INVITATION TO THE WESTERN CAPE INTERCLUB PHOTOGRAPHIC COMPETITION 2018

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1 INVITATION TO THE WESTERN CAPE INTERCLUB PHOTOGRAPHIC COMPETITION 2018 To be held at the CR Louw Auditorium Sanlam Head Office, 2 Strand Street, Bellville Friday, 26 October h00 : Viewing of Prints 19h15 : Viewing of Projected Digital Images, and Presentations in the Auditorium Hosted by TAFELBERG PHOTOGRAPHIC CLUB Enquiries: Christo Giliomee (Chairperson / Convenor) o tafklub@gmail.com JP Bester (Treasurer) o tafklub@gmail.com Juan Venter / Mark Lewis (Interclub Committee Members) o tafklub@gmail.com. ENTRY INFORMATION All images entered in this competition must have been entered in the submitting clubs internal competition, or must have been evaluated at a club function during the 12 months preceding the 2018 Interclub, i.e. October 2017 to September A member of more than one club can only represent a single club with prints and/or PDIs (projected digital images). If a photographer is a member of more than one club it is up to that photographer to nominate which club may enter his/her images. It is required that clubs ensure that images entered have the permission of the photographer. Film slides are not accepted for projection. However, scanned images may be entered as digital images, as set out in the section Digital Images. Each entry must be named as set out in the sections on Prints and Digital Images. A maximum of 24 entries per club is allowed, consisting of 12 prints and 12 PDIs.

2 Clubs who do not have prints at their club competitions are given the option to print digital images and submit them, with prior consent by the hosting Club. No more than 2 entries per club member may be submitted; however clubs with low membership may apply to the convenor to have this rule relaxed. Entries not adhering to the rules will not be judged. Note: A new Condition of Entry is that the winning images may be printed in the newspapers, and possibly be shown on visual media channels, or publicised in any way they can be used to promote photography, and photographic clubs. The photographers will be credited for their work. Remote judging and scoring of projected digital images and prints will be facilitated by use of the TOP system and both PDI s and digital versions of Prints must be uploaded to Photo Vault Online. The TOP system integrates with the web site Photo Vault Online allowing images to be uploaded there and then downloaded for judging. A dedicated event will be set up on Photo Vault Online and Clubs must upload their PDI s AND digital versions of Prints to this event. The event will be opened on Photo Vault on 1 September Physical prints must still be delivered to the hosting Club at the drop points at Orms Cape Town or Orms Bellville or Picture Works in Stellenbosch by no later than Wednesday, 10 October PLEASE ENSURE THAT MOUNTS ARE THE CORRECT SIZE! PDIs must be in JPEG format and srgb colour profile. JPEG files must be HD format and no larger than 2MB (megabytes in size). The definition of HD format as used by Photo Vault Online is HD - Images must be sized with either the height exactly 1080px or the width exactly 1920px (2mb). No digital image files submitted by any other means will be accepted. A description of the process to follow within Photo Vault Online is provided in Annexure A PRINTS Prints must be mounted on board, but must not be framed, or block-mounted. Prints must be clearly marked with an arrow on the back, indicating the right way up, as per Annexure B hereto. The title of the print, the name of the photographer, and the club must be clearly labelled on the back of the print as per Annexure B hereto. If at all possible, we request that prints have a hanging string attached at the back although this is not a prerequisite. The minimum size of a print (without its mount) is 150mm x 200mm (6 x8 ). The maximum size of a print (without its mount) is 300mm x 450mm (12 x18 ).

3 The maximum size of the mount board may not exceed 400mm x 550mm. No distinction will be made between hand-derived, and machine prints. All print entries must be accompanied by a digital copy conforming to the same standard as set out in the next section regarding PDIs, entered under Prints in the Interclub event in Photo Vault. All prints will remain on display in the Sanlam Gallery for two weeks after the Competition, and will only be available for collection thereafter this being arranged with the Convenor. Example of the Print Label is attached as Annexure B and should be attached to the back of each mount. Prints will be displayed in the Sanlam Gallery until 9 November Labels, printed by TAF, will be displayed alongside each print DIGITAL (PDI s) No film slide entries will be accepted. PDIs must be in JPEG format and srgb colour domain. PDIs must be sized to the HD Format, being 1920 pixels wide and 1080 pixel tall. Each JPEG image file may not exceed 2MB in size. Each JPEG image file must be entered via the dedicated event in Photo Vault, as more fully described in Annexure A. The event will be opened on 1 September MEDIA FOR ENTRIES PDIs and digital versions of prints must be entered via the Interclub 2018 event on Photo Vault Online. Event will open on 1 September Physical Prints must be delivered to drop off points at Orms Cape Town or Orms Bellville or Picture Works in Stellenbosch by no later than Wednesday, 10 October FEES PAYABLE Participation Fee per Club: There will be a club entry charge of R per club, payable by 15 September 2018, which will confirm participation in the 2018 event. Entrance fee per Person: Each ticket will cost R80.00 Pre-selling of tickets: In order to place a not too severe financial burden on the host club, all participating clubs are asked to pre-sell a minimum number of 20 tickets before the event. If more tickets are required, the chairman of each club must advise Juan Venter or Mark Lewis (contact details on front page of this Invitation) of the extra number of tickets required. Clubs are asked to advise Juan Venter or Mark Lewis regarding the total number of additional tickets required by 15 October 2018.

4 All allocated tickets can be collected from Orms Cape Town or Orms Bellville 0r Picture Works in Stellenbosch between Monday 15th and Thursday 25th October 2018 by 6pm. Payment of entry fees and tickets should be made by EFT, into the following account: Account name: Tafelberg Fotografie Klub Bank: ABSA Branch code: Account Number: NB: Please indicate your Club name as reference and send proof of payment, to attention JP Bester. HANDING IN AND COLLECTION OF ENTRIES Clubs must deliver the prints, to Orms Cape Town contact Stephen Manager of the Sales department, cor. Roeland and Canterbury Streets, Cape Town; or Orms Bellville contact Fritz or Japie, cor. Durban Road and Palm Street, Bellville/Durbanville; or Picture Works J.J van Heerden, Eikestad Mall, Stellenbosch, by Wednesday,10 October PLEASE obtain a receipt from either Orms or JJ. The return of the Interclub Floating Trophy (which must have been inscribed by the previous winner) must be arranged with the TAF chairman, Christo Giliomee christogiliomee@gmail.com. Each Club is responsible for clearly marking the entries and notifying Christo where and when their entry has been handed in. Any late or incorrectly sized, or marked entries, will not be accepted. Clubs will be notified by , two weeks after Interclub (taking into account the fact that the prints will be exhibited at Sanlam for this period) with regard to collection from Orms Cape Town, Bellville, or Picture Works. Although every effort will be made to set up the digital projector in line with the generally accepted guidelines, no guarantee can be provided that images will perfectly match that which is displayed on another computer. The copyright of all images entered will be protected. However, see entry information point regarding possible publication of winning images. PROMOTION OF INTERCLUB All prints (in their digital format) and all PDIs will be put together in an AV presentation, and will be displayed at the event and in the Sanlam Head Office Building for two weeks after the competition in order to promote photography, and advertise the annual Western Cape Interclub event. We will endeavour to promote the gallery display by publishing some winning images in Newspapers and possible get some exposure in other forms of visual media. We are most grateful to Sanlam for their support and for allowing us the use of their excellent facilities, and for the opportunity to publically display the best images from each club.

5 JUDGES and JUDGING PROCEDURE PDI s and PRINTS PDI s and Prints will be pre-judged on Saturday 13 October 2018, at Orms in Bellville. 5 Judges will be appointed by the hosting Club from a list of experienced Club judges provided by the Western Cape Photographic Forum. The Judges will award points for each entry on a scale of Scoring will be recorded by the TOP system. Each Judge s score will be recorded, and the highest and lowest score will be dropped so that only three scores count. The aggregate of the 3 scores will be the awarded point, i.e., the score will be out of 90. Clubs will be allowed to enter photographs taken by a judge and entered into the Club s competitions over the eligible period. When such a photo is presented for judging, the applicable judge will eliminate his/her judging of his/her photograph by scoring NIL, thus discarding his/her score. Hardcopies of detailed score sheets and results will be available on the completion of the Competition. AWARDS Certificates will be provided by TAF CLUB AWARDS Certificates will be awarded as follows: 1. PRINTS - First, Second and Third 2. PDIs - First, Second and Third INDIVIDUAL AWARDS 1. PRINTS - First, Second and Third 2. PDIs - First, Second and Third OVERALL CLUB AWARDS (the combined points for Prints and PDIs) 1. Winning Club Overall, plus the Interclub Floating Trophy 2. Second and Third places JUDGES CHOICES - Certificate s will be awarded. PROCEEDINGS ON THE EVENING OF 26 OCTOBER 2018 Parking on the premises, including security guards, is available at guests own risk. To assist the Security Department at Sanlam, it is requested that each Club provide Juan Venter or Mark Lewis (contact numbers on front of this Invitation) with the number of attendees by 19 October, Guests may arrive from 18h00 onwards. A program containing the event schedule on the evening will be digitally projected at intervals during the evening.

6 Viewing of the prints will take place from 18h00 onwards, in the art gallery adjacent to the auditorium. Included in the ticket price are snacks, wine and fruit juice, and tea and coffee with biscuits. (Please note this is not meant to be a meal). A cash bar will be made available for other drinks. Guests to be seated in the auditorium by 19h00. Proceedings will commence at 19h15. During the Interval, tea, coffee and biscuits will be served, as well as wine and fruit juice, and a cash bar will be available for other drinks. The evening should be concluded by about 23h00. The members of Tafelberg Photographic Club wish to thank you for your valued participation in this prestigious event. Good luck to all. See you all at Interclub 2018!!!

7 Annexure A The Photo Vault Online Event A Photo Vault Online event will be created for the Interclub 2018 competition and will be titled Western Cape Interclub Entries The closing date for entries is 30 September 2018; late entries will not be entertained. The event has two categories, Digital Projected Images and Prints. A Club may enter no more than 12 images in each of these categories. Visit and login using your club s group account before entering images for the event. If you do not yet have a group account for your club, simply register a new account (click Register in the menu at the top of the page), choose I am registering a group (interclub etc.) - give group name below as the Account Type and enter your club s name in the Group Name field. The rest of the page can be completed using your own personal details, though you may wish to enter your club s address if you have one. Note that you will need to receive an to the address to confirm the new account. Once you have registered an account and logged in there are two ways to enter your club s photos. Either upload them first then add them to the event, or upload them as you add them to the event. Uploading Images First Click on My Photo Vault Upload New Photo opens this entry form. Select HD for Photo Size Model and Digital General for Photo Medium (NOTE: this is the same for both the PDI and Print categories) and complete the Title, Author First name and Author Last name fields before clicking Submit. You need not enter a Star Rating. The image is uploaded and a tag management page is displayed showing the image thumbnail, an entry field and a number of suggested tags. We recommend typing in and adding the tag Interclub 2018 when adding the first image. You will then be able to click to add it to the rest of your images and use it as a filter when selecting images for the event later. This is useful if your club account already has other images uploaded and you need to find the ones for the Interclub event. Click the link to add a new image and continue adding the rest of your club s images.

8 Adding Images to the Event Once you have uploaded all your club s images, or if you want to upload them as you add them to the event click My Entries PSSA Specific to open the Select the Event page. Once there, choose Western Cape Interclub Entries 2018 as the Event Name and click Go to My Event Entries. The page refreshes to show some details of the event and this form. Enter 1 or 2 into # of Categories Entered depending on whether your club is entering one or both categories. Select your club in Nominated Photo Club. It is very important that you select the correct club here otherwise your image scores could be allocated to a different club or be overlooked when we download the images. Click Update Details. Once the page has refreshed you can begin adding images by clicking on the Digital Project Images or Prints links. The page that opens may look a little daunting but fortunately there is a Help link that opens a good description of exactly how to use it. It explains both how to select previously uploaded images and how to upload new images. Follow these instructions to add the 12 allowed images to the category then click Back to My Entry Overview. Repeat this process for the other category and once you have all your images added, click on Finalise My Entry. You will be sent an giving details of your entry. Check that it is correct and if there are any mistakes, revisit the site to correct them. You can Re-finalise your entry several times until you are satisfied that it is correct. That s all there is to submitting your club s images. As you can makes as many changes as you like until you finalise your entry we suggest that you not delay until just before the closing date, but make sure that you have an account for your club and familiarise yourself with the web site now. You can upload test images to see how it all works and then remove them when you have finished trying out the entry process. It should then be relatively quick to upload and add your club s real entries once they have been chosen. Should you have any queries related to use of Photo Vault Online please contact Mark Lewis by at marklewis365@yahoo.com or by phone on

9 ANNEXURE B CLUB NAME: Title Author INTERCLUB PRINTS