:
(i) Camera RAW files, original untouched JPEGs, and original analogous media, will be required for authentication;
(ii) High resolution TIFF or JPEG files required for printing should match the colour and cropping of the JPEG submitted during entry. Files must not exceed 500MB;
(4) Any entry that cannot be authenticated or is not of an acceptable quality will be disqualified.
(5) Digital adjustments such as those most commonly found in Adobe Lightroom editing suite (contrast, exposure, noise removal, lens correction, sensor dust removal, etc,) are permitted. More stringent editing practises such as HDR, stitched panoramas, star stacking and multiple exposure stacking, video frame stacking are permitted providing that they are reported within the description and comply with KOAS’ principles of authenticity so not to deceive the viewer or misrepresent the reality of nature.
(6) Descriptions of any postprocessing an entry has entailed must be listed with accuracy and honestly. While digital adjustments are allowed, the addition or removal objects for the benefit of a greater composition is not. (7) Caption information must be complete and accurate, and provide the following depending on type of astronomy photography practised:
(i) for wide field (non tracked DSLR) a description of the location;
(ii) for deep field (tracked, usually telescope acquired imagery) a detailed description of the object photographed, ie M31, Owl nebula, Hubble Deep Field. Please also include the location to the nearest town, village or dark sky park.
(8) Entrants are advised not to use their name in either the title or image description, or as a ‘signature’ on the photograph itself. Where possible if it exists the EXIF data should be left attached and provide lens and camera information.
6. JUDGING, AWARDS, PRIZES
(1) An independent panel of appropriately fielded experts will be appointed by KOAS at a point determined, but not made available. Judge’s details may be revealed during the entry process if their involvement is necessary for the participants.
(2) Whilst judging, KOAS and the appointed judging panel reserves the right to:
(i) place entries into categories that shall be determined after KOAPY16 closes for entries;
(ii) determine location of image origin and place it into UK or international category
(3) Of all images selected as finalists, one image will be used to determine the UK Astronomy Photographer of the Year 2016, however at the judges’ discretion may choose to revoke this in favour of a different entry if:
(i) Any 1 of the 5 entries are deemed to have been taken outside the UK
(ii) Any 1 of the 5 entries are disqualified for breaking rules or ethics reasons. (4) If successful, winning entrants will be notified by telephone, mail or email in strict confidence. The entrant must not disclose the details of any shortlisted or winning entries publicly.
(5) A full breakdown of winners and prizes will be made available on our website. Prizes are nontransferable. KOAS reserve the right to substitute prizes with an alternative of equal monetary value (entrants shall not have any right to ask for this allowance).
(6) Prizes must be collected within one year of being awarded.
7. PUBLICITY
Entrants must agree that if an image from their submission is selected as a finalist of KOAPY16 that they must make reasonable attempts to if asked:
(i) make their likeness available to the press;
(ii) conduct interviews in a positive manner with regards to their image and or practise.
8. INTELLECTUAL PROPERTY RIGHTS
(1) All individual entries must be the original work of the a sole entrant who submitted the photograph and must not infringe the rights of any other party.
(2) The entrant must either be the sole owner of the copyright
(3) In the event that an entrant is not the sole copyright owner of the entry(s), they will be disqualified.
(4) Ownership of the copyright in all entries submitted to KOAPY16 will remain with the copyright owner(s). Where possible, the photographer’s name will be credited along with their image. The photographer agrees that KOAS will not be liable to the photographer in the event of inadvertent omission of the credit.
(5) By entering the KOAPY16, the entrant grants to the Owners a nonexclusive, irrevocable licence to reproduce, publish, exhibit and communicate to the public, by any means and in all media throughout the world any entry. This licence is granted only for use in relation KOAS events and KOAPY16 related media such as:
(i) inclusion in KOAS talks and lectures at the observatory
(ii) displayed in exhibitions both internally and externally
(iii) reproduction on to merchandise made available for sale to the public (iv) publication in an annual or commemorative book
(v) catalogued within the KOAS ‘Art in Space’ Messier catalogue collection (6) Images will NOT be transferred or sold on to a third party without first gaining explicit written approval from the photographer in which case an agreement will be determined between KOAS and the entrant.
9. LIABILITY
(1) All entrants will be the recipient of an acceptance email informing them that their submission of 1 to 5 images has been received.
(2) KOAS are not to be held responsible for correspondence that does not arrive. Please ensure your email provider accepts emails from *@kielderobservatory.org.
(3) KOAS regret they cannot accept liability for loss of or damage to digital files and included text submitted to KOAPY16.
(4) Entries not awarded a prize or commendation will not be returned to the submitting photographer. They will be deleted.
10. DATA PROTECTION
(1) All personal data of entrants will be managed by KOAS in accordance with the principles of the Data Protection Act 1998.
(2) KOAS will collect personal data about entrants (and the entrant’s parent/guardian where applicable) at the time of registration, and as otherwise provided in order to administer KOAPY16 and/or all associated activities.
(3) Entrants will be asked at the time of registration if they would like their contact details added to KOAS newsletter mailing list.
(4) Entrants may contact KOAS at any time to update their details and/or preferences regarding permitted use of their personal data.