Photographer Submission guidelines - Digital

Before you send in any materials, we would like you to fully understand our submissions guidelines and the Terms and Conditions for making submissions.

To make a submission, we would require a Registration form and signed copy of the Terms and Conditions before we accept any submissions for 2009 production year (for 2010 products). To make your submission, please print and sign the two documents (having read our Terms and Conditions) and post them to:

Judges Postcards Ltd, 176 Bexhill Road, St Leonards On Sea, East Sussex, TN38 8BN

Digital Submissions
1. CDs or DVD

If you are submitting digital images, then please supply images on a CD or DVD along with a hardcopy set of prints on A4 of all images submitted in thumbnail size. This greatly reduces the time it takes for this part of the process and allows us to view more images. Unfortunately our process does not allow us enough time to refer to individual photographer's websites.

If your images pass our initial screening, all images submitted will be logged onto our image database and the CD or DVD will be retained by us for a minimum of 3 years unless you ask for it to be returned. Any requests for CDs or DVDs to be returned will be dealt with quickly and discs will usually be returned within 10 working days. Image files should be named with a unique reference number at the start of the file name. We prefer to have files named with a unique reference, rather than a long file name identifying the subject. Subjects should be identified using captions and key words, please see below.

2. Image size and format

Please note that we prefer to receive high-resolution files, at a minimum of 300dpi, and we like to receive only one file per image - we do not need a duplicate lo-res version of each image provided. Digital-originated images from high-end pro-SLR digital cameras are acceptable - files must be at least 2750 pixels on the shortest dimension.

Digital images that are generated from scans of slides must be at least 3,500 pixels on the shortest dimension, but we prefer larger files if possible. We do not accept RAW images and we prefer to receive images as TIFF files but we will also accept JPEG files saved at the highest quality setting (JPEG 12). Please do not compress using LZW if supplying TIFFs and please save all files at 8 bits per channel. We have no preference on colour space settings, but prefer not to have colour profiles embedded.

3. Image enhancements

The photographer should submit images that he or she believes are the best available and we expect photographers to optimise files (i.e. clean, adjust levels, contrast etc.) and while we prefer to see images with little or no sharpening or colour enhancement we accept that at times some post capture enhancement is necessary to bring out the best in an image. Please remember, however, that digital enhancements can lead to artifacts that undermine image quality and may result in your images not being selected for our products.

4. Image manipulation

We must be informed of any significant changes to images that have been achieved through digital enhancement or manipulation. By significant change we are referring, for example, to the movement or placement of a subject within an image or a significant change in colour of a subject or component of an image. We are not referring to cleaning the image for dust marks or small changes in hue, saturation or sharpening.

5. Captions and key words

We will accept digital submissions if captions and/or key words are included within the digital file using the File Info option within Photoshop or the IPTC option in other software. We do not accept digital submissions without a separate (hard copy) list of captions, this can be included on the disc also as a Word or PDF file with captions/keywords listed with their corresponding unique reference number.

For photographs of UK landscapes or places the caption must include the county. For photographs of nature subjects it is important that the caption includes the full and correct title of the species and for all other photographs please ensure that the caption provides a full description of the photograph.

6. Age of image

It is important that our calendars show views of places that are up-to-date and accurate. City skylines and views change as buildings are demolished and new ones built but this can also be true of towns, villages and the countryside. We prefer that images are taken within the last twelve months before submission but if you submit older images it is your responsibility to ensure that they are still accurate representations of the place. It is impossible for us to know whether an image is an up-to-date and accurate representation of the place but please note that if we select an image that we subsequently find is out of date and no longer accurate then we will not pay for usage.

7. Disc labels

All discs should have the photographer's name, address and contact number written on the disc as well as any corresponding paperwork submitted at the same time.

8. Returns

Please include a stamped self-addressed envelope for the return of your CD or DVD if necessary. We will not return images until the cost of return postage is covered.

Printable copy of our Digital Submission guidelines
Terms and Conditions
Registration form for submissions

Photographer Submission guidelines - Transparency

Submissions of Transparencies
1. Prints, Negatives and Transparencies

Only transparencies are acceptable. Please do not send in prints or negatives. Please send only those images that you genuinely believe will be suitable for publication in/on one of our products.

2. Number of images

There is no minimum number of transparencies per submission but a maximum of 100 transparencies will be strictly adhered to. There will be a maximum of 2 submissions per contributing artist. Any submissions made after the maximum submission or transparency limit will be returned without being reviewed.

3. Captions

Please ensure that all transparencies are marked with the copyright holder's name. It is vitally important that this is done - if any of your slides are selected for one of our calendars, then those will be separated from the rest of your submission. In order to ensure accurate returns it is important that we can identify to whom the slides belong.

Please also ensure that each transparency carries a suitable caption which accurately describes the main subject of the photograph. For images of UK landscapes or places the caption must include the county. For images of nature subjects it is important that the caption includes the full and correct name of the species and for all other photographs please ensure that the caption provides a full description of the photograph. All captions must be on the slide mount rather than on a separate sheet of paper.

We prefer that all transparencies carry a reference number. In the case of specific views and with all transparencies submitted for the regional calendars, the county must be included in the caption. We prefer it that way rather than on a separate sheet.

4. Size, format and orientation

We are happy to receive transparencies of any size and format. It is vitally important that all images submitted are in sharp focus to allow us to enlarge images in the reproduction process. Your transparencies will not be selected if they are not sharp.

Transparencies will be viewed with the Description Caption label showing and reproduced with this orientation unless you advise us that the description caption is shown on the reverse of the transparency. It is very important that we print views of specific places the right way round - if printed in reverse our calendars will attract adverse publicity and we will lose sales. It is therefore very important and your responsibility to ensure that captions are placed on the appropriate face of the transparency so that when viewed on a light-box with the caption label showing, the photograph is the right way round. If you have placed captions on the reverse of the transparency you must inform us of this.

5. Age of image

It is important that our calendars show views of places that are up-to-date and accurate. City skylines and views change as buildings are demolished and new ones built - but this can also be true of towns, villages and the countryside. We prefer that images are taken within the last twelve months before submission but if you submit older images it is your responsibility to ensure that they are still an accurate representation of the place. It is impossible for us to know whether an image is an up-to-date and accurate representation of the place but please note that if we select an image that we subsequently find is out of date and no longer accurate then we will not pay for usage.

6. Packaging

If possible we prefer to receive transparencies in transparent sleeves. If you use such sleeves, please fill each sleeve to capacity - it is a lot easier for us to check the number of submitted transparencies if we can count complete sleeves. For the same reason, please do not put more than one image in a pocket.

Please include with your submission an indication of the total number of transparencies that you are sending.

7. Duration

Transparencies that have been selected for use will be kept by us for the duration of the production period. They will be returned upon completion of the product.

8. Returns

Please include a stamped self-addressed envelope for the return of your transparencies. We will not return images until the cost of return postage is covered. If you wish to have Recorded or Special Deliver please include this on the SAE.

Printable copy of our Transparency Submission guidelines
Terms and Conditions
Registration form for submissions