Event-related
It is important to stipulate that works/images will only be used in relation to the event. It is also reasonable to establish a time limit on usage in the contexts allowed. Catalogues should be regarded as an events-related publications and may be sold to recover costs without a license fee to the entrant. Most entrants will welcome a catalogue as “evidence” that their work was included in an event.
All reasonable care must always be taken to protect entrants’ works from unauthorised use. Organisers should use only low-resolution files in electronic media and protect entrants work with watermarks and/or copyright notices.
Use of entries for reproduction outside the context of the event can usually be negotiated at reasonable market rates, resulting in a win/win outcome for all involved.
Book Publication/Merchandise
Reproduction of entries in books or other formats (such as calendars, cards, carry-bags, postcards, gift items, etc.) should be negotiated separately with each entrant. Such reproduction is usually for merchandising purposes beyond the embrace of event-related promotion and prior permission must be granted.
If organisers intend from the outset to publish a book, adding an explanatory phrase to the conditions of entry may facilitate the process, such as:
“Publication of a book is proposed using selected competition/exhibition entries. Entrants will be contacted in advance for permission, and to negotiate a reasonable commercial licence fee for such use.”