photography submission guidelines

Photography Submission Guidelines for 2014 Calendars

August 3, 2012

BrownTrout Publishers, Inc. (“BrownTrout”) is pleased to present the following Photography Submission Guidelines for 2014 calendars and for other products published during the same time frame as the 2014 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 and Adventure) 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 2014 Digital Photography Submission Requirements, accompanying this document. BrownTrout reserves the right to destroy all digital files upon distribution of the year 2014 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.)

Please review the 2014 Digital Photography Submission 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 2014 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.
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, it is likely 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. 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, or by registered U.S. Mail. (Our delivery methods will be updated for 2015 calendars, for which we will only accept digital images via FTP or “cloud” services.)

Submission by Registered U.S. Mail, Federal Express or Other Carrier: If you submit images via registered mail through the U.S. Postal Service, packages will be transported in locked containers, tracked by registered number, and not released without signature. If you submit images via Federal Express or other carrier, do not release the carrier from the responsibility of obtaining a delivery signature. Please use the following address for Registered U.S. Mail, Federal Express or other carrier:

BrownTrout Publishers, Inc.
Creative Services Department
201 Continental Blvd., Suite 200
El Segundo, CA 90245 USA
Phone: 800-777-7812

Submission Deadline: ~~August 17, 2012~~

Submission deadline extended to: August 24, 2012

We assume no responsibility for submissions until we have signed for them.

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 between delivery memos and images received. If you are concerned about the receipt of your submission, please feel free to contact us by email. Our email address and contact information appear above.

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 2014 calendars and Other Products, including Standard Wall, Deluxe Wall, Mini Wall, Engagement, Slimline, Slimline Diary, Pocket Planner, Personal Planners, Folder Portfolios/Planners, List Pads, Academic Notebooks, Desk Pads, Boxed and Locker Calendars, as well as Composition Books, Spiral Binders, Stationary Items and any other calendar formats to be determined. Other Products BrownTrout include back-to-school products, magnets, bookmarks, address books, composition books, engagement planners, mouse pads, note pads, desk blotters, perpetual calendars, note cards, gift cards, invitations, custom calendars, digital calendars, apps and, and any other products to be determined, and marketing materials for promotion of such products, but excluding 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 2014 calendars and of the Other Products. This right and license includes other editions of the same calendar title or Other Product for which your images are chosen, such as other language editions, “resized” mass market editions, market editions and leather bound 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 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 as it appears in the metadata on all copies of the year 2014 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 2014 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 2014 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 2014 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 2014 calendar line and in Other Products. Photo fees shall become payable by BrownTrout upon receipt of your invoice 60-120 days upon publication of the calendar or Other Product 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.

2014 Use of Photography Rates: Year 2014 calendars and Other Products by BrownTrout may include Standard Wall, Deluxe Wall, Mini Wall, Engagement, Slimline, Slimline Diary, Pocket Planner, Personal Planners, Folder Portfolios/Planners, List Pads, Academic Notebooks, Desk Pads, Boxed and Locker Calendars, as well as Composition Books, Spiral Binders, Stationary Items and any other calendar formats to be determined. Unless negotiated, 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 (standard square) – BrownTrout will pay the photographer $100 per featured image. “Short-Run” titles have smaller printed quantities.
Wall Grids (standard square, 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, Engagement, Desk Pad & List Pad – BrownTrout will pay to the photographer $50 per featured image.
Boxed, 365 Days 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 and desk pads; and $75 per featured image on notebook academic planners and composition books.
Multiple uses of images in year 2014 calendars – If an image used in a calendar is also used in a different style of calendar, the payment will be an additional 50% of the higher use fee inclusive of any sales, use and/or other tax applicable.
All other uses in year 2014 calendars – Except as set forth in these Guidelines, the price for all other uses of 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 2014 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 hope to present you with high quality productions for the year 2014 calendars and Other Products and we are delighted to be working with you.

CONFIRMATION OF USE IMAGES FOR YEAR 2014 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 2014 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 August 3, 2012 (hereinafter, “Guidelines”) and the following abbreviated version of the pertinent parts of the Guidelines:

Products:	Year 2014 calendars and Other Products by BrownTrout may include Standard Wall, Deluxe Wall, Mini Wall, Engagement, Slimline, Short Slimline, Slimline Diary, Pocket Planner, Personal Planners, Folder Portfolios/Planners, List Pads, Academic Notebooks, Desk Pads, Boxed and Locker Calendars, as well as Composition Books, Spiral Binders, Stationary Items and any other calendar formats to be determined. Other Products by BrownTrout include back-to-school products, magnets, bookmarks, address books, composition books, engagement planners, mouse pads, note pads, desk blotters, perpetual calendars, note cards, gift cards, invitations, custom calendars, digital calendars, 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 2014 calendars and of Other Products for the duration of BrownTrout’s publication, distribution, promotion, advertisement and sale of year 2014 calendars and Other Products. This right and license includes other editions of the same calendar title or Other Product for which the images listed below are chosen, such as other language editions, market editions and leather bound 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 soel 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 on the photo mount on all copies of the year 2014 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 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 2015.

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.

Please open the document linked below, sign it and mail it to the address specified earlier in this document:

2014 Photography Submission Guidelines (PDF)

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.)

CANCELLATION OF USE

IMAGES FOR YEAR 2014 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 2014 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 August 3, 2012, 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.

CONFIRMATION OF USE IMAGES FOR YEAR 2014 CALENDARS AND OTHER PRODUCTS

CANCELLATION OF USE

LISTING OF IMAGES CANCELLED BY BROWNTROUT: