Terms and conditions

These terms and conditions (Rules) govern your entry to the National Portrait Gallery’s (NPG) National Photographic Portrait Prize 2025 (NPPP 2025).

1. ARTISTS

To be eligible to enter, you must be an artist or collective that is:

1. an Australian citizen, or a resident of Australia until the end of 2027
2. 18 years or over at the time of your online entry

Officers, directors and employees of NPG (together with their immediate families) are not eligible to enter.

2. ENTRIES

To be eligible for entry your photograph must:

1. be a photographic work of art (here referred to as ‘the photograph’), created using either traditional photographic emulsion or digital processes
2. be a photographic portrait of a person or persons, taken from a live sitting which occurred after 9 February 2024
3. be entirely your intellectual property
4. be submitted electronically for the first round of judging
5. be submitted with a subject consent form
6. be submitted with any model or subject agreements entered into during the creation of the photograph

Artists or collectives should note:

• Entries that have been selected as a finalist in any other Australian or international prize at the time you submit your entry are not eligible
• If selected as a finalist, you cannot enter your work in another prize that will be displayed, physically or digitally, until after the onsite NPPP 2025 Exhibition at the Gallery closes
• Photographs featuring officers, directors and employees of the NPG (together with their immediate families) are not eligible for entry
• Only one photograph may be submitted per artist
• Artists or collectives must use their legal name/s in their submission of entry

3. SUBMISSION OF ENTRIES

Please do not deliver your entry to the NPG in person.

To enter you will need to upload a digital image of your photograph through NPG’s online entry registration page which will be open for entries from 1 November 2024 to 31 January 2025.

Each artist or collective may submit one photograph to the prize. Your photographic work of art can consist of multiple parts.

When submitting your entry, you must complete all required fields in the online form, including:

1. a brief artist bio (maximum 100 words) outlining your art practice and key achievements as an artist
2. an artist CV
3. a photograph statement (maximum 100 words) about the sitter and how the work relates to or reflects your artistic practice
4. if your process has involved any Generative AI Tools, you must provide an additional statement, outlining what tools were used and how
5. the dimensions of the photograph
6. the medium of the photograph
7. if your work is not a two-dimensional framed photograph, please provide details of the display and installation requirements
8. confirm you are the sole copyright owner of the photograph
9. provide a completed Subject Consent Form as evidence that you have obtained the informed consent from all subjects
10. if your sitter is under 18, your entry must be accompanied by a subject consent form, signed by their parent/guardian to be eligible
11. upload a single digital jpeg format image file. If the photograph is comprised of multiple parts, the supplied image must show all parts. The jpeg image file must be at least 2400 pixels wide or tall, with a RGB colour profile, and maximum file size of 15MB. Original prints (physical copies) of entries will not be accepted for the first round of judging

Artists and collectives should note:

• Entries to the NPPP 2025 are only valid if all entry criteria have been met
• Once you have registered in the online application portal, your entry can be saved and edited until the call for submissions close

4. FINALIST SELECTION

Finalists will be selected using the electronic image submitted by each artist or collective. If your entry is selected by the judges for display in the NPPP 2025 exhibition (Exhibition), you become a finalist (Finalist).

Finalists will be notified by close of business 28 March 2025.

5. FINALISTS

Artists or collectives who have their photograph selected to be a Finalist will be supported to be part of the NPPP 2025 Exhibition.

If selected as a Finalist each Artist or Artist Collective will receive:

1. a total artist/s fee of $1200 (ex GST) to exhibit your work at the NPG
2. an additional artist/s fee of $700 (ex GST) if your work is included in the NPPP 2025 National Tour
3. a total copyright and image licensing fee of $1000 (ex GST)
4. the NPG will organise transportation of your photograph to the NPG and the return to you (within Australia,) and the NPG will cover associated costs
5. an allowance, to be determined by the NPG, for return domestic, economy travel and meals for each Artist, up to a maximum of 3 Artists, and to the NPG for the Exhibition launch
6. one night’s accommodation for the Artist in Canberra for the night of the Exhibition launch
7. an access statement form to complete which will help the Gallery understand any access requirements
8. Additional allowances may be payable and accommodation requirements amended once assessment is made by the NPG

Please note, it is not compulsory for Finalists to attend the Exhibition launch.

If selected as a Finalist:

9. by submitting an entry to the prize, applicants consent to making their work available for continuous display for the duration of the Exhibition and NPPP 2025 National Tour (concluding early 2027)
10. your photograph must be complete, including any framing, glazing and other relevant preparations, prior to 2 May 2025
11. your photograph must be available for collection, within Australia, from 2 May 2025.
12. glazing for framed photographs is limited to acrylic glazing or Perspex, glass will not be accepted
13. if your work is not a two-dimensional framed work of art, you must provide suitable installation hardware and installation instructions
14. if the provided installation hardware is unsuitable, the NPG reserves the right to fix or replace the installation hardware
15. the work, including the print and any display elements, must be stable enough to withstand continuous display
16. your work must have the title of the work, your name, address and telephone number affixed to it on the reverse side
17. you are required to follow all NPG instructions regarding public use of images of your photograph once the Finalists are announced
18. you are not able to display the photograph in other prizes or competitions for the duration of the onsite or touring exhibition

In addition, finalists should note that:

19. the NPG may exclude a photograph from the prize, the Exhibition or NPPP 2025 National Tour if it appears to have been significantly altered when compared to the digital file submitted at the time of entry
20. in the event the work is not deemed suitable for display upon being sighted, the NPG may exclude it from display or require Finalists to re-print, re-mat or re-frame photographs and to re-deliver the work at the Finalist’s expense
21. finalists may nominate wall spacings in a multi-panel work, however it may be necessary for the NPG to alter spacings during the installation of the exhibition
22. the NPG may exclude a photograph from the NPPP 2025 National Tour for a variety of reasons, for example suitability for travel, installation requirements or it exceeds 140cm in height x 140cm width

6. EXHIBITION

If selected as a Finalist:

1. your photograph will be exhibited in the Exhibition at the National Portrait Gallery in Canberra from 16 August to 12 October 2025. Your photograph must remain exhibited for the duration of the exhibition.
2. your photograph may be included in all or part of the NPPP 2025 National Tour until early 2027. If selected, your photograph must remain in the exhibition for the duration of the tour.
3. should it be required a digital reproduction of your photograph may also be exhibited in other spaces and formats in reference to the Exhibition of the NPPP 2025 National Tour.
4. the NPG can remove works from all or part of the Exhibition or NPPP 2025 National Tour at its absolute discretion, including at request from the artist and/or subject for sorry business. Any decisions of the NPG are final, and correspondence does not need to be entered into.
5. the NPG will edit your artist statement and artist biography for consistency with wall labels

7. COLLECTION OF PHOTOGRAPHIC WORK OF ART

Finalists will be contacted by the NPG to coordinate the packing and freight of your photograph. Your photograph will be transported from locations within Australia only. Freight will be undertaken by an art specialist transportation company, the costs of which will be borne by the NPG. Your photograph will need to be ready for collection from 2 May 2025.

8. INSURANCE

The NPG will insure the photograph for the replacement value, against all customary risks of physical loss or damage from external causes subject to the Terms and Conditions of the Comcover Statement of Cover that apply at the time.

9. JUDGING AND PRIZES

The winner of the Prize will be selected by a judging panel of at least three members. The members of the judging panel and the number of members will be decided solely by NPG.

The NPPP 2025 winner will receive a cash prize of $30,000 (ex GST) and photographic equipment valued at $20,000 courtesy of our Imaging Partner, Canon Australia, which will be paid in accordance with relevant Commonwealth Government protocols. The NPG may offer additional prizes, at its sole discretion, including:

• People’s Choice Award
• Art Handlers’ Award
• The NPG reserves the right to:
• not award the Prize should the judging panel be of the view that no entry of sufficient merit has been entered
• split the prize(s) between one or more entries should that be the recommendation of the judging panel.

All decisions of the judges and the NPG are final, and no correspondence will be entered into.

The NPG reserves the right to disqualify any photograph for prize selection if the artist has not adhered to these Rules.

10. RETURN OF PHOTOGRAPHIC WORK OF ART

Finalist photographs will be returned at the conclusion of the exhibition’s national tour, in early 2027. The NPG will coordinate the return freight to the Finalist or collection address only. Freight will be limited to locations within Australia. Freight will be undertaken by an art specialist transportation company, the costs of which will be borne by the NPG.

Finalists must make themselves available to receive the photograph at a time mutually agreed upon with the NPG. If your photograph cannot be returned within the period stated above, you agree that:

• NPG may move your photograph to a commercial storage facility for which you will be liable for all storage and transportation costs
• if you are unable to be contacted regarding the return your work or are unavailable to accept the return of your work, within six months of the conclusion of the exhibition’s tour, the NPG may dispose of or destroy your photograph (including any framing and installation hardware) without further notice to you.

11. INTELLECTUAL PROPERTY AND COPYRIGHT

The NPG acknowledges that copyright in the photograph remains with you as the creator. You agree that you have not infringed the Intellectual Property Rights of any third party in the creation of the photograph (this includes any items within copyright captured in the photograph). In the event any third-party Intellectual Property Rights have been granted for the photograph, including subject agreements, you agree to provide the NPG with a written copy of these permissions if selected for the Exhibition.

12. NON-EXCLUSIVE COPYRIGHT LICENSING FOR EXHIBITION PURPOSES

If selected for the Exhibition, by agreement of these terms and conditions and for the provided copyright and image licensing fee, you grant NPG, NPPP 2025 National Tour venues and any NPPP 2025 exhibition partners authorised by NPG:

1. an irrevocable, non-exclusive, commercial (not including merchandising), world-wide, royalty-free licence, for the period from the date from which you are notified of inclusion in the Exhibition to six months after the date of the conclusion of the NPPP 2025 National Tour, to publish and reproduce the photograph (in whole or in part, or partly obscured by text) for publication, reproduction, televising or transmission by any means in relation to the Exhibition at the Gallery or any NPPP 2025 National Tour venues. This may include, but is not limited to, the reproduction and publication for the purposes of: the marketing and promotion materials, print and digital, related to the Exhibition or NPPP 2025 National Tour; print and digital publications in relation to the Exhibition or NPPP 2025 National Tour; print and digital educational and public program material related to the Exhibition or NPPP 2025 National Tour; virtual tours of the Exhibition or NPPP 2025 National Tour (live or recorded); any domain of NPG’s website, social media platforms and other websites and digital platforms associated with NPG; NPG Exhibition or NPPP 2025 National Tour content published on the Google Arts and Culture online platform; and television and broadcast content in relation to the Exhibition or NPPP 2025 National Tour.
2. The ability for the NPG to retain one or more digital photographic or video reproductions of the photograph after the conclusion of the licensing period, in perpetuity, which may have been reproduced in any archived content related to the Exhibition or NPPP 2025 National Tour, in relation to reviews or references for the Exhibition or NPPP 2025 National Tour and for internal exhibition documentation, archive and research purposes.
3. The ability to retain one or more digital photographic or video reproductions of the photograph after the conclusion of the licensing period, in perpetuity, for use in conjunction with promotion of the Exhibition or NPPP 2025 National Tour in future years.

The NPG will ensure that appropriate guidelines on usage of any reproductions, approved by the NPG for use in the touring program of the NPPP 2025 National Tour, are provided to all or NPPP 2025 National Tour venues. The requirement to adhere to these guidelines will be included in the touring agreements with each venue.

Should there be a requirement for any additional licensing permissions, including merchandising, written permission will be sought with you as the copyright owner outside the terms and conditions of this prize.

13. INDIGENOUS CULTURAL AND INTELLECTUAL PROPERTY RIGHTS AND PROTOCOLS

If selected for the Exhibition, by agreement of these terms and conditions you and the NPG agree to comply with any Indigenous Cultural and Intellectual Property protocols and rights as identified prior to displaying the photograph, or reproductions of the photograph.

You agree to inform the NPG upon entering the photograph into the prize:

• if the photograph includes, or is likely to include, any traditional First Nations knowledge, cultural expression or cultural objects
• of any Indigenous Cultural and Intellectual Property rights in the photograph
• of all permissions you as the Artist have obtained from traditional owners or custodians of the Indigenous Cultural and Intellectual Property rights
• of the identities and contact details for the traditional owner(s) or custodian(s) of the Indigenous Cultural and Intellectual Property rights to enable the NPG to obtain appropriate Indigenous Cultural and Intellectual Property permissions.

The NPG acknowledges and agrees that any Indigenous Cultural and Intellectual Property rights identified for the photograph will remain with the traditional owners or custodians of those Indigenous Cultural and Intellectual Property rights.

The NPG will acknowledge any traditional owners or custodians of the photograph in accordance with the Indigenous Cultural and Intellectual Property protocols reasonably identified by the traditional owners or custodians of the Indigenous Cultural and Intellectual Property in the painting.

14. INTELLECTUAL Property related to the USE OF AI

The creation of the photograph, the display of the photograph in the Exhibition and/or NPPP 2025 National Tour and any copyright permissions you have granted must not infringe or authorise the NPG to infringe any Intellectual Property Rights inherent in end user agreement or other agreements entered as part of the use of Generative AI Tools.

Should any data or input prompts used by you, in any Generative AI Tools used to create the photograph, contain names and/or images of other parties, names of works of art or other copyright material or intellectual property of other parties, or references to the creative styles of other parties, you warrant that you have obtained express consent from any and all such parties (individuals, groups, organisations or communities) to use such material in your entry and for all other purposes contemplated by these Rules.

15. VISITOR PHOTOGRAPHY AND FILMING

If your photograph is included in the Exhibition or NPPP 2025 National Tour, you agree that in recognition of the NPG Photography and Filming policy 2023 it is impracticable for NPG or NPPP 2025 National Tour venues to prevent visitors from taking photographs or videos of the photograph (including on their smartphones); and you will not hold NPG or the NPPP 2025 National Tour venues liable for such unauthorised photography.

NPG agrees to acknowledge the Artist or collective as the creator of the photograph in any permitted reproductions generated by the NPG and any time the photograph is publicly displayed or reproduced by the NPG

16. YOU MUST HAVE OBTAINED THE CONSENT OF YOUR SUBJECT(S)

By submitting an entry, you warrant that you have obtained the informed consent of the subject(s) of your photograph.

• Before obtaining consent, the entrant must communicate the following to the subject(s):
  1. information disclosed about them in the artist statement, including their name and any other personal information
  2. that the entry and the artist’s statement might be placed on public display in the Exhibition, the NPPP 2025 National Tour, online and in media
  3. the entry might be used, reproduced (including the ability to adapt or modify reproductions), published and communicated (including sub-licensing and/or supply to third parties) for promotional, publicity, educational and administrative purposes of the NPG for the Exhibition and by the NPG or NPPP 2025 National Tour venues for the NPPP 2025National Tour.

• You must provide the NPG with written evidence of the subject(s)’ consent when submitting your entry.
• If you do not have a signed consent form for your subject(s) by the entry closing date 9:00am AEDT Friday 31 January 2025, your photograph will not be considered for judging.
• In the unfortunate event your subject(s) has passed away between since the live sitting, the descendants and/or community must give permission via the signed consent form.

17. OTHER TERMS AND CONDITIONS

You warrant that:

• you are authorised to enter the competition and can agree to these Rules
• your photograph will not infringe copyright or any other third-party rights
• your entry meets all the Terms and Conditions of the Prize
• before registration, you will have obtained all necessary permits, permissions and approvals for your photograph

To the maximum extent permitted by law and except for the express written terms in these Rules, all other express or implied terms, conditions, warranties, statements, assurances and representations made by NPG in relation to the Prize competition or these Terms and Conditions are expressly excluded.

These Rules will be governed by the law of the Australian Capital Territory.