Terms and Conditions ("Rules")

These Terms and Conditions (“Rules”) govern participation in the Northern Music Photography Spotlight photography competition (“the Competition”). By submitting an entry, each participant (“Entrant”) agrees to be bound by these Rules.

This Competition is independently organised and operated by volunteers. It is not affiliated with any commercial entity, and no purchase is necessary to enter or win.

 

1. Eligibility

1.1 The Competition is open to photographers of all experience levels who are residents of the United Kingdom.
1.2 Entrants under the age of 18 may only enter the Rising Talent Award category and must obtain permission from a parent or legal guardian prior to entering.
1.3 If shortlisted, under-18 Entrants must be accompanied by a responsible adult at any exhibition or related event.
1.4 The organisers reserve the right to verify the eligibility of any Entrant.
1.5 The Competition is open to all individuals regardless of race, ethnicity, gender identity, sexual orientation, disability, socioeconomic background, or any other protected characteristic. We actively encourage submissions from underrepresented and marginalised communities, and are committed to making the Competition welcoming and accessible to all.

 

2. Entry Period

2.1 The official entry period will be announced on our website and social media channels.
2.2 Once announced, entries must be submitted within the stated timeframe.
2.3 Late entries will not be accepted after the deadline.
2.4 We recommend regularly checking our website or following us on Instagram to stay updated.

 

3. Categories and Entry Rules

3.1 The Competition includes the following seven categories:

  • Artist/Band Portrait

  • Best Live Music Photo

  • Defining Moment

  • Festival Shot of the Year

  • Grassroots Venue Moment

  • Rising Talent Award (Under 18s Only)

  • Top Crowd Shot

3.2 Entrants may submit to as few or as many categories as they wish.
3.3 Each category entry must include exactly three images — no more, no less. Entries with fewer than three images will not be considered.

  • All three images will be reviewed during the shortlisting process. From the shortlisted nominees, one image per nominee will be selected by the organisers to represent that entry in the final judging panel.

  • Exception: For the Defining Moment category, all three images from each shortlisted nominee will be forwarded to the judging panel for consideration.

3.4 Images may be submitted to more than one category if relevant to the theme. However, each category must still include three distinct images to be considered.

 

4. Photo Eligibility

4.1 All images must be taken between 01 January 2025 and 31 December 2025, except for the Rising Talent Award, which accepts images taken at any time up to 31 December 2025.
4.2 Images must clearly relate to the category entered. Unrelated submissions will be disqualified.
4.3 All photos must be taken at music events or venues located in Northern England, defined as:

  • North East

  • North West

  • Yorkshire & the Humber

 

5. Image Requirements

5.1 All images must be taken by the Entrant alone. Collaborative or third-party work is not permitted.
5.2 By submitting, Entrants confirm that photography was permitted at the event or venue and that reasonable steps were taken to respect the privacy and rights of individuals captured.
5.3 Crowd and performance shots taken in public or ticketed venues are accepted under standard venue photography policies.
5.4 Editing is permitted using any software, including colour grading, tone adjustments, cropping, and noise reduction.
5.5 AI tools must not be used to generate or insert elements that were not present in the original scene.
5.6 Accepted formats: JPEG, PNG or TIFF
5.7 File size: Between 1MB and 15MB
5.8 Image filenames must follow this format: PhotographerName_VenueOrFestival_ArtistName_Date (e.g. JohnSmith_TheApollo_Squid_14-07-2025 or JohnSmith_LeedsFestival_Squid_14-07-2025)

  • You may use the name of a festival instead of a venue if the image was taken at a festival event.

5.9 If shortlisted or selected as a winner, Entrants must provide a high-resolution image file for printing purposes:

  • Accepted formats: TIFF or JPEG

  • Minimum file size: 10MB

  • Maximum file size: 500MB

  • The high-resolution image must match the original submission in cropping and colour.

 

6. Submission Information

Each image must be accompanied by the following details:

  • Full Name

  • Age

  • Date image was taken (DD/MM/YYYY)

  • Location (Venue + City/Town/Village)

  • Email Address

  • Subject or Artist Name

  • Social Media Handle (optional, for tagging)

  • Camera Used

  • Rising Talent Award entrants will be required to provide a parent/guardian’s email to enter.

 

7. Shortlisting and Judging

7.1 After the entry period closes, submissions will be reviewed by the organising team to create a shortlist for each category.
7.2 Shortlisted Entrants will be contacted via the email provided during submission.
7.3 Shortlisted and winning Entrants must provide a high-resolution version of the image selected for judging and exhibition.
7.4 Once shortlisting is complete, the final judging panel will select one winner per category.
7.5 The judging panel will consist of photographers, creatives, and music community members. Their names will be publicly listed on the Competition website and promotional materials after the Competition closes and winners are announced.
7.6 Judging will focus on the following qualities:

  • Emotional impact and storytelling

  • Connection to the Northern music scene

  • Originality and creative perspective

  • Technical execution and clarity

  • Relevance to the chosen category

7.7 Judging decisions are final. Due to the volume of entries, we’re unable to provide individual feedback or enter into correspondence regarding results.
7.8 Sponsorship does not influence judging outcomes. If a sponsoring venue, artist, or organisation happens to appear in a shortlisted or winning image, this reflects the strength and relevance of the work — not any form of preferential treatment. Sponsorship is a gesture of support for the competition and does not impact the judging process in any way.
7.9 All entries are judged anonymously. The shortlisting team and judging panel will not have access to the names of photographers, venues, or artists featured in submitted images during selection. Judging is based solely on the image content and its alignment with the category criteria.
7.10 The judging panel will include a designated Head Judge, who oversees the final selection process and ensures consistency across categories. Judges are selected for their experience, integrity, and connection to the music and creative community.

 

8. Winners and Exhibition

8.1 Winning images will be publicly announced and credited wherever featured — including exhibitions, online galleries, and printed materials.
8.2 Winners may be asked to provide a short written statement about their image or experience, which may be included alongside their work.
8.3 The organisers are committed to celebrating photographers from all backgrounds, including those from rural and grassroots scenes. Selected images will be presented in a way that honours their authenticity and context.
8.4 Entrants will only be contacted via the official email address: northernmusicphotography@gmail.com. Any messages received from other addresses or accounts should be treated as unauthorised and potentially fraudulent.
8.5 All shortlisted and winning Entrants must sign a usage agreement confirming permission for their image(s) to be exhibited and promoted.
8.6 Entrants under the age of 18 must have a parent or legal guardian sign a consent form before their image(s) can be publicly displayed or promoted.
8.7 Shortlisted and winning Entrants invited to attend the exhibition or related events are responsible for arranging and covering their own travel and accommodation. The organisers are unable to provide financial assistance or reimburse expenses unless explicitly stated otherwise.

9. Prizes

9.1 Each category will be supported by a sponsor from the Northern community — including venues, record shops, and other organisations.
9.2 Prizes will vary by category and may include vouchers, merchandise, exhibition features, or other sponsor-provided items.
9.3 Where prizes are fulfilled by third-party sponsors, the organisers are not responsible for prize delivery, quality, or terms of use. Entrants may be required to accept additional terms from the sponsor.
9.4 Full prize details will be announced closer to the judging period and are subject to change.
This section will be updated with confirmed sponsor prizes.

10. Copyright and Usage

10.1 Entrants retain full copyright of their submitted images.
10.2 By entering, Entrants grant the organisers a non-exclusive, royalty-free license to use submitted images for:

  • Exhibition display

  • Social media and website promotion

  • Printed materials related to the Competition

10.3 All images will be credited appropriately wherever used.
10.4 Images may be archived and used for future promotional purposes related to the Competition.

11. Data Protection

11.1 Personal data collected during the entry process will be used solely for the administration of the Competition.
11.2 Data will not be shared with third parties, except where required for prize fulfilment or exhibition coordination.
11.3 Entrants may request deletion of their data at any time by contacting northernmusicphotography@gmail.com.
11.4 By entering, Entrants consent to the use of their name and image for promotional purposes related to the Competition, including exhibition materials, social media, and press coverage.
11.5 Signed consent forms will be securely stored and used only for Competition-related purposes.

For more details, see our Privacy Policy available on the website.

12. Disqualification

12.1 Entries may be disqualified for the following reasons:

  • Breach of these Rules

  • Submission of AI-generated or offensive content

  • Failure to provide required metadata or high-resolution files

  • Incomplete or corrupted submissions

12.2 The organisers reserve the right to disqualify any entry at their discretion.

13. Liability

13.1 The organisers accept no responsibility for technical issues, lost or corrupted submissions, or any failure in transmission, hardware, or software that may affect entry to the Competition.
13.2 Participation in the Competition is at the Entrant’s own risk.
13.3 The organisers shall not be liable for any loss, damage, personal injury, or death arising from participation in the Competition or use of any prize, except where caused by negligence.
13.4 Entrants agree to indemnify the organisers against any claims, damages, or expenses arising from breach of these Rules, including infringement of third-party rights or failure to obtain necessary permissions.
13.5 The organisers shall not be held responsible for delays or cancellations caused by circumstances beyond their reasonable control.