THE CALENDAR COMPANY
PHOTOGRAPHY SUBMISSION G UIDELINES
FOR YEAR 2015 CALENDARS
April 5, 2013
BrownTrout Publishers, Inc. (“BrownTrout”) is pleased to present the following Photography Submission
Guidelines for 2015 calendars and for other products published during the same time frame as the 2015
calendars (hereinafter, “Guidelines”). Thank you in advance for your interest in submitting to BrownTrout
and for your compliance with the Guidelines.
AGREEMENT TO TERMS AND CONDITIONS: PLEASE READ THESE GUIDELINES
THOROUGHLY. BY SUBMITTING IMAGES TO BROWNTROUT YOU AGREE TO THE
FOLLOWING TERMS AND CONDITIONS SET FORTH IN THESE GUIDELINES, AND TO
THE PHOTOGRAPHY RATES CONTAINED HEREIN. IF YOU DO NOT AGREE TO THE
TERMS AND CONDITIONS AND TO THE STATED RATES, PLEASE DO NOT SUBMIT
IMAGES. THESE TERMS AND CONDITIONS SUPERSEDE ANY TERMS AND CONDITONS
ACCOMPANYING YOUR SUBMISSION OF IMAGES, AND ALSO ANY PREVIOUS
AGREEMENTS, CONTRACTS, OR UNDERSTANDINGS YOU MAY HAVE HAD WITH
BROWNTROUT FOR PRIOR YEARS.
Please note that references to “we”, “us” and “our” include BrownTrout together with BrownTrout’s imprints
(for example, Plato, Faces, Chess Press, Adventure and others as we determine) and related product lines.
References to “you” and “your” include photographers and others who submit images for review and use by
BrownTrout. References to “images”, “photographs”, and “photos” include photographs, prints, film, slides,
transparencies, digital data and accompanying text (such as a caption and other meta-data).
Digital File Submission: All images must be submitted in digital format. Please refer to our 2015 Digital
Photography Requirements, accompanying this document. BrownTrout reserves the right to destroy all digital
files upon distribution of the year 2015 calendars and Other Products. CDs, DVDs and Flash drives will be
destroyed. USB hard drives will be returned. (Physical slides will not be accepted except in specific cases
authorized in advance and in writing. Return freight charges will apply.)
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Please review the 2015 Digital Photography Requirements thoroughly. If upon initial inspection your
submission does not adhere to the requirements, we will not process your submission, nor notify you of our
decision not to use your submission for our 2015 calendars.
Please include a delivery memo including your current address, telephone number, and e-mail address and be
sure to retain a copy of your submission.
Submit images clearly organized by title in individual folders. Do not be concerned if an image applies to
more than one title. Please note that we will consider Other Product submissions from calendar submissions
in accordance with these Guidelines.
Keep a record of the number you have assigned each image in order to identify confirmation of use.
BROWNTROUT PUBLISHERS, INC.
201 Continental Blvd, Suite 200 | El Segundo, CA 90245 | 800-777-7812 | Fax: 650-340-9213 | www.BrownTrout.com
Page 1 of 5 | April 5, 2013
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Please make sure all of your copyright, photo credit and caption information is within the metadata of the
related image. We do not accept that information over the phone or email, unless we initiate the request. If
there is no metadata with your image, we will not select that image for publishing.
For regional titles, separate your submission by region. For example, do not separate your submission for
lighthouses in general, but instead separate your submission for New England lighthouses or Pacific Coast
lighthouses, as applicable.
Include accurate photo caption information in the metadata, including dog and cat breed information. If you
are uncertain about the accuracy of your data and the identifying caption, please do not submit the images to
us for review.
When a photograph includes people, a signed model release must be obtained by the photographer, and
so noted in the metadata. When a photograph features art (including all sculpture), a written consent must be
obtained from the artist or copyright holder and so noted in the metadata. If to your knowledge artwork is in
the public domain (i.e., created before 1910) then please note in the metadata. BrownTrout reserves the right
to require you to present the release or consent. Therefore, please retain all releases and consents in your files.
Delivery of Images: You may submit your images either by Federal Express, other carriers, by Registered U.S.
Mail or FTP. (Please see our "Frequently Asked Questions" and "2015 Digital Photography Submission
Requirements.")
Please use the following address for Registered U.S. Mail, Federal Express or other carriers:
BrownTrout Publishers, Inc.
Attn: Submissions Editor
201 Continental Blvd., Suite 200
El Segundo, CA 90245 USA
Phone: 800-777-7812
Submission Deadline: May 1, 2013
Procedure upon BrownTrout’s Receipt of Images: When your submission is received, we will record the date
of receipt and tracking numbers. We will notify you, via email, of any discrepancies If you are concerned about
the receipt of your submission, please feel free to contact us by email at Editors@BrownTrout.com.
Grant of Rights: With respect to the images submitted by you and chosen by BrownTrout, you grant to
BrownTrout the worldwide right and license to use the chosen images on a non-exclusive basis in connection
with the manufacture, publication, distribution, promotion, advertisement and sale of year 2015 calendars and
Other Products by BrownTrout may include Standard Wall, Deluxe Wall, Mini Wall, Engagement
Calendars/Planners, Slimline, Short Slimline, Slimline Diary, Pocket Planners, Bookmarks, Personal Planners, Folder
Portfolios/Planners, List Pads, Academic Notebooks, Desk Pads, Boxed and Locker Calendars, as well as
Composition Books/Planners, Spiral Notebooks/Planners, Stationary Items and any other calendar formats to be
determined. Other Products by BrownTrout may include magnets, address books, mouse pads, phone cases, note
pads, desk blotters, perpetual calendars, note cards, gift cards, invitations, mom's/wedding/engagement
organizers/planners, custom calendars, digital calendars, phone and tablet apps and any other products to be
determined, exclusive of books (hereinafter referred to as “Other Products or Other Product”) in any media or
format for the duration of our publication, distribution, promotion, advertisement and sale of year 2015 calendars
and of the Other Products. This right and license includes market editions of a BrownTrout imprint that use
the same images, yet may have a slightly different title and different cover image. Other market editions
include language editions; “resized” mass-market editions and digital app editions. This right and license also
includes the right to make such editorial changes to the images, as BrownTrout deems appropriate in the exercise
of its sole discretion.
Subject to BrownTrout’s right to cancel (see below), BrownTrout will confirm its selection of the images you
have submitted and the price that BrownTrout shall pay for use of the chosen images as set forth in these
Guidelines on a Confirmation of Use document (hereinafter, “Confirmation of Use”), the form of which is
Page 2 of 5 | April 5, 2013
attached hereto and incorporated herein.
After accepting the rates offered by BrownTrout for use of the image(s) contained in these Guidelines,
and specified on the Confirmation of Use document, you are required to sign and fax or send back to
BrownTrout all pages of the Confirmation of Use document. BrownTrout cannot use your images
without your confirmation. If there has been a change of circumstances upon receipt of BrownTrout’s
Confirmation of Use document, and/or the rights to the chosen image(s) that you have granted permission for
are no longer available to BrownTrout, it is your responsibility and burden to notify us immediately in writing so
that we can replace the images at issue prior to printing. If we do not receive such a notice in writing prior to
printing, BrownTrout shall hold you responsible for the rights you have granted to us in connection with the
chosen images and for the warranties and indemnifications you have made in connection with the chosen images
as set forth in these Guidelines.
Copyright: As an express condition of receiving the right and license to use your submitted and chosen images,
we shall place a copyright notice in the photographer’s name based on our records or as it appears in the image
metadata on all copies of the year 2015 calendar or Other Product in which the images are published.
Warranties: In connection with the images submitted by you and chosen by BrownTrout, you represent and
warrant to us as follows: (a) that you own the images submitted or that you have the right to license the use of
the images submitted; (b) that you have the full right, authority and power to agree to the terms set forth in the
Guidelines and to perform all required obligations under the Guidelines; (c) that you have obtained written
permission from every person depicted in the subject matter of the photographs and in the case of art (including
sculptures), you have obtained written permission from the owner of the copyright of the artwork; and (d) that
the rights granted to us to use the images submitted do not infringe or violate any rights of any third party,
including, without limitation, any right of privacy, publicity, copyright, trademark, or any other proprietary right.
These warranties shall survive the termination of these Guidelines.
Indemnifications: In connection with the images submitted by you and chosen by BrownTrout, you agree to
indemnify and forever hold harmless BrownTrout, its affiliates, directors, officers, employees, attorneys, agents,
and assigns from
any and all claims, costs, liabilities, judgments, damages and expenses, including, without limitation, reasonable
attorney’s fees and costs, arising out of a claimed breach of any warranty or representation provided in these
Guidelines. These indemnifications shall survive the termination of these Guidelines.
Approval: By submitting images to BrownTrout, you waive any and all right to approve how we may use your
images with respect to the manufacture, publication, distribution, promotion, advertisement and sale of the year
2015 calendars or in the Other Products.
Confirmation of Use: Upon receipt of a proper photo submission, BrownTrout shall proceed by choosing
images for use in the year 2015 calendar line or for use in the Other Products. BrownTrout shall send you by
email confirmation of your images chosen for use and confirmation of the price to be paid for use of your images
in accordance with the Guidelines by way of a Confirmation of Use. In order for BrownTrout to use, print,
and publish the images note on the Confirmation of Use, BrownTrout requires that you sign the
Confirmation of Use and either fax, email or mail the entire Confirmation of Use back to us.
Cancellation of Use: BrownTrout reserves the right in the exercise of its sole discretion not to select or use the
images you have submitted. Further, BrownTrout reserves the right to cancel the use of images listed in a
Confirmation of Use sent to you. If a Confirmation of Use has already been sent to you and BrownTrout decides
not to use your images, then BrownTrout shall send you a Cancellation of Use document (hereinafter,
“Cancellation of Use”), the form of which is attached hereto and incorporated herein. If BrownTrout decides not
to use your images, you shall be entitled to no payments with respect to those images. A Cancellation of Use
document certifies that BrownTrout will not use your image in the production of any 2015 calendar products.
Invoicing and Payment: A completed Confirmation of Use will be sent to you in the event we choose your
images and the Confirmation of Use shall confirm the price to be paid by BrownTrout in accordance with these
Guidelines for use of your images in the year 2015 calendar line and in Other Products. Photo fees shall become
payable by BrownTrout after receipt of your invoice and upon publication of the calendar or Other Product
Page 3 of 5 | April 5, 2013
containing your images, but no earlier than March 1, 2014, and no later than December 31, 2014. The prices
indicated on the Confirmation of Use include any and all sales, use and/or other taxes applicable to sale of images
by you to BrownTrout for calendar use. You are responsible for paying to the proper taxing authority of
your state or country all sales, use and/or other taxes applicable to the images you have licensed to us.
BrownTrout will pay against invoices as long as the invoice includes the Federal Tax ID number. If not,
then BrownTrout will issue a 1099 to the individual photographer covering the use of your images for
the period.
2015 Use of Photography Rates: Year 2015 calendars and Other Products by BrownTrout may include Standard
Wall, Deluxe Wall, Mini Wall, Engagement Calendars/Planners, Slimline, Short Slimline, Slimline Diary, Pocket
Planner, Bookmarks, Personal Planners, Folder Portfolios/Planners, List Pads, Academic Notebooks, Desk Pads,
Boxed and Locker Calendars, as well as Composition Books/Planners, Spiral Notebooks/Planners, Stationary Items
and any other calendar formats to be determined. Other Products by BrownTrout may include magnets, address
books, mouse pads, phone cases, note pads, desk blotters, posters, perpetual calendars, note cards, gift cards,
invitations, mom's/wedding/engagement organizers/planners, custom calendars, digital calendars, phone and tablet
apps and any other products to be determined, exclusive of books (hereinafter referred to as “Other Products or
Other Product”).
The following rates apply and include any and all sales, use and/or other tax applicable to your sale of images for
calendars. You are responsible for paying to the proper taxing authority of your state or country all sales, use
and/or other tax applicable to the images you have sold to us.
Wall Calendars (Standard Square and Deluxe) – BrownTrout will pay the photographer $150 per featured
image.
Short-Run W a l l C a l e n d a r s (Standard Square) – BrownTrout will pay the photographer $100 per
featured image. “Short-Run” titles have smaller printed quantities.
Wall Grids (Standard Suare, Deluxe, short-run) – BrownTrout will pay to the photographer $25 per
featured grid image.
Plato, and other imprint Wall Calendars (Standard Square) – BrownTrout will pay the photographer $100
per featured image.
Mini Wall Calendars – BrownTrout will pay to the photographer $60 per featured image.
Short-Run Mini Wall Calendars – BrownTrout will pay to the photographer $50 per featured.
Personal Planner, Pocket Planner and Engagement Calendars Covers – BrownTrout will pay the
photographer $50 per cover image.
Personal Planner, Pocket Planner and Engagement Calendar Interior – BrownTrout will pay to the
photographer $25 per interior image
Slim Diary – BrownTrout will pay to the photographer $25 per featured image.
Slimline, Desk Pad & List Pad – BrownTrout will pay to the photographer $50 per featured image.
Boxed Calendars, 365 Days Wall Calendars – These special formats are negotiated individually, initiated by
BrownTrout.
Back-to-School Products – BrownTrout will pay to the photographer $50 per featured image on Locker
Calendars, Academic Calendars, Desk Pads, small Spiral Notebooks; and $75 per featured image on Notebook
Academic Planners, Composition Books and large Spiral Notebooks.
All other uses in year 2014 calendars – Except as set forth in these Guidelines, the price for all other uses of
Page 4 of 5 | April 5, 2013
images, including, without limitation, reused images, shall be negotiated.
Covers: Featured images chosen for covers of calendars and most other products, will receive a special photography
credit within the interior of the calendar or on the back cover. There is no additional fee paid for images selected for
covers, unless stated above.
Return of Images: BrownTrout reserves the right to destroy all images submitted on digital media upon
distribution of the year 2015 calendars and Other Products. CDs, DVDs and Flash drives will be destroyed. USB
hard drives will be returned.
Paragraph Headings: The headings of the paragraphs herein are for convenience only and in no way limit or
affect the provisions hereof.
Governing Law: The terms and conditions of the Guidelines herein, the interpretation thereof and the rights
and obligations hereunder, shall be governed and determined by the laws of the State of California in the United
States of America. Photographer agrees and consents to venue and jurisdiction within any court (state or federal)
located in the County of Los Angeles, State of California, agreeing that any such court would have exclusive
jurisdiction over any dispute, case or controversy arising under or in connection with these Guidelines, and that
any such California court shall be a proper forum in which to adjudicate such dispute, case or controversy.
Entire Agreement: The terms of the Guidelines set forth herein control the relationship between BrownTrout
and you and may not be amended or waived unless in writing signed by both BrownTrout and you. The terms of
the Guidelines set forth herein supersede any and all prior and contemporaneous agreements and understandings
AND any prior photo submission guidelines received by photographer.
Thank you for your fine submissions to our line of products. Your work has helped BrownTrout distinguish itself in a very competitive
marketplace and we are grateful for your participation. We will continue our award-winning efforts in 2015, designing and product
high quality calendars and Other Products.
Page 5 of 5 | April 5, 2013
THE CALENDAR COMPANY
CONFIRMATION OF USE
IMAGES FOR YEAR 2015 CALENDARS AND OTHER PRODUCTS
BrownTrout Publishers, Inc. and its imprints (collectively hereinafter, “BrownTrout”), confirm that it has chosen the
images submitted by you that are listed below for use in BrownTrout’s year 2015 calendar line and/or in BrownTrout’s
Other Product line (defined below). The submission of your images and the use by BrownTrout of the images listed below
are governed by BrownTrout’s Photography Submission Guidelines dated April 5, 2013 (hereinafter, “Guidelines”) and the
following abbreviated version of the pertinent parts of the Guidelines:
Products:
Year 2015 calendars and Other Products by BrownTrout may include Standard Wall, Deluxe
Wall, Mini Wall, Engagement Calendars/Planners, Slimline, Short Slimline, Slimline Diary, Pocket
Planners, Bookmarks, Personal Planners, Folder Portfolios/Planners, List Pads, Academic
Notebooks, Desk Pads, Boxed and Locker Calendars, as well as Composition Books/Planners,
Spiral Notebooks/Planners, Stationary Items and any other calendar formats to be determined.
Other Products by BrownTrout may include magnets, address books, mouse pads, phone cases,
note pads, desk blotters, perpetual calendars, note cards, gift cards, invitations,
mom's/wedding/engagement organizers/planners, custom calendars, digital calendars, phone and
tablet apps and any other products to be determined, exclusive of books (hereinafter referred to
as “Other Products or Other Product”).
Rights:
Regarding the following identified images submitted by you and chosen by BrownTrout,
you grant to BrownTrout the worldwide right and license to use the images listed below
on a non-exclusive basis in connection with the manufacture, publication, distribution,
promotion, advertisement and sale of year 2015 calendars and of Other Products for the
duration of BrownTrout’s publication, distribution, promotion, advertisement and sale of
year 2015 calendars and Other Products. This right and license includes market
editions of a BrownTrout imprint that use the same images, yet may have a slightly
different title and different cover image. Other market editions include language
editions; “resized” mass-market editions and digital app editions. This right and
license also includes the right to make such editorial changes to the images, as
BrownTrout deems appropriate in the exercise of its sole discretion.
Copyright:
As an express condition of receiving the right and license to use the submitted and chosen images
listed below, BrownTrout shall place a copyright notice in the photographer’s name as it appears
in the image meta-data on all copies of the year 2015 calendar or Other Product in which the
below listed images are published.
Warranties:
In connection with the images submitted by you and chosen by BrownTrout as listed below, you
represent and warrant to BrownTrout as follows: (a) that you own the images submitted or that
you have the right to license the use of the images submitted; (b) that you have the full right,
authority and power to agree to the terms set forth in BrownTrout’s Guidelines and to perform
all required obligations under the Guidelines; (c) that you have obtained written permission from
BROWNTROUT PUBLISHERS, INC.
201 Continental Blvd, Suite 200 | El Segundo, CA 90245 | 800-777-7812 | Fax: 650-340-9213 | www.BrownTrout.com
every person depicted in the subject matter of the photographs and in the case of art (including
sculptures), you have obtained written permission from the owner of the copyright of the
artwork; (d) that the rights granted to BrownTrout to use the images submitted do not infringe
or violate any rights of any third party, including, without limitation, any right of privacy,
publicity, copyright, trademark, or any other proprietary right; and (e) that you have received the
Guidelines. These warranties shall survive the termination of the Guidelines.
Indemnifications:
In connection with the images submitted by you and chosen by BrownTrout as listed below, you
agree to indemnify and forever hold harmless BrownTrout, its affiliates, directors, officers,
employees, attorneys, agents, and assigns from any and all claims, costs, liabilities, judgments,
damages and expenses, including, without limitation, reasonable attorney’s fees and costs, arising
out of any claimed breach of any warranty or representation as provided in BrownTrout’s
Guidelines and as provided herein. These indemnifications shall survive the termination of the
Guidelines.
Payment:
Subject to BrownTrout’s right to cancel, photo fees for images submitted by you and chosen by
BrownTrout as enumerated below will be payable by BrownTrout in accordance with the
Guidelines beginning March 2014.
IF THERE HAS BEEN A CHANGE OF CIRCUMSTANCES AND/OR THE RIGHTS TO THE IMAGES LISTED
BELOW THAT YOU HAVE GRANTED TO BROWNTROUT ARE NO LONGER AVAILABLE, THEN IT IS YOUR
RESPONSIBILITY AND BURDEN TO SO NOTIFY US IMMEDIATELY IN WRITING SO THAT WE CAN
REPLACE THE IMAGES PRIOR TO PRINTING. IF BROWNTROUT DOES NOT RECEIVE SUCH A NOTICE IN
WRITING PRIOR TO PRINTING, THEN BROWNTROUT SHALL HOLD YOU RESPONSIBLE FOR THE RIGHTS
YOU HAVE GRANTED TO US IN CONNECTION WITH THE IMAGES BELOW LISTED AND FOR THE
WARRANTIES AND INDEMNIFICATIONS YOU HAVE MADE IN CONNECTION WITH THE IMAGES LISTED
BELOW AS SET FORTH HEREIN AND IN THE GUIDELINES.
PLEASE SIGN, DATE, PROVIDE YOUR SOCIAL SECURITY NUMBER OR FEDERAL TAX I.D. NUMBER (FOR
PAYMENT), AND RETURN TO THE ADDRESS OR FAX NUMBER SET FORTH BELOW CONFIRMING YOUR
AGREEMENT TO THE TERMS SET FORTH HEREIN AND IN THE GUIDELINES.
__________________________________
Signature
______________
Date
____________________
Social Security Number or
Federal Tax I.D. Number
Print Name: ________________________
LISTING OF IMAGES SUBMITTED BY YOU AND CHOSEN BY BROWNTROUT WITH PRICES:
(ALL PRICES INCLUDE APPLICABLE SALES, USE AND/OR OTHER TAX AND YOU ARE RESPONSIBLE FOR PAYING
TO THE PROPER TAXING AUTHORITY OF YOUR STATE OR COUNTRY ALL SALES, USE AND/OR OTHER TAX
APPLICABLE TO THE IMAGES YOU HAVE SOLD TO BROWNTROUT.)
BROWNTROUT PUBLISHERS, INC.
201 Continental Blvd, Suite 200 | El Segundo, CA 90245 | 800-777-7812 | Fax: 650-340-9213 | www.BrownTrout.com
TH E C A LEN D A R C O M P A N Y
CANCELLATION OF USE
IMAGES FOR YEAR 2015 CALENDARS AND OTHER PRODUCTS
You are hereby advised that BrownTrout Publishers, Inc. and its imprints (collectively hereinafter, “BrownTrout) have decided
not to use in the year 2015 calendar line or in Other Products the below listed images submitted by you. You were previously
sent a Confirmation of Use confirming that some or all of the images listed below would be used and paid for by BrownTrout
at the prices indicated. In accordance with the cancellation and other terms set forth in BrownTrout’s Photo Submission
Guidelines dated April 5, 2013, BrownTrout shall not be responsible for paying for the cancelled images listed below. To the
extent that the cancelled images listed below do not comprise all of the images listed in the Confirmation of Use previously
sent to you, BrownTrout shall be responsible for paying for the images actually used at the per image pricing set forth in the
Confirmation of Use. Thank you for understanding.
LISTING OF IMAGES CANCELLED BY BROWNTROUT:
BROWNTROUT PUBLISHERS, INC.
201 Continental Blvd, Suite 200 | El Segundo, CA 90245 | 800-777-7812 | Fax: 650-340-9213 | www.BrownTrout.com
2015
DIGITAL
PHOTOGRAPHY
Requirements
BrownTrout Publishers, Inc. is pleased to present the following 2015 Digital
Photography Requirements. Thank you in advance for your interest in submitting to
BrownTrout and for your compliance with these requirements.
Requirements effective March 15, 2013
Help Us Help You
To get maximum exposure in our calendars and other products, please pay close attention to our
detailed submission instructions. Since we receive thousands of digital images, having the correct
size, file name, category, metadata and other critical details will be to your advantage. Even though
we organize images by category, we also retrieve images through keyword search. So the more
time you spend preparing your digital files for submission, the better chances your submission has
of being seen by our Photo Editors. In the end, the best photography that has been provided to our
specifications has the best chance of getting published! Please know that if the requirements noted
in this document are not met, your submission will not be processed or accepted.
Please see our new “Frequently Asked Questions” for additional information.
The Basics
IMAGES MUST BE:
300dpi, RGB, .jpg and MUST include metadata embedded in the image.
12” short
dimension
Image size must be at least
12”x12” or larger (or 3600 pixels
on the shortest side, minimum)
SAVE FILES AS:
.jpg, and saved at the highest-quality setting (12) as RGB files.
Do not send any other format including .tiff, .png, .psd, .gif, .eps, etc.
NEW IMAGES ONLY!
We will accept new material only. Do not send images that you have previously submitted in prior
years. Unless you have directed us otherwise, we move forward and make all images available to
our Photo Editors for the next year.
File Naming
We require a very specific file naming convention. Each image must be numbered (however you like),
but the file name must include your initials (first and last name).
EXAMPLE: IMG_45638_JS.jpg
(“JS” for photographer John Smith. DO NOT use your full name.)
• Do not use spaces, symbols (i.e., ©$%&#\@*-“/) or punctuation in your file name.
• Instead of spaces, please use an underscore “_” (note example above).
• Keep file names short and do not exceed 15 characters.
Continued on next page...
2015 Submission Deadline: May 1, 2013
PLEASE SEND YOUR SUBMISSIONS TO:
BrownTrout Publishers, Inc.
Attn: Submissions Editor
201 Continental Blvd., Ste. 200
El Segundo, CA 90245
1-800-777-7812
Page 1 of 2 - April 3, 2013
We encourage you to send your submissions as soon as you have them ready.
If you have technical questions, please email: editors@ browntrout.com
Metadata Requirements
Metadata is required for each image.
A
B
C
D
METADATA FIELDS, WHICH ARE EMBEDDED IN ALL IMAGES, MUST CONTAIN:
A. IMAGE NUMBER:
This is the number that you have assigned to the image.
B. PHOTOGRAPHER’S NAME: Your name.
Format this photo credit information exactly as you would like it to appear in print.
Contents in this field will appear exactly the same way on the printed calendar.
C. CAPTION INFO:
Include subject, location (city, state, country, etc.) and date (month, year).
E
D.KEYWORDS:
Our Photo Editors depend on keywords to search for images for our calendars. The more descriptive
and specific your keywords are, the better the chances that your images will be considered. Some
examples of keywords include: black Labrador, golden, brown, dog, cat, puppy, tabby, kittens,
Arizona, Phoenix, desert, Saguaro cactus, sunset, Hawaii, beaches, waves, paradise, willow tree,
etc. Using some of our category names are also good keywords to include. (While Photoshop’s
“file info” panel allows you to add keywords to your images, it is recommended that you use a
digital asset management program such as Adobe’s Lightroom, Adobe’s Bridge, ACDSee Pro, or
GraphicConverter to work with larger groups of images. This will allow you to do batch updates to
multiple images at once.)
E. COPYRIGHT INFORMATION:
Content in this field should be formatted exactly as you would like it to appear in the copyright line of
the calendar. EXAMPLE: ©2013 John Smith
Additional Metadata: IPTC Contact XMP
F. Photographer’s Name
G. Photographer’s Address
H. Photographer’s City I. Photographer’s State
J. Photographer’s Zip Code
K. Photographer’s Country
L. Photographer’s Phone Number
M. Photographer’s Email Address
N. Photographer’s Website
F
Accepted Media
G
H
I
J
K
L
M
N
We accept the following formats, and prefer Mac-formatted disks:
• CD-R’s, DVD-/+R’s, Flash drives, or Hard drives
• When submitting multiple CDs/DVDs, please do not use adhesive labels, as they have a tendency
to come off when the CD/DVD becomes warm during the transfer process. Label your CD/DVD with
a permanent marker only (a Sharpie is a good marker to use).
• Be sure to put the photographer’s copyright, name, and contact information on the CD/DVD. This
can also be included in a Text or Word file burned onto the CD/DVD along with your images.
Additional Notes
• We do not accept any images generated by a point-and-shoot digital camera.
• All submitted images should be sharp, clear, and in focus. We will not accept out-of-focus images.
• For dog and cat breed submissions, we are unable to use images of dogs with choke or pinch
collars; dogs/cats wearing clothing or images that include props, such as fur rugs, pillows, blankets,
etc. Images that contain props with logos will not be considered.
• Please be sure that you are only submitting PURE BRED dogs and cats for our breed specific
titles and that they are marked with the correct breed name. While we make every effort to be breed
knowledgeable, we do also rely on your professional expertise.
• We do not return CDs, DVDs or Flash drives. USB hard drives will be returned.
• Please see our new “Frequently Asked Questions” for additional information before you contact us.
• With so many possible photo credit variations in the metadata over the years, we will make every
effort to list your photo credit as you have requested, but we cannot guarantee that it will be exact.
Please help us by providing consistent instructions on your photo credit
(for example, if you want to use your middle initial, be consistent in using it through all of your
information and submission media.)
Remember...
The submission deadline is May 1, 2013.
If you have technical questions, email: Editors@ BrownTrout.com
Page 2 of 2 - April 3, 2013
2015
CALL FOR
SUBMISSIONS
Frequently Asked Questions
Q:What if I can’t meet your deadline of May 1, 2013?
Can I still submit my images?
A: Yes. We will still accept your submissions, but it is to your benefit to send us
your images as soon as they are ready.
Q:Do I need to resend images that I submitted last year?
A: No. We will only accept new material. Do not send images that you have
submitted in prior years.
Q:Will you accept low-resolution images? (ex. 72, 150 dpi)
A: No. We will only accept images that have been saved as 300dpi.
Q:Can I submit PC formatted disks?
A: Yes, but we prefer Mac format.
Q:Do I have to fill out every single field of the metadata? This takes forever!
A: Yes. We will not accept any images that have no metadata. Every field that is
listed under our Metadata Requirements section of the 2015 Digital Photography Requirements document should be completed so that you receive the proper
credit for your images. There are many software programs, including free ones
that allow you to do batch updates to multiple images at once. Please refer to
our 2015 Submission Guidelines for some references. Again, we will not accept
any images that have no metadata.
Q: Do I need to include searchable keywords in my metadata?
A: Yes. It is to your benefit to include keywords. Our Photo Editors depend on
keywords to search for images for our calendars. The more descriptive your
keywords are, the better chances you have that your images will be considered.
Q:What are BrownTrout Publisher’s categories for 2015?
A: Please visit www.BrownTrout.com for a list of our current category options.
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Page 1 of 2 - April 3, 2013
2015
CALL FOR
SUBMISSIONS
Frequently Asked Questions
Q:Can I submit my images via FTP?
A: We are working on an FTP solution. If you would like to upload your
images to our FTP site, please contact us at Editors@BrownTrout.com for
more information.
Q: Do the images have to be 12x12 or can they be 16x12 or other sizes?
A: Yes, the images can be other sizes besides 12x12 as long as the smallest side
starts at 12 inches (3600 pixels).
Q: Do I need to send “contact sheets” along with the CD/DVD’s?
A: No. We no longer need contact sheets.
Q: Can I crop or colorize my images before I send them in?
A: We prefer that you do not alter the original image or enhance it with color
corrections in any way. We must have the original, untouched image.
Q: I used to name my files with the description in the filename but
according to your guidelines you only want 15 characters in the name.
Can I still use descriptions?
A: If you keep your descriptions short, such as GRRUNNING_JS.jpg for an image
Page 2 of 2 - April 3, 2013
of a Golden Retriever that is running, then a description is possible. But
remember, that is what the keyword section of the IPTC metadata fields is for.
All keyword descriptions of the image will be ingested into our Photo Editor’s
viewing program and they will only read what is available via the keyword
section. They will ignore the filename completely. Filenames should be limited to
15 characters and must include your initials at the end.
Ex: IMG1234_JS.jpg