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District Camera Club

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Submitting images for competitions

Changes to submission of digital images

May 2020

At the AGM on 11 May 2020 it was agreed that the standard size for digital images in club competitions will be 1600x1200 (instead of 1400x1050) starting in September 2020. The exception is the Three On A Theme competition which will be 1920x1200 (instead of 1920x1080). Notes on this page have been updated to reflect this change.

November 2018

From November 2018 there are some small but important changes in the requirements when submitting digital images, the main change being the naming of files. This is to simplify the use of the new competition software that the club is using. Full details below.


For the club monthly competitions each member may submit up to two prints and two digital images. The formats and labelling required for these entries are described below. Sometimes additional images are requested for external competitions. Unless noted otherwise when those requests are sent out, the information below can also be used when submitting those images.

Competition Codes

A competition code is issued to each member when they join the club. This is in the form of a three-digit number. All entries to club competitions MUST include the member’s competition code as detailed in the Print and Digital sections below.

Preparation of Prints for Monthly Competitions

Prints must be mounted. The preferred size for mounts is 40cmx50cm. 16"x20" mounts will also be accepted for internal competitions but note that most external competitions require mounts to be 40cmx50cm. There is no restriction on the image size within the mount. Any tape on the rear of the mount should be firmly adhered to the mount to prevent damage to other prints.

The rear of each print must be labelled with:

Preparation of Digital Images for Monthly Competitions

For club competitions:

The filename MUST be made up of three pieces of information with an underscore between them:

This gives a filename in the format: title_code_preference.jpg

For example, the member whose competition code is 986 has two digital entries with titles “My best photo” and “A great image”. If images have to be removed due to the total quota being exceeded (see Total Club Entry section below), the member wants “A great image” to be removed first. The files would be named as follows:

My best photo_986_1.jpg     A great image_986_2.jpg

An underscore must not be used within the title, only to separate the title from the membership number and image number. Also, please try to avoid using double spaces and trailing spaces in the filename. Ideally the title should not contain these characters (e.g. use a dash instead of a comma):

. , ! ' [full stop, comma, exclamation, apostrophe]

Two additional pieces of information are often stipulated in external competitions. These are the ppi (pixels per inch) setting and the colour space.

Image resolution / ppi

For digital images and their projection the resolution (sometimes called the ppi or pixels per inch setting) is irrelevant. So there is no requirement that a particular resolution setting be used when preparing images for club competitions. However, it is sometimes stipulated in external competitions if a printed catalogue is going to be published. In such cases it is usually requested that the image be set to 300ppi. Members may therefore wish to get into the habit of using this value when saving their final images.

Image colour space

The colour space defines the way that colours are described within an image. The most common colour spaces in digital photography are sRGB, Adobe RGB and ProPhoto RGB. Projectors usually work in the sRGB colour space so images in a different colour space will be converted during the projection process and may not appear exactly as intended. This is why external competition nearly always stipulate that images should be in the sRGB colour space. To obtain full control of the way your images will appear on projection it is recommended that you save the image in the sRGB colour space (i.e. that you control the conversion process with your image editting software). Images submitted in other colour spaces will not be modified before being sent to judges or for external competitions. Images projected during a club judging evening will be converted to the sRGB colour space, if required, prior to projection (by the DiCentra scoring software).

Total Club Entry for Monthly Competitions

The total number of print and digital entries from all members will usually not be allowed to exceed 90 in any given month. If more than 90 entries are received, or the judge indicates they are unwiling to accept the total number of entries, the Competition Secretary will need to remove some entries from the total. To allow for this possibility, each print and digital entry MUST include a preference indicator 1 or 2. If it is necessary to remove entries then digital entries marked 2 will be removed first.

Rejection of Prints or Digital Images

The Competition Secretary may refuse to accept prints or digital images that do not meet the criteria specified above.

Using Dropbox to Submit Digital Images

Dropbox is an optional method of submitting digital images rather than using e-mail or bringing images to the club on a memory stick.

Dropbox is a small (free) application for Windows, Mac and other devices which allows you to share files in a special "Dropbox" folder. You will also need to create a Dropbox account. The Dropbox folder looks like a normal folder on your computer and files are copied to/from it in the usual way. Files moved into the Dropbox folder are uploaded to your Dropbox account and then become available on other computers on which you have Dropbox installed.

Individual sub-folders within your Dropbox folder can be shared with one or more other Dropbox users. This is the feature used to transfer your digital competition entries to another member of the club. When your competition entries are ready, just copy them into the shared folder. If you log in to your account at www.dropbox.com you can see a full summary of all your folders, who they are shared with and a log of files which have been added to, or deleted from, each folder.

The general Dropbox tour and a download link are available here: https://www.dropbox.com/tour.

So if you are new to Dropbox, here's what you need to do to transfer BCC competition entries:

  1. Download and install the application on your computer and set up a Dropbox account. (The account uses an e-mail address for logins so if you have multiple addresses, it'll be easier for other club members if you use the address that you use for BCC).
  2. Create a sub-folder in the main Dropbox folder. Include your name in the folder name. e.g "BCC monthly comps John Smith".
  3. Add images to the folder.
  4. Right click the folder icon and use the "Dropbox / Share this folder" option.
  5. Add e-mail details of the person you want to share with and send the invitation. Once the recipient accepts the invitation they will have access to the folder.
  6. When the files are removed by the recipient, a notification is sent to you.

Steps 4 and 5 are only needed the first time. After that, simply add images to the folder and a notification is sent to the recipient to let them know there are new files.