Competition rules

CARO-CROF Visual Arts Competition

Why? To support the CARO-CROF Studentship in Radiation Oncology

Who? Any member of the public is eligible to participate, including (but not limited to) CARO members or individuals registered for the 2016 CARO Annual Scientific Meeting in Banff, AB. Any visitor to the competition website can cast a vote for their favourite submissions.

What? Any original work that can be described as “visual art” is eligible – photography, painting, drawing. Submissions shall be a digital image (JPEG only) of the work.

Entries will be judged by visitors to the Art Competition website. Any visitor can vote for their favourite entry alone, or can cast different ratings for as many entries as they like. There are no restrictions on who can vote.

Winners will have their work featured at the 2016 CARO Annual Scientific Meeting, and be eligible to win a $100 gift bag from About Ground Arts Supplies.

When? Entries may be submitted from July 6-31, 2016.  Voting will be from August 1-31, 2016.

How?

There is a suggested donation of $20 to CROF to support the CARO-CROF Studentship in Radiation Oncology. Tax receipts will be issued for donations.

To submit your work: Enter now.

To vote: Voting is open from  August 1-31, 2016. Click on your favourite entries, scroll to the bottom, and click on your desired rating. For example:

vote

The fine print

SPONSOR

Sponsor of this competition is CARO (Canadian Association of Radiation Oncology), CARO Head Office, 20 Crown Steel Drive, Unit 6, Markham, ON L3R 9X9.

TERM

The 2016 CARO-CROF Visual Arts Competition begins Jul 1, 2016 and ends Aug 31, 2016, 11:59 p.m. Eastern Daylight Time (“EDT”).

WHO MAY ENTER

Competition is open only to individuals who have reached the age of majority in their jurisdiction of residence at the time of entry.

HOW TO ENTER

Each Entry consists of an entry form, a single image, and a suggested donation (optional). The suggested donation is $20 (Canadian dollars), made to CROF (Canadian Radiation Oncology Foundation). To enter, visit the CARO-CROF Art Competition website; complete an entry form with the required information, including your name, address, telephone number, email address, and photo caption; and submit along with your image and fee in accordance with the instructions that follow.

There is no limit on the number of entries per person. Each entry must comply with the following requirements (the “Photograph Requirements”):

Entries must be in digital format. Only online entries will be eligible. No print or film submissions will be accepted for entry into this competition. All digital files must be 20 megabytes or smaller, must be in JPEG or JPG format, and must be at least 1,024 pixels wide (if a horizontal image) or 1,024 pixels tall (if a vertical image). Works of art must have been created within eight (8) years before the date of entry.

Entries that include sculptures, statues, paintings, and other works of art will be accepted as long as they do not constitute copyright infringement or fraud; provided entrants must be prepared to provide a release form as described below in “Release.” If photographing the work of others, it must be as an object in its environment and not a full-frame close-up of another person’s art.

The entry, in its entirety, must be a single work of original material taken by the entrant. By entering the competition, entrant represents, acknowledges, and warrants that the submitted entry is an original work created solely by the entrant, that the entry does not infringe on the copyrights, trademarks, moral rights, rights of privacy/publicity or intellectual property rights of any person or entity, and that no other party has any right, title, claim, or interest in the entry.

The entry must not, in the sole and unfettered discretion of the Sponsor, contain obscene, provocative, defamatory, sexually explicit, or otherwise objectionable or inappropriate content.

The caption must be complete and accurate, sufficient to convey the circumstances or story behind the entry. Disguising or misrepresenting the origin of your content is cause for disqualification.

Watermarks are not acceptable. If Sponsor does not receive a non-watermarked version of the entry within ten (10) days following its request, the entry will be disqualified.

All entries must be submitted and received by August 15, 2016 at 11:59:00 p.m. EDT. Sponsor reserves the right to examine the original entry/source material in order to confirm compliance with these rules.

RELEASES

If the entry contains any material or elements that are not owned by the entrant and/or which are subject to the rights of third parties, and/or if any persons appear in the entry, the entrant is responsible for obtaining, prior to submission of the entry, any and all releases and consents necessary to permit the exhibition and use of the entry in the manner set forth in these Official Rules without additional compensation. If any person appearing in any photograph is under the age of majority in their state/province/territory of residence the signature of a parent or legal guardian is required on each release.

Upon Sponsor’s request, each entrant must be prepared to provide (within seven (7) calendar days of receipt of Sponsor’s request) a signed release from all persons who appear in the entry submitted, and/or from the owner of any material that appears in the entry, authorizing Sponsor and its licensees (“Authorized Parties”) to reproduce, distribute, display, and create derivative works of the entry in connection with the competition and promotion of the competition, in any media now or hereafter known. Failure to provide such releases upon request may result in disqualification at any time during the competition and selection of an alternate winner.

Similarly, upon Sponsor’s request, each entrant must be prepared to provide (within seven (7) calendar days of receipt of Sponsor’s request) a signed written license from the copyright owner of any sculpture, artwork, or other copyrighted material that appears in the entry, authorizing any Authorized Party to reproduce, distribute, display, and create derivative works of the entry in connection with the competition and promotion of the competition, in any media now or hereafter known. All releases must be in the form provided by Sponsor. Failure to provide such releases upon request may result in disqualification and selection of an alternate winner.

Finally, upon Sponsor’s request, each entrant must be prepared to provide (within seven (7) calendar days of receipt of Sponsor’s request) a signed written license from the owner of any private property included in the entry, authorizing any Authorized Party to reproduce, distribute, display, and create derivative works of the entry in connection with the competition and promotion of the competition, in any media now or hereafter known. All releases must be in the form provided by Sponsor. Failure to provide such releases upon request may result in disqualification and selection of an alternate winner.

COMPETITION PRIZES

2 winners will be awarded a gift certificate to About Ground Arts Supplies and have his or her submission featured at the 2016 CARO Annual Scientific Meeting in Banff, AB.

CARO reserves the right to change or withdraw the prizes at any time at its discretion, without prior notice.

JUDGING

Winners will be selected by public voting on the Arts Competition website. Any visitor to the website may cast votes for any entry or entries, including competition entrants. Voting will open August 1, 2016 and be permitted until August 31, 2016. The dates are subject to change.

At the conclusion of the voting period, a snapshot of all ratings for all submissions will be taken. Entries with the highest average (mean) rating will be designated winning entries. Average ratings may be weighted by the number of votes allocated to that entry. Entries with a disproportionally small number of votes may be excluded from consideration, at the discretion of the Sponsor. The rating formula is subject to change.

Winners will be chosen on or around August 31, 2016, and notified by email and/or on the Arts Competition website. Depending on the distribution of ratings, the rating scheme and judging criteria may be changed by the Sponsor without prior notice to voters or entrants. Decisions of the Sponsor are final and binding. No appeals are permitted.

LICENSE

By entering the competition, all entrants grant an irrevocable, perpetual, worldwide non-exclusive license to the Sponsor to reproduce, distribute, display and create derivative works of the entries (along with a name credit) in connection with the competition and promotion of the competition, in any media now or hereafter known, including, but not limited to: public performance, public display, publication. Entrants consent to the Sponsor doing or omitting to do any act that would otherwise infringe the entrant’s “moral rights” in their entries. Display or publication of any entry on the Sponsor’s or competition’s website does not indicate the entrant will be selected as a winner.

LIMITATION OF LIABILITY

By entering this competition, all entrants agree to release, discharge, and hold harmless CARO, CROF, and its partners, affiliates, subsidiaries, advertising agencies, agents and their employees, officers, directors, and representatives from any claims, losses, and damages arising out of their participation in this competition or any competition-related activities and the acceptance and use, misuse, or possession of any prize awarded hereunder.

CARO assumes no responsibility for any error, omission, interruption, deletion, defect, or delay in operation or transmission; communications line failure; theft or destruction of or unauthorized access to competition entries or entry forms; failure of the voting and/or rating system; tampering of the voting and/or rating system, or alteration of entries or entry forms. CARO is not responsible for any problems with or technical malfunction of any telephone network or lines, computer online systems, servers or providers, computer equipment, software, failure of any email entry to be received on account of technical problems or traffic congestion on the Internet or at any website, human errors of any kind, or any combination thereof, including any injury or damage to entrants’ or any other persons’ computers related to or resulting from participation, uploading or downloading of any materials related to in this competition.

CONDITIONS

By entering, entrants also agree (a) to be bound by these rules; (b) that the decisions of the Sponsor are final and binding with respect to all matters relating to the competition. All federal, state/provincial/territorial, and local taxes, fees and surcharges and taxes (whether foreign or domestic, and including income, sales, and import taxes) on prizes are the sole responsibility of the prize winners. In the event that the selected winner(s) of any prize is/are ineligible, cannot be traced or does/do not respond within twenty (20) days to a winner notification as required by the “Competition Prizes” Rules above, or refuses the prize, the prize will be forfeited and Sponsor, in its sole discretion, may choose whether to award the prize to another entrant.

The Sponsor reserves the right to verify the validity and originality of any entry and/or entrant (including an entrant’s identity and address) and to disqualify any entrant who submits an entry that is not in accordance with these Official Rules or who tampers with the entry process. Failure by the Sponsor to enforce any of its rights at any stage does not constitute a waiver of those rights.

RIGHT TO CANCEL OR SUSPEND COMPETITION

If for any reason the competition is not capable of running as planned, due to infection by computer virus, bugs, worms, trojan horses, denial of service attacks, tampering, unauthorized intervention, fraud, technical failures, or any other causes beyond the control of CARO that corrupt or affect the administration, security, fairness, integrity, or proper conduct of this competition, CARO reserves the right, at its sole discretion, to disqualify any individual(s) who tamper with the entry process, and/or to cancel, terminate, modify, or suspend the competition. If Sponsor elects to cancel or terminate the competition, Sponsor will not retain any rights in the submitted photographs. The optional suggested donation will not be returned to entrants.

WINNERS LIST

Entrants are responsible for complying with these Official Rules. Winners’ names will be available online at https://crofphoto.com/ after August 31, 2016. CARO may also publish non-winning entries and their respective entrant’s names and captions.

DATA PRIVACY

Entrants agree that personal data, especially name and address, may be processed, shared, and otherwise used for the purposes and within the context of the competition and any other purposes outlined in these Official Rules. The data may also be used by the Sponsor in order to verify the participant’s identity, postal address, and telephone number or to otherwise verify the participant’s eligibility to participate in the competition. Participants have the right to access, review, rectify, or cancel any personal data held by Sponsor by writing to CARO. Personal data will be used by Sponsor and its affiliates exclusively for the purposes stated herein.

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