The Hague, 11 October 2013
EUROPOL ART PHOTO COMPETITION
Invitation to Participate
Contents
1.
Introduction to the competition................................................ 3
2.
Target participants ................................................................. 3
3.
Theme of the competition ....................................................... 3
4.
Content of competition ........................................................... 4
5.
Selection process ................................................................... 4
6.
How to participate .................................................................. 6
7.
Terms and conditions ............................................................. 7
Annexes (Forms A, B, C and D) ............................................... 9
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1. Introduction to the competition
Europol, the law enforcement agency of the European Union, is launching an
Art Photo Competition - a competition devoted to artistic photography.
Europol is the law enforcement agency of the European Union. Our aim is to
help achieve a safer Europe by supporting the law enforcement agencies of
European Union (EU) Member States in their fight against serious international
crime and terrorism. Over 800 personnel at Europol headquarters in The
Hague, the Netherlands, work closely with law enforcement agencies in the 28
EU Member States and in other non-EU partner states such as Australia,
Canada, Norway and the USA.
Europol is organising this art competition to prompt interaction between artists
and law enforcement. Europol is physically close to art, with neighbours such
as the Municipal Museum (Gemeentemuseum Den Haag), Museum for Science
and Culture (Museon), Museum of Contemporary Art (GEM) and Museum of
Photography (Fotomuseum). Europol would like to make the most of its
proximity to these museums to promote art photography in a wider context
and make use of this artistic form for its communication to the outside world.
2. Target participants
This Art Photo Competition is open to all interested professional and amateur
photographers who fulfill the following eligibility criteria (as further explained in
Form D, annexed to this document):
•
Be a resident in one of the EU Member States,
•
Have accomplished study from a recognised fine art academy,
•
OR be in the last year of study at a recognised art academy,
•
OR have at least three (3) years of experience.
3. Theme of the competition
The theme of this Art Photo Competition is: It started with a thought.
A thought…
...about establishing a European Union...
...about creating a European Police Office to bring freedom and security for
citizens...
…about bringing together a plethora of police knowledge from across the
European Union...
...of an artwork made for Europol…
…that triggers an artist to capture a moment, a scene, expressing their
perceptions and emotions, based on Europol’s activities to achieve a safer
Europe for all citizens.
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4. Content of competition
Europol seeks to acquire art photographs which will be displayed in the public
area of Europol’s headquarters in The Hague (the Netherlands), which is
accessible to all Europol staff and registered visitors. Upon further consultation
with The Hague’s Museum of Photography, the winning photographs may also
be displayed in a public lounge area of this museum.
The winning photographs should be reproduced by the winning photographers
in a limited series of 100 signed copies in A4 format.
Europol will retain any intellectual property rights relating to the winning
photographs as well as the limited series in accordance with the Terms and
Conditions referred to in section 7.
Europol intends to award a prize of EUR 2000 (two thousand Euros) to each of
the four (4) winning photographs.
Competition participants are encouraged to produce photographs specifically
for this Art Photo Competition in accordance with the announced theme.
5. Selection process
All proposals will be evaluated by a jury consisting of three members of the
Europol Art Committee and one independent curator from The Hague Museum
of Photography (the “Jury”).
All proposals must be submitted in accordance with the instructions referred to
in this document. They will be evaluated as follows:
First, all proposals will be checked for compliance with the eligibility criteria as
detailed in section 2 (Target participants) and the rules on participation as
detailed in section 6 (How to participate).
Then all eligible proposals will be further evaluated on the basis of the following
award criteria:

elaboration of the theme,

originality,

aesthetic merits of the photos, and

the chosen photography technique.
The Jury will select four (4) photographs which best fulfil the award criteria.
The evaluation will be finalised by 3 December 2013 and the winners will be
announced by letter shortly afterwards. A prize of EUR 2000 will be granted to
the winners upon completion of the conditions and formalities described in
sections 6 and 7 below.
Other photographs that comply with the eligibility criteria detailed in section 2
(Target participants) and the rules on participation detailed in section 6 (How
to participate), but which have not received a prize under this competition,
may be used by Europol in future/other publications, as well as displayed by
Europol along with the photographers’ names in accordance with Form C.
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Each participant shall submit their proposal to Europol either:
a)
via Europol’s website: www.europol.europa.eu/art_photo_competition
no later than 22 November 2013 or
b)
in person, by post or by courier to the address referred to in paragraph 7
detailed below. The deadline for the submission of the proposal by
Europol is midnight on 22 November 2013, in which case the evidence of
the date of dispatch shall be confirmed by the postmark or date of the
deposit slip of the proposal sent, to the address indicated below.
Each participant:
1. Must comply with the rules on eligibility (see section 2, Targeted
participants)
2.
The proposal can be submitted via the website OR via the post.
3.
May submit one to three numbered or titled photographs.
4.
If submitted via website www.europol.europa.eu/art _photo_ competiton:
a. High resolution electronic version (jpg, 300 dpi which can be printed
on A0 and/or 2A0). Europol might request the winning photographers to
provide the photograph in tiff or raw formats.
b. Digital photographic portfolio or a website address with the photographer’s
portfolio.
c. Where individuals are depicted in a recognisable manner in a photo, a form
signed and dated by those in the photograph must be provided (Form B:
Subject Consent)
d. Must provide a completed consent form regarding copyright, duly signed by
the photographer (Form C: Photographer’s Consent and Waiver)
e. Must provide a completed and signed declaration that they fulfil the
eligibility criteria (Form D: Eligibility Form/Declaration of Honour).
5. If submitted by post please note that to the above mentioned (point 4) the
additional requirements must be fulfilled:
a. High resolution electronic version (jpg, 300 dpi which can be printed on
A0 and/or 2A0) on a CD ROM.
b. Hard copy version in 203 x 305 mm.
c. Digital photographic portfolio on a CD ROM or a website address with
the photographer’s portfolio.
d. Must provide a completed accompanying document with basic
information on the photographer and photo(s) (Form A: Description).
e. where individuals are depicted in a recognisable manner in a photo, a
form signed and dated by those in the photograph must be provided
(Form B: Subject Consent)
f.
must provide a completed consent form regarding copyright, duly
signed by the photographer (Form C: Photographer’s Consent and
Waiver)
g. must provide a completed and signed declaration that they fulfil the
eligibility criteria (Form D: Eligibility Form/Declaration of Honour).
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6. How to participate
1. Complete proposals must be submitted to Europol via its website or they can
alternatively be sent to the address below (in which case evidence of the date
of dispatch shall be confirmed by the postmark or date of the deposit slip of
the sent proposal).
All proposals must be received by Europol by midnight on 22 November
2013.
Europol
Art Photo Competition
Corporate Affairs
PO Box 90850
2509 LW The Hague
The Netherlands
2. If submitted via the website www.europol.europa.eu/art_photo_competition,
proposals must comply with the following requirements:
a.
Photos must be in high resolution electronic version (jpg, 300 dpi
which can be printed on A0 and/or 2A0). Europol might request the
winning photographers to provide the photograph(s) in .tiff or .raw
formats.
b.
The proposal must include a digital photographic portfolio or a
website address with the photographer’s portfolio.
d.
Where individuals are depicted in a recognisable manner in a photo,
a form signed and dated by those in the photograph must be
provided (Form B: Subject Consent).
d.
A completed consent form regarding copyright, duly signed by the
photographer must be provided (Form C: Photographer’s Consent
and Waiver).
e.
A completed and signed declaration, that the eligibility criteria are
fulfilled, must be provided (Form D: Eligibility Form/Declaration of
Honour).
3. If submitted in person, by post, or by courier, proposals must comply with the
following requirements:
a. Photos must be submitted in high resolution electronic version (jpg, 300
dpi which can be printed on A0 and/or 2A0) on a CD-ROM.
b. Proposals shall include a hard copy version of the photo measuring 203
x 305 mm.
c. The proposal shall include a digital photographic portfolio on a CD-ROM
or a website address with the photographer’s portfolio.
d. Proposals shall include a completed accompanying document with basic
information on the photographer and the photo(s) (Form A:
Description).
e. Where individuals are depicted in a recognisable manner in a photo, a
form signed and dated by those in the photograph must be provided
(Form B: Subject Consent).
f.
A completed consent form regarding copyright, duly signed by the
photographer must be provided (Form C: Photographer’s Consent and
Waiver).
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g. A completed and signed declaration, that the eligibility criteria are
fulfilled, must be provided (Form D: Eligibility Form/Declaration of
Honour).
Each participant:

must comply with
participants), and

may submit between one and three numbered or titled photographs.
the
rules
on
eligibility
(see
section
2,
Target
Incomplete proposals or proposals submitted after 22 November 2013 will not
be considered and will be excluded from the competition.
The working language of Europol and the Jury is English. Proposals in English
would therefore be appreciated.
7. Terms and conditions
Concerning the participants:
1. Europol staff and their families in direct line may not participate in the
competition
2. Europol may keep contact details of the participants for future art-related
activities only, and this data will be handled in confidence and in
accordance with applicable data protection legislation. By enrolling in the
competition, participants consent to the handling of their contact details for
the above purpose, in confidence and in accordance with applicable data
protection legislation and the rights deriving for the artists therefrom.
Concerning photography:
3. The photography must be original and created by the participants
themselves and must not violate any copyright or other proprietary rights;
where possible, photos should be signed by the participants. A consent
form regarding copyright, to be signed by the photographer, is attached as
Form C
4. Submissions will not be returned to participants
5. Where identifiable individuals feature in the pieces of art, these individuals
must agree in writing by signing a waiver (attached Form B)
6. The photography must not have been produced for commercial purposes
7. The photography must not be offensive, nor have inappropriate text,
abusive, violent and/or pornographic content
8. Europol will have the rights to use the submitted photographs and may
print them in any size in its publications and display them, while indicating
the name of the photographer.
Concerning the winners and the winning photography:
9. Europol will have the rights to use the winning photographs and may print
them in any size in its publications and display them, while indicating the
name of the photographer.
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10. A limited series of an additional 100 (one hundred) photos (unframed) of
the winning photograph, hand signed by the photographer on the back of
each photo and marked (1/100, 2/100, etc), must be delivered to Europol
by the winning photographers, together with the required forms (see point
12). The photographs must be original photographic prints, printed
borderless on quality photographic paper in a format of 203 x 305 mm (socalled 20 x 30 cm). They must be delivered to Europol by 7 December
2013.
11. The winners must organise delivery, including appropriate packaging,
protection and insurance, to Europol (addressed to: Europol, Art Photo
Competition, Corporate Affairs, PO Box 90850, 2509 LW The Hague, The
Netherlands) at their own expense and own risk, by registered mail. The
photographs shall be packaged so as to prevent damage or deterioration in
transit to the destination at Europol. All deliveries will be inspected and
scanned prior to acceptance by Europol, with any damaged package(s)
being refused. The artist shall therefore ensure that deliveries reach
Europol in good condition and that they clearly mention ‘Art Photo
Competition’ on the packaging.
12. The winners will required to complete, sign and return, by 7 December
2013, Legal Entity Forms (LEF) and Bank Account Forms (BAF) for the
transfer of prize money.1 The prizes will be paid by bank transfer within a
maximum of thirty (30) days from the receipt in good condition (as per the
provisions of this section 7) of the winning photography and the validly
completed forms referenced above. Prize money will not be transferred to
the winner if the photography is damaged or has deteriorated as a result of
the transport or delivery to Europol premises, except if the damage and/or
deterioration has been caused by serious misconduct and/or negligence of
Europol personnel.
Concerning the competition and/or the contractual
between Europol and the winners:
relationship created
13. Europol may terminate the competition at any time without thereby
incurring any liability
14. Europol will not reimburse any costs linked to participating in the
competition; therefore, any costs incurred by participants in preparing and
submitting photography to this competition must be borne by the
participants
15. This competition and the contractual relationship arising between Europol
and the winners with respect to the relevant piece of art and its delivery to
Europol shall be governed by Dutch law, complemented where necessary
by European Community law. Any dispute shall be settled amicably or
brought before the Courts of The Hague (the Netherlands).
1
The model LEF and BAF can be found on the Europol website: www.europol.europa.eu
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Art Photo Competition
Form A: Description
(relevant for participants who send their completed proposal by post)
1.
Photographer’s name and profession
.................................................................................................................
.................................................................................................................
2.
Photographer’s contact information
a.E-mail:
........................................................................................
b.Phone:
........................................................................................
c.Postal address: ........................................................................................
3.
4.
Name or number assigned to the photo file2
d.Photo 1:
........................................................................................
e.Photo 2:
........................................................................................
f.Photo 3:
........................................................................................
Description of the photo (date it was taken, location, additional information) –
no more than 100 words3
g.Photo 1:
........................................................................................
h.Photo 2:
........................................................................................
i.Photo 3:
........................................................................................
2
It would be highly appreciated if this part was completed in English.
3
It would be highly appreciated if this part was completed in English.
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Art Photo Competition
Form B: Subject Consent
Name: ...................................................................................................
Phone: .............................................................................................
Postal address: ................................................................................
I give full consent for my photograph(s) and the related description(s) to be
used by Europol in connection with the Art Photo Competition and for any other
activity related to its mandate whether produced on the intranet, internet or in
written media.
I further agree to Europol using the photograph(s) for any other activity
related to its mandate and storing the photograph(s) for such purpose.
I understand that my photograph(s) and the related description(s) may be
adapted before publication or use by Europol or any other activity related to its
mandate.
I am free at any time to withdraw my consent for whatever reason, in which
case the photograph will cease to be used in any future publication or for any
other activity related to its mandate. I agree to provide this request in writing.
By derogation to the above, if my photograph receives a prize, I consent that
all industrial and intellectual property rights, including rights of ownership and
use that pre-exist or are relating to the Photographs are vested in Europol and
are thereby under the terms and conditions of the Competition effectively
transferred to Europol.
Signed: ..................................................................................................
Date: .....................................................................................................
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Art Photo Competition
Form C: Photographer’s Consent and Waiver
I, ................................................................ (“Photographer”),
grant
to
the
European Police Office (located at Eisenhowerlaan 73, 2517 KK The Hague, The
Netherlands) (“Europol”), and its legal successors the worldwide right to use,
reproduce, adopt, alter, distribute, publish (or cause to be published) and publicly
display the Photograph(s) described below:
………………………………………………………... (number of images)
for any purpose or activity relating to Europol mandate including, but not limited to
this Art Photo Competition. For the avoidance of doubt this includes any future
publication and/or activity which may be offered to the public (including via third
parties such as newspaper publishers).
I understand and agree that the Photographs may be used in whole or in part, at any
time, in composite or distorted form, in colour or otherwise and may be published
through any medium including, but not limited to, printed medium, video and/or on
the internet. This consent authorises any initial and any subsequent disclosure or
publication of the Photographs at any time.
I am the sole and exclusive owner of all rights relating to the Photographs. No part of
them is taken from or based on any other work; no part infringes the copyright or any
other right of any person nor does it violate any existing EU or national law. The
reproduction, publication, exhibition, or any other use by Europol in any form
whatever will not in any way, directly or indirectly, infringe on the rights of any
person.
To the extent that any of the Photographs contain readily identifiable persons, I have
included all names, addresses and telephone numbers of such persons and their
written consent for using their images for the purposes identified by Europol.
I waive any right to inspect/approve any finished product and release and discharge
Europol from any liability by virtue of any distortion, alteration or use in composite
form whether intentional or otherwise, that may occur in the processing or
preparation of the finished product.
I agree to indemnify and hold Europol harmless in respect of any loss, damage, costs,
charges, legal fees, recoveries, judgments, amounts paid in settlement, penalties, and
expenses that may be obtained against, imposed on, or suffered by reason of: (1) any
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violation or infringement of any proprietary right or copyright; (2) any libellous or
unlawful matter contained in the Photographs; (3) any invasion of privacy or trespass
in the taking or publication of the Photographs; or (4) any other breach of this
undertaking.
In relation to the winning photographs, meaning photographs that received a
prize under the Art Photo Competition:
I declare that I am the sole and exclusive owner of all rights relating to the
Photographs.
I consent that all industrial and intellectual property rights, including rights of
ownership and use that pre-exist or are relating to the Photographs are vested in
Europol and are thereby under the terms and conditions of the Competition effectively
transferred to Europol.
I accept that the Photographs may be part of the Europol art collection and that any
copies may be used by Europol for commercial and/or non-commercial purposes.
I understand that this instrument is legally binding, and that I have voluntarily signed
this Declaration.
IN WITNESS WHEREOF, I have executed and delivered this Declaration of Consent,
Waiver of Liability, Indemnity and Release as of the date first set forth below.
Photographer
................................................................................
[Print name]
................................................................................
[Signature]
................................................................................
[Date]
................................................................................
[Address]
Section to be signed by EUROPOL
Payment of a prize money in relation to the winning photographs only:
Subject to the Photographer’s Consent and Waiver duly signed and dated, I
authorise EUROPOL to make the payment of a prize money to the winning
photographs in accordance with the terms and conditions contained in the
Art Photo Competition 2013, section 7.
................................................................................
[Name]
................................................................................
[Signature]
................................................................................
[Location and Date]
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Art Photo Competition
Form D: Eligibility Form/
Declaration of Honour
The photographer must fulfill the eligibility criteria as indicted below.
I have accomplished study from the following recognised fine art academy:
Dates
From:
To:
Total
(years):
Full name and type of
institution providing
education (in both
original and English
versions)
Principal subject
Title of diplomas or
certificates obtained (in
both original and English
versions):
OR I am in the last year of study at a recognised art academy:
Dates
From:
To:
Total
(years):
Full name and type of
institution providing
education (in both
original and English
versions)
Principal subject
Title of diplomas or
certificates which should
be obtained (in both
original and English
versions)
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OR I have at least three (3) years of experience in photography and exhibiting my
own work:
Full details of
institutions,
galleries, etc, in
which your work
was exhibited as
well as duration
and dates
City
Country
From:
To:
Duration
in days
e.g. Gallery X
Paris
France
01/03/2013
31/03/2013
31
Website
address
(optional)
I have included a portfolio of my photographic work together with my submission.
I, the undersigned, declare that the information provided above is, to the best of my
knowledge, true, complete and accurate and I certify that I am a resident in one of
the EU Member States.
I understand and accept that Europol reserves the right to request evidence of
fulfilment of the above-listed criteria.
Date
Signature (handwritten)
Photographer
......................................................................
[Signature]
......................................................................
[Print name]
......................................................................
[Date]
Address:
...............................................................................................................
...............................................................................................................
...............................................................................................................
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