Rules (Terms & Conditions)
1. GENERAL INFORMATION
1.1 The International Garden Photographer of the Year competition (‘the Competition’) is an annual competition and set of smaller competitions open to everyone except those involved in its organisation. The entries submitted into IGPOTY competitions are judged based on skill. The organisers of the Competition are Mirror Plate Media Ltd (Trading as International Garden Photographer of The Year) (‘we/us’), a company incorporated in England and Wales under company number 12324935 and registered for VAT No.: GB 344472009. VAT is accounted for where applicable. For UK customers VAT is included at 20%, except in the case of Book sales which are zero-rated.
1.2 By entering into the Competition you agree to abide by the following rules (‘Rules’).
1.3 All entries must be uploaded via www.igpoty.com (‘the Site’). Please see the individual (currently open) category pages for more information about how to do this. By registering on this website and providing your e-mail address you agree to receive competition news and IGPOTY promotions - you may unsubscribe at any time by using the opt-out link at the bottom of e-mails. However, by doing this you may affect the ability for us to contact you about any potential awards/wins.
1.3b General Data Protection Regulation (GDPR)
By registering with and uploading entries to this website you are required to read this page and agree to the rules and this section concerning use of your personal data.
A summary of our key data partners:
* Our web developer Baked Agency is based in the UK and is under contract;
* The IGPOTY website is hosted on UK data centres with Krystal Hosting (GDPR compliant),
* Additionally, Amazon Web Services (AWS) is used for photo hosting (GDPR compliant),
* We use MailerLite for e-mail list management, they are based in the EU and are GDPR ready,
* For our Virtual Exhibitions, IGPOTY uses the services of an externally hosted provider: Kunstmatrix Technologies GmbH, Berlin, Germany - who follow the GDPR. https://art.kunstmatrix.com/en/info/privacy-policy
* Royal Mail Group Plc (GDPR compliant) - to fulfill book orders and general necessary competition correspondence. For these purposes your name, address and e-mail address may be temporarily shared with them.
* Please note: for our exhibition partners and sponsors - if your (private) personal information is required for competition/exhibition/prize purposes to be passed on, then permission will be asked each time.
* The IGPOTY office is based in England, United Kingdom.
1.4 No uploaded images or data will be returned. Non-awarded images will not be used in any IGPOTY exhibitions nor printed material. However, any entry numbers, name of entries, captions, metadata or names of entrants may be published on the IGPOTY website to maintain entry records and to run the competitions. In addition, all entry thumbnails/information may be kept on entrant's private account history, unless GDPR notification is received to remove them/close account.
1.5 You can use any type of camera or mobile phone to create your images, providing that the minimum image requirements set out below in '6.2.1' are met. It is recommended that you use the highest image quality setting your camera can achieve.
1.6 For the annual opening dates, please check each category page (exact opening times vary on the dates published). The closing date for entries to the annual IGPOTY competition is the date: 31st October at 12 Midday/GMT in that year (this only applies to the main competition). Any competition entry dates may change prior to opening for entries and deadlines can be extended and will be communicated.
1.7 The closing dates for the ongoing Photo Projects competitions are shown on each respective category page, the closing time is still at 12 Midday/GMT. The closing dates for special awards are listed on each respective special award category page, the closing time is still at 12 Midday/GMT. Any competition entry dates may change prior to opening for entries and deadlines can be extended and will be communicated.
1.8 Entries that have won awards/prizes in any other photography competition (including IGPOTY competitions) may be disqualified at the discretion of the organisers (depending on level of exposure). Likewise, if your entries have been made available for sale on commercial stock libraries for long periods of time/have gained significant exposure then they too may be disqualified.
If in doubt photographers are asked to request a ruling from the organisers before submitting - by e-mail to: firstname.lastname@example.org. Disqualified entry fees will not be refunded. N.B. - the only valid e-mail address to send correspondence relating to the competition/s to is: email@example.com
1.9 The annual adult IGPOTY competition and the photo projects are open to anyone aged 18 or over, EXCLUDING the following; owners/shareholders/employees of Mirror Plate Media Ltd/Floramedia Group B.V. (and their partners and family), judges, consultants, employees of RBG Kew, any employees of sponsors or 1st party partners of the competition.
2. ENTRY FEES
2.1 Entry to the Garden Photographer of the Year Competition is subject to payment of entry fees, depending on which section of the Competition, and in which category, you wish to enter.
2.2 The sections of the Competition and the entry fees are as follows:
2.2.1 Young Garden Photographer of the Year (if it runs) (17 and under only) - single image only:
(a) Up to 4 images in any category: £5 per category.
(b) A further 4 images in any one category: £5 per category.
2.2.2 International Garden Photographer of the Year- main category or photo project single image (known as 'Single Entry'):
(a) Up to 4 images in any one main category or photo project: £16 per category.
(b) A further 4 images in any additional category: £16 per category.
You can enter as many images in as many categories as you like, but please note Photo Projects are stand-alone competitions. For more information see Help.
2.2.3 International Garden Photographer of the Year - Portfolio: must contain a set of 6 themed images.
(a) 1 portfolio in the Portfolios competition: £30
(b) Over 1 portfolio: £30 per extra portfolio
You can enter as many portfolios in the Portfolios competition as you like, but please note the Portfolios category is a stand-alone competition. For more information see Help.
2.3 Special Awards - please check the individual special award pages for prices and terms as they are stand-alone competitions. The currently open categories of the Competition are shown here: https://igpoty.com/enter-garden-photography-competition-now/
2.4 Payment of entry fees can be made by any means specified on the Site.
2.5 Payment must be made in British Pounds (GBP), or your local denominated currency via PayPal. Sales tax if applicable at the time of purchase will be accounted for afterwards. The exchange rate applied between British Pounds and other currencies will be that defined by the banking system/PayPal at the time of purchase. Mirror Plate Media Ltd does not exercise any control over these rates.
2.6 Refunds - see '12. Refund Policy'.
2.7 Entry Reviews (Feedback) are a paid service - see shop for current prices. Due to possible conflict with results, entry reviews (no matter when purchased) can only be delivered after the respective competition/category/photo project results have been announced to the public. So please expect a delay between purchase and delivery of all entry reviews - this is normal due to competition timings. The deadline for entry reviews to be delivered is: July 31st in the year following the competition closure.
2.8 50% of entry fees from 'Plants & Planet' category only (if it runs in a competition year) will be donated to WeForest after the competition has closed and after applicable tax and payment fees have been deducted.
3. WINNING ENTRIES
3.1 The entries to the Competition in each section mentioned above will be judged as follows:
3.1.1 The winner of the Young Garden Photographer of the Year Award (if it runs) will be the person 17 and under whose image or images are judged as the best submitted by entrants 17 and under across all the categories;
3.1.2 The 'Overall Winner' of the International Garden Photographer of the Year Award will be the entrant whose image is judged to be the best from all the 'Single Entry' main category 1st places. The Head Judge's decision is final.
3.1.3 The winner of the International Garden Photographer of the Year Portfolios 1st Place, will be the entrant whose portfolio is judged as the best portfolio submitted into the 'Portfolios' competition category.
3.1.4 The winner of Special Awards categories will be judged according to the criteria of those individual categories.
3.2 Please note that entrants for the Young Garden Photographer of the Year Award must be 17 or under on 31st October in the competition year. All Young Garden Photographer of the Year Award winners may be required to provide proof of age to the Competition organisers. Please ask your parent or guardian for consent before entering.
3.3 There will be one winner and two runners up in each category.
3.4 Awarded entries in the Photo projects categories will not be considered for a second time in the main competition judging, however non-awarded entries will be judged if entered via the purchase of new slots. Please note, only Single Entries are judged and are eligible for the photo project awards and prize money. However any Portfolios entered will be judged as part of the main IGPOTY Portfolios post October 31st and may qualify for that prize and associated RPS medals/certificates.
4. CRITERIA FOR ENTRY
4.1 The system allocates a unique number to each of your images for identification. If you wish to add title and captions to your entries, please follow instructions on the website for naming your files. For more information see Help
4.2 Image files (low-res) should be uploaded to the Site as jpeg format at 1920 pixels along the longest length and no bigger than 6MB in size. No responsibility can be taken by the organisers for images that are incorrectly submitted. High-res files (if required at later judging stages) will be requested from shortlisted photographers.
4.3 High-res image files have a maximum direct upload size of 10MB. For larger files - provide a link in the appropriate external link field (using a web-based file transfer platform provider to produce said link).
4.4 Post-capture processes by software such as Adobe Photoshop is allowed, except for the purpose of claiming an artificial subject to be natural. All shortlisted entrants will be required to declare the extent of any post-capture techniques used. Digital manipulation is allowed. We will ask shortlisted entrants for details of the manipulation used. You are not allowed to claim a subject to be unmanipulated if it has been.
4.5 For the avoidance of doubt - IGPOTY does not accept any images of taxidermied animals, or that have been photographed using live bait, no captured animals, nor use of animal models.
4.6 It is the entrants responsibility to ensure that images and text field contents are correctly submitted to the IGPOTY website.
4.7 Please check each category brief and specific rules before entering, in particular YGPOTY is only open to those aged 17 and under and any entries to this youth category are not eligible for any adult IGPOTY competition prizes.
4.8 Regarding AI (Artificial Intelligence) software and systems - IGPOTY expressly prohibits the use of such software and systems used solely to produce an image/photograph. However, general photo editing software or 'intelligent' plug-ins may be used to enhance an existing photograph you have produced via your own photographic equipment, providing that these manipulations have been declared.
4.9 If you enter a photograph, you agree any photographs (and entry information) uploaded may be retained on the IGPOTY website as a record of entries, to opt-out entrants would need to file a GDPR removal request. Removal does not apply to awarded entries. Notwithstanding, all non-winning entries will be removed within 2 full competition years.
5.1 A panel of judges will assess all images. The Head Judge's decision is final. Winners for the main competition will be announced in February of the next year after the competition has closed, however special award results will be revealed on their own schedules.
6. SHORTLISTED IMAGES
6.1 After judging, all shortlisted entrants will be contacted to verify:
6.1.1 quality of original image file; and
6.1.2 age (if entered into Young Garden Photographer of the Year).
6.2 Shortlisted entrants that do not meet the criteria set out below will be disqualified:
6.2.1 You must have taken the picture on a camera that will enable good quality prints to be made from them for the exhibition. This means that if your photograph is shortlisted, you will need to supply higher quality images:
Here is a guide:
* Absolute Minimum- JPEG, quality: high, at 300 ppi (pixels per inch) the image needs to be 3780 pixels (longest side) .
* Ideal- JPEG-12, Adobe RGB (1998) colour profile at 300 ppi (pixels per inch) the image needs to be at least 4961 pixels (longest side) and above would enable us to make larger prints if desired.)
Images scanned from transparencies or negatives are also welcome, please follow the above guidelines.
6.2.2 Please note; that the name we have on your IGPOTY account registration – under 'My user account' is the name that we will publish/credit you as (if you are awarded). IGPOTY profiles are separate and are not used for credit purposes. No responsibility can be taken by the organisers for images that are incorrectly submitted.
6.3 All photographers on the shortlist will be contacted by e-mail in due course after the competition/s close. They will then be told the specific deadline per category for submitting high-res and metadata in the competition year. Failure to produce a high-resolution file of the correct size within the designated time period may eliminate an entrant from the shortlist. However, every effort is made by the organisers to ensure the files can be sent in time.
6.4 If you enter a photograph, you agree any photographs (and entry information) uploaded may be retained on the IGPOTY website as a record of entries, to opt-out entrants would need to file a GDPR removal request. Removal does not apply to awarded entries.
7.1 Winners will be chosen from among those shortlisted entrants who have met the image quality criteria. All winners will be notified by e-mail. A prize presentation ceremony will be held on a date and venue to be announced - only higher placed winners/those with images actually exhibited at the launch venue will be invited.
7.2 The decision of the judges is final and no correspondence will be entered into. Should the entries in any category fall below the standard required by the Competition organisers and the judges, then the organisers reserve the right not to award prizes. In the event that the number of entries received into any category falls below a reasonable number then IGPOTY reserves the right to cancel said category and refund entrants.
Please ensure that you keep copies of submitted images. The organisers will take all reasonable steps to ensure the safe storage and back up of entries, but cannot be held responsible for exceptional circumstances including Acts of God.
9.1 Main Prizes. Please read the Prizes section within each category. Prizes and/or sponsors/partners may be added at any time during the Competition year. Partners and/or sponsors and their names associated with/to any categories/competitions may be subject to change at any time, any prizes withstanding.
9.2 There is no cash alternative and none of the prizes are transferable, except at the discretion of IGPOTY. Only one camera prize per person regardless of number of categories awarded in. Camera/phone prizes may be subject to change due to stock levels and exact model may change prior to despatch. The deadline for paying/sending prizes out is: July 31st in the year after the competition closes. For cash prizes, we will make all reasonable attempts to contact winners, the default payment method is via PayPal to the e-mail entered with, and will be made in British Pounds (GBP). Any bank/currency charges will be paid by the winners automatically from the prize amount. Overall winning prize of £4,000 will be paid in 2 instalments. Winners must reply to us by the above date or risk forfeiting prize.
For category non cash-prizes (e.g.- cameras, phones) which may require posting to winners - we will only post these prizes to UK winners and make alternative arrangements/prize for non-UK winners.
Best Single Image (Overall Winner) is chosen from one of the main category winners - maximum prize: £4,000. Entries from 'Portfolios', Special Awards and Photo Projects are not eligible and are excluded. No alternatives/extras or camera prize for the overall winner.
Best Overall Portfolio winner is chosen from one of the shortlisted Portfolios entered in the 'Portfolios' category only - maximum prize: £1,000. No alternatives/extras or camera prize for the overall portfolio winner.
1st Place Winner (Singles Only) in an IGPOTY Photo Project: £250
All 1st Place Winners in a main IGPOTY category (that appear in a physically printed IGPOTY book (from Collection 17 onwards) are entitled to receive 1x free copy of 1 annual IGPOTY book in that competition year in which their photo appears (only if a book is physically printed, excludes print-on-demand and eBooks). Postage (especially International, may be charged as an extra).
All other awarded places (that appear in a physically printed IGPOTY book (from Collection 17 onwards)) are entitled to receive a coupon code for a 20% discount off the RRP of 1 copy of 1 annual IGPOTY book in that competition year in which their photo appears (only if a book is physically printed, excludes print-on-demand and eBooks). All postage is charged as an extra.
The image chosen as the book cover each year will receive 1x free prize copy of the book (if a book is physically printed, excludes print-on-demand and eBooks).
9.3 The mounting of any International Garden Photographer of the Year exhibition is planned each year but is executed at the discretion of Mirror Plate Media Ltd. The mounting of any exhibition/running of workshops/talks/events is subject to prevailing circumstances at the time which may be affected by the weather or pandemic/COVID-19, therefore dates may change at short notice and the event may be cancelled, especially due to circumstances beyond our control.
9.4 The publication of a book associated with the International Garden Photographer of the Year is planned each year but is executed at the discretion of Mirror Plate Media Ltd. Obviously if the book is not printed then no book prizes/cash alternatives/discounts will issued. There is not space to include every single awarded photo from a competition year within each book, as a rule a selection of higher-placed awarded photos from main categories, 'Portfolios', and Photo Projects will be prioritised.
9.5 If you are 17 and under (YGPOTY entry), you should first seek relevant permission from parent/guardian and if you win any prizes they must be claimed by parent/guardian on your behalf. YGPOTY entrants cannot win the overall IGPOTY prize.
Adults only: a Portfolio must contain all 6 images.
Please use any IGPOTY main category for theming, however 'Portfolios' is a stand-alone category competition of its own, therefore you cannot win this and the overall IGPOTY prize using the same image/s. In fact, entrants cannot win more than 1 award using the same image/s in any IGPOTY category/competition/photo project/special award. Furthermore, simply changing the colour of an image into black and white/greyscale does not constitute a different image.
9.6 Images are exhibited at touring exhibitions at the discretion of the organisers, Mirror Plate Media Ltd. The organisers cannot guarantee an image will be exhibited. Winning images will be part of the total travelling exhibition content, which goes toward forming a final exhibition. Other factors such as space, time and exhibition method will determine content for each venue and is at the discretion of the organisers.
9.7 Special Award prizes are the responsibility of the venue/partner and will be organised according to each venue/partners timeline.
9.8 'My Offers' - any offers displayed in this section of 'My dashboard' are only available while stocks last and any discount codes may expire without notice because they may be controlled by external/third-party companies/providers.
10. COPYRIGHT AND PERMISSIONS
10.1 By submitting images to the Competition, you confirm and warrant that:
10.1.1 you are the sole author of each entry and that it is your original work;
10.1.2 you are the sole owner of the copyright in each image;
10.1.3 you have the permission of those persons or their pets pictured in the image (or, where the image shows any persons under 18, the consent of their parent/guardian) for the usage rights required by International Garden Photographer of the Year and will indemnify International Garden Photographer of the Year against any claims made by any third parties in respect of such infringement;
10.1.4 you have not licensed or disposed of any rights in the image that would conflict with uses to be made by International Garden Photographer of the Year;
10.1.5 you have received any necessary permissions from the owner(s) of property included in submitted images for the usage rights required by International Garden Photographer of the Year;
10.1.6 For the avoidance of doubt - all entrants retain the copyright of any of their images which are entered.
10.1.7 you will be responsible for any claim by any third party in respect of your entry.
10.1.8 You agree not to use, or permit the use of, any images taken of or from National Trust sites for any purpose other than entering this competition or your own personal use. You expressly agree not to use such images for commercial purposes such as sale or license to third parties.
11. USAGE AND LICENSING OF AWARDED PHOTOGRAPHS
11.1 If you enter a photograph, you agree any photographs (and entry information) uploaded may be retained on the IGPOTY website as a record of entries, to opt-out entrants would need to file a GDPR removal request. Removal does not apply to awarded entries.
11.2 If your image is shortlisted you will be requested to send your high-res image(s) to us.
For avoidance of doubt only awarded images will be promoted/publicised. Use of awarded photographs and photographer names and any associated data, text or metadata is permitted by International Garden Photographer of the Year, or any of its partners, sponsors or exhibition hosts only to promote the competition and to show exhibitions. (Note that a book, posters, cards, or a calendar are seen as legitimate ways of promoting the contest and defraying costs).
11.3.1 You grant International Garden Photographer of the Year and its supporting partners a non-exclusive, irrevocable, royalty-free licence to reproduce, enlarge, publish, bring within printable colour gamut, make ready for print/or any publication, and exhibit on any media, the photographs and their accompanying text (which we reserve the right to edit)/metadata for any purpose connected with the Competition. This may include, but is not limited to:
(a) inclusion on the Site and on the websites of sponsors and supporters;
(b) inclusion in associated books;
(c) display at any associated exhibitions;
(d) use in press releases to be distributed to national, regional & specialist press giving information about or promoting the Competition.
11.3.2 You also agree that the organisers can sub-license images to the media for reproduction in connection with the Competition and Exhibition only. International Garden Photographer of the Year will make every effort to ensure that name credits are given to any photograph published in any medium.
11.3.3 If there is a plan for images to be used on any merchandise which falls outside the scope of the above promotional uses then IGPOTY will ask photographer's permission first and will be subject to separate agreement(s) which will be discussed individually with photographers.
12. REFUND POLICY & TERMS OF SALE
12.1 You have the right to cancel within seven days of making a physical item or digital item purchase. Please allow 2 working days for processing.
However, overriding the aforementioned 7 days stated - you may not cancel entry slot purchases (digital purchases) within 48 hours or less of the named competition closing. Directly sold workshop/talk/event tickets are not suitable for refund less than 48 hours before the event takes place. IGPOTY reserves the right to cancel any workshop/talk/event due to a lack of a reasonable number of bookings, and if directly sold by IGPOTY, then you will be given a full refund by IGPOTY.
Any purchased entry slots expire on October 31st in the competition year and cannot be carried over to future competitions.
Please send a refund request to firstname.lastname@example.org, quoting your order number using the e-mail address you used to register, providing your full name and quoting the category and image title. If you have uploaded a portfolio - please also provide the portfolio title. In the case of workshops - please provide the name and date of the event.
12.2 For the sale of any physical items, delivery fees are extra and the price will be shown during the checkout stage in your shopping basket. For International customers only (non-UK): as you are the purchaser (importer) any orders of books, which may be subject to additional customs fees/duties/tax if applicable locally, which will be payable by you.
13.1 All awarded winners agree to take part in post-Competition publicity.
13.2 International Garden Photographer of the Year reserves the right to remove any entries from the Competition that it feels may breach or contravene laws of public decency or may bring the Competition or the Competition’s organisers into disrepute. Such entries will be deemed as void and any fees paid will not be refunded.
13.3 If winning entrants are under 18, they must first seek the permission of their parent/guardian before engaging in any publicity.
14. CHANGES TO THE RULES
We reserve the right to amend the Rules and if we do so, we will publish the amended version on the Site. It is the responsibility of all website users/entrants to check regularly to make sure you are aware of any updated information. If you do not agree to any changes to these Rules, then your only remedy is to withdraw from the Competition/ask for a refund (according to Section 12.1)/request removal of your account/profile. (Please note: removal does not apply to winning entries).
15. BREACH OF THE RULES
Any breach of these Rules by you will void your entry. If a breach has occurred, but is discovered after the award of a prize, we may require the return of that prize.
Etiquette - Mirror Plate Media Ltd expects a level of common politeness when IGPOTY staff interacts with entrants, this is also expected of entrants. We do not tolerate rudeness or abusive correspondence/behaviour to staff and we reserve the right to refuse entry to any IGPOTY competition or exhibition based upon our discretion. We also reserve the right to disqualify any entrant deemed to be persona non-grata by either ourselves or via export restriction advice published by the UK government.
16. FORCE MAJEURE
Sometimes external events occur in the world which are beyond the control of IGPOTY and sometimes extreme. These may include events such as war, terrorism, earthquakes, hurricanes, acts of government, travel restrictions, quarantines, trade embargoes, closure of venues/properties, plagues, pandemics or epidemics.
Any of these may affect our ability to deliver products/services as specified. In most cases a reasonable time delay will be imposed in line with government recommended advice.
17. GOVERNING LAW
These Rules and the relationship between you and us shall be governed by English law. Any dispute may be decided by the English courts in England. Only the English language version of these rules shall prevail and be enforceable.It is entrants responsibility to read all of these rules thoroughly before entering any competition (which have varying dates).
© IGPOTY (Mirror Plate Media Ltd) 2023.