Constitution & Rules of the Society


Market  Harborough Photographic Society




1.         Title

1.1.     The Society shall be called the Market Harborough Photographic Society.

2.         Objectives of the society:

2.1.     To foster and promote greater interest in photography as a hobby.

2.2.     To assist its members to improve their photographic skills and knowledge.

3.         Objectives to be achieved through

3.1.     Practical and social meetings.

3.2.     Lectures.

3.3.     Demonstrations.

3.4.     Competitions.

3.5.     Any other means which from time to time may be deemed appropriate

4.         Membership (subject to the approval of the Committee) shall be:

4.1.     Open to any person on payment of an annual subscription

5.         Annual Subscription

5.1.     Rate to be determined at a General Meeting of the Society.

5.2.     Subscriptions shall become due and payable on admission and thereafter at the first meeting of the Society in each subsequent September.

5.3.     Membership shall continue until receipt of resignation or at such time as a subscription becomes overdue by three calendar months.

5.4.     Only fully paid up members may enter competitions.

6.         Officers of the Society

6.1.     Chairman, Vice Chairman, General Secretary, Treasurer, Programme Secretary, Competition Secretary, External Competition Secretary, Publicity Officer.

7.         Management of the Society

7.1.     To be vested in a committee comprising 6.1 above plus up to three other elected members.

7.2.     The Officers of the committee shall stand down annually but shall, if so invited, be eligible for re-election.

7.3.     Committee places vacant at the AGM, or which become vacant during a season, may be filled by vote at any meeting of the society or by co-option.

7.4.     The power of the committee includes

7.4.1.All management functions other than alterations to the Constitutional Rules of the Society.

7.4.2.The power to co-opt any member to serve on the committee or any sub-committee for any special purpose. Such members shall be co-opted in an advisory capacity only and shall not be eligible to vote.

7.5.     At any committee meeting a minimum of four elected members shall form a quorum.

7.6.     The financial year of the society shall end on 31 May. The funds of the society, other than such sums as may be required for immediate use, shall be lodged at a bank or building society. Cheques shall be signed by any two of four designated signatories.

7.7.     The Annual General Meeting of the society, at which the year-end accounts of the society shall be presented, will be held in June.

7.8.     At least seven day’s notice shall be given of any General Meeting of the society. On any society matter on which a vote is taken only fully paid-up members shall be entitled to vote. 25% of the membership shall form a quorum.

7.9.     The society’s constitution and rules shall not be altered in any other way than at a general meeting of the society.

7.10.  Proposed changes to the constitution or rules shall be submitted in writing to the general secretary not later than 21 days before the AGM, and each proposal must have a proposer and seconder. Such proposals shall be communicated to members not later than 14 days before the AGM.

7.11.  Agenda items of any other business at a general meeting must be submitted in writing to the general secretary at least 7 days before the meeting.


Equality, Diversity and Safeguarding


8.1.  The Society holds policies for Equality and Diversity and Safeguarding which may be updated from time to time to keep in line with legislation.  These can be viewed on the Society’s website at




Updated 15 May 2018



Competition Rules

An image may only be entered into one heat of any competition. Once entered, an image will become ineligible for entry into any subsequent heat of the same competition.

An alternative rendering of an image already submitted may be resubmitted providing it is sufficiently different as to be deemed a separate image e.g. colour converted to mono.

         All images or parts thereof must be the entrant’s own work.

Minimum entry. In the event of fewer than three members submitting images for any heat or any competition, that heat or competition shall be either abandoned or postponed. Any images submitted for an abandoned or postponed competition may be entered into a subsequent heat

         Entries may be retained by the society for use in external competitions.


There are several competitions held annually, spaced throughout the season.

1.1.     Print & Projected Image League

1.1.1.Comprises of 6 heats.

1.1.2.Each heat to comprise of 3 categories - Colour Print / Mono Print / Projected Digital Image

1.1.3.Entries to be submitted no later than the published hand in dates (normally 2 weeks prior to competition).  Entries submitted later will not be accepted.

1.1.4. Members may submit up to 3 images in each category in each heat - i.e. a maximum of 9 images per heat.  In the event of a very large entry the Competition Secretary will have the discretion to reduce the number of images from each member.  Members should therefore indicate their preferred images ie 1, 2 or 3.

1.1.5. Judging to be by suitably qualified members of other societies or by such other methods as shall be determined from time to time.

1.1.6. Each image will be awarded marks out of 20. Scores are awarded according to placings.

1.1.7. Only a member’s highest scoring image will be used to calculate scores in each heat.

1.1.8. Marks will be cumulative for each category and annual league results are based on an individual’s highest scoring five heats in each category.

1.2.     Small Print league

1.2.1. The objective is to provide a low cost competition for members.

1.2.2 .Comprises of 6 heats

1.2.3. Each heat is of a single category, with no split between mono and colour

1.2.4. Entries to be submitted on the night.

1.2.5. Members may submit up to 3 images in each heat

1.2.6. Entries are voted for internally by each member in attendance. Votes are counted and scores awarded according to placings.

1.2.7. Only a member’s highest scoring image will be used to calculate scores in each heat.

1.2.8. Marks will be cumulative and annual league results are based on an individual’s highest scoring five heats.

1.3.     Annual Exhibition

1.3.1 .Each member may enter a total of up to 6 prints whether small or large (mono or coloured) or a mixture of both.

1.3.2. An entry form is required and must be submitted along with entries. Entries must be listed in order of preference, as in the event of insufficient display space, some images may not be displayed.

1.3.3. An overall ‘Best in Exhibition’ image will be chosen by public vote.  Voters will be allowed to vote once only for up to three photographs showing their order of preference.  Voters will be required to enter a telephone number or email address (linked to a prize draw) to prevent multiple votes.


  2.1 Image Format

2.1.1     All prints must be mounted.

2.1.2     Prints may be trade processed or printed by the entrant.


           2.2  Prints - All competitions other than Small Print League

                       2.2.1. Mount size - 50cm x 40cm maximum.

                       2.2.2. Print size - 50cm x 40cm maximum including mount.

                       2.2.3. Print area - 260 sq cm minimum with the major linear edge not less than 23cm

2.2.4  Author’s name, image title, image preference order number and competition entered, to appear on the top right hand corner of the reverse of the mount.


          2.3. Digital Images- All competitions

                       2.3.1. Format to be JPG / JPEG.

  2.3.2. Images to be resized to fit within 1400 pixels wide x 1050 pixels high.

  2.3.3.Digital images must be submitted via email to the competition email address which is:

                       2.3.4.Images must be titled as follows: TITLE by First name Last name preference 1, 2 or 3 eg                                   

                               WHITE SNOWFLAKE by Anne Other preference 2.

  2.4. Small Prints

2.4.1.Images should be ‘out of camera’ and may not be manipulated after image capture or subsequently adjusted using external software.

2.4.2.Entries must be of whole images and not a selected area enlarged.

                        2.4.3. Print size 8”x 6” maximum.

                         2.4.4. All images must be titled.  The image title must appear on the front of the mount in the                                                                    top right hand corner.

                                   The competitor’s name must appear on the reverse.          


3.           General

3.1       Trophies:

                     3.1.1.Colour Print Winner = Breakwell Cup;  Mono Print Winner  = C E Wise Cup;                  Projected Digital Image   Winner = Ward Tankard Trophy;  Small Print Winner =  Small Print Trophy;  

    3.1.2. Runners Up in the above competitions will be awarded certificates.

                         3.1.3. Exhibition Winner = Exhibition Trophy.
                                   President’s Shield awarded by the Chairman for special achievement.
                                   Highly Commended Trophy  awarded by the committee.

                         3.1.4. Trophies to be presented at the AGM and shall be held for one year.


Updated Jul 2017