Members Information

Information for current members of Stafford Camera Club including:

Competition Rules
Equipment Loans
Printing issues
Club Rules
Membership Application Form

You can download and fill in the Application Form before the start of the 2017 - 2018 Season. Please follow the link below:


Camera Tips

Camera Tips


1. Eligibility to enter Club competitions

1.1 Only members who have fully paid their annual subscription to Stafford Camera Club may enter the Club’s competitions.

2. Internal Progress Competitions

2.1 Three print competitions and three Digital Projected Image (DPI) competitions shall be held each season. Print competitions and DPI competitions will be held on separate evenings in the case of both the Progress and Annual competitions. Competition dates will be as indicated in the Club Programme. The classes that will be open to paid-up members are as follows:
Monochrome Prints –Beginner*, Intermediate and Advanced
Colour Prints –Beginner*, Intermediate and Advanced
Digital Projected Images – Beginner*, Intermediate and Advanced
*A Beginner is considered to be:
A member with little or no previous photography experience and / or
A member who has not won a competition at Stafford Camera Club, or at any other photographic club, or entered any other photographic competition.
Each year the overall top scoring members in the Beginners section will be moved-up to the next Class, in both the DPI and Print classes
2.2 Members may enter up to 4 mono prints, 4 colour prints in each of the internal print competitions and 4 Digital Projected Images (DPI) in each of internal progress competitions.

3 Selection of Classes and promotion of winners of each class

3.1 The New Member Liaison Officer and the Competition Secretary will jointly evaluate, based on available information, the most appropriate Class (Beginner, Intermediate and Advanced) for members, in relation to Club Competitions. Whilst members will be able to express a preference for a particular Competition Class, the placement of members into the most appropriate Competition Class will be at the discretion of the Competition Secretary and the New Member Liaison Officer. The advice of other Committee members can be asked, if needed.
3.2 Members will be allocated into a Class at the beginning of the season and the member will remain in that Class until re-evaluated for the following season

4 Scoring of competition entries

4.1The Programme Secretary will arrange for an external Judge(s) to attend the Club to evaluate and score entries
4.2 Progress Competitions - Points will be awarded by the judge up to a maximum of twenty for each entry. The judge will be encouraged to award points to provide a clear 1st , 2nd and 3rd places, but the actual awarding of points will be at the judge’s discretion.

5 Posting of Competition Results

5.1 The running points total for each member will be posted on the club website. After the last Progress Competition of the season, the marks for the eight highest marked entries by each entrant in each class will be totalled. Awards will be made to those members achieving the highest total of marks for eight entries in each of the classes.

6 Eligibility of work into Competition

6.1 A print or digital image may be entered only once in any individual Internal Progress Competition class. Images from previous Progress Competitions may not be entered again in the same Class, in the same year or in any subsequent year, irrespective of Class
6.2 Identical images shall not be entered in the print and digital image Progress Competitions in the same season.
6.3 An image shall not be submitted as both a monochrome and a colour version in Progress Competitions in the same season.
6.4 Multiple versions of an image resulting from techniques such as copying, masking, toning or any other procedure or process that generate near-similar images, are not permitted in the same season, in the Progress Competitions, but may be entered into the Annual Competition in the same season.

7. Identification, presentation and submission of work

7.1 All prints must be mounted on light-weight board. Prints and their mounts shall be of any size, up to a maximum of 50cm x 40cm overall.
7.1.1 Prints - All prints must be identified by a title and bear the entrant’s name and the class entered on the rear of the mount. No words should appear on the front of the mount. The ‘author’ must also submit a DPI of the print image to the Competition Secretary, to allow the image to be projected
7.2 DPI Images - must be submitted to the Competition Secretary by email, or on CD Roms, or memory stick.
7.2.1 DPI images should be numbered from 1 to 4 followed by a dot and space and the title (e.g. 1.(space) titleofimage.jpeg). There should be no other words in the title e.g. ”copy of” or “author’s name” . It is not necessary to include .jpg in the title if the file is saved in .jpg format. The images should be contained in a folder with the competition date and separate subfolders titled “Colour” and “Mono”. The entrant’s name must be written on the CD or the memory stick clearly labelled. The entrant’s name should also be written on the sleeve of the CD.
When submitting DPI entries by e-mail, the email title should clearly state “Entries for DPI / Print competition Date”
7.3 The images must be given / submitted to the Competition Secretary, one week before the competition date.

8. Technical criteria regarding images

8.1 Monochrome shall be black and white or toned entirely in a single colour. In the case of a black and white image modified by partial toning or the addition of one colour to a part of the image, this becomes a colour image and should be entered in the colour category.
8.2 DPIs (digital projected images) must be submitted in .jpg format, sRGB colour space. Maximum image size for landscape format is 1400 px wide and 1050 px high for landscape images. Portrait format images must not exceed 1050 for the vertical side. Resolution should be 72dpi.

9. Panel Print Competitions

9.1 A Panel print competition shall be run on the same night as the Themed Prize competition night. This is an Open Class and is not judged as Beginner, Intermediate or Advanced classes
9.2 The entry shall be limited to 3 panels of three prints per member; the theme of the individual panels shall be related in some way. Prints that have been entered into previous Internal Progress or Annual Competitions may be entered as part of a Panel of Three images.
9.3 Prints should be mounted, the size of mount for each print being no more than 50cm x 40cm. The prints should bear the theme title and the name of the author. Prints should be marked on the back to indicate “left”, “centre” and “right images”.
9.4 The definition of a Panel entry shall mean 3 separately captured images

10. Annual Competition

10.1 An annual print competition and an annual DPI competition shall be held after the Internal Progress competitions, towards the end of each season. The Annual Competition date will be as indicated in the programme.
10.2 The Classes, which will be open to all members, will be as follows:
Monochrome Prints –Beginner, Intermediate and Advanced
Colour Prints – Beginner, Intermediate and Advanced
Digital Projected Images – Beginner, Intermediate and Advanced
Panel Print competition – a single Open Class
10.3 Annual Competition entries – number of images
10.3.1 Members may enter up to 4 images in each class of the annual competition, except that Panel entries shall be limited to a single panel entry of 3 prints.
10.4 Annual Competition entries
10.4.1 A print or digital image may be entered only once in any individual Annual Competition class. Images entered in previous years Annual Competitions are not allowed in the same format.
10.4.2 Images that have already been entered in an Internal Progress Competition are not excluded from entry into the Annual Competition.
10.4.3 Identical images shall not be entered in the Print and DPI sections of the Annual Competition in any one year.
10.4.4 The same rules as above ( See also Competition Rule 6 ) shall also apply to entries into the Annual competitions.
10.5 Scoring of the Annual Competition
Unlike the internal competitions, the judge will not allocate marks, but will instead decide 1st, 2nd, 3rd in each class and may award any number of Highly Commended and Commended to images.

11. Themed Competition

11.1 A Theme Competition will be sponsored by Stafford Camera Club. Cash prizes totalling £ 50 will be awarded to the first 3 places winners (1st £ 25 , 2nd £ 15 and 3rd £ 10). The theme in 2017/2018 season is "Shadows and / or reflections” and the competition takes place in the same evening as the Panel print Competition. Please refer to the Programme for the exact date.
11.2 Club Members may enter a maximum of 4 images into this Competition. This is an Open Competition and entries from all Classes are eligible
11.3 The Themed Competition will alternate annually between DPIs and PRINTS
2017/18 – DPI 2018/19 – PRINT 2019 /20 – DPI and so on

12. Images of the Year

12.1 A DPI Image of the Year will be selected by the judge, from the submitted DPI entries, at the Annual Competition.
12.2 A Print Image of the Year will be selected by the judge, from either the colour or monochrome sections, from the submitted print entries, at the Annual Competition

13. Inter-Club Competitions / Exhibitions

13.1 It will be assumed, unless the contrary is notified at the time of submission of any entry, that all entries will be made available for selection by the Competition Secretary for use in Inter-Club competitions, and for use in exhibitions.

14. Ownership of images and image manipulation

14.1 Images must be the entrant’s own work*2. All images must be the total and exclusive work of the entrant and may not include any element that was originated by, or is the copyright of other photographers. (*2 see also Club Rules – Rule 14)
14.2 Images may be altered and / or manipulated, electronically or otherwise, by the author and the use of artwork or computer graphics created by the entrant may be incorporated, if the photographic content predominates.
14.3 Entries must originate as photographs (image-captures of objects via light sensitivity) made by the ‘author’ on photographic emulsion, or acquired digitally.

15. Liability of the Club

15.1 All reasonable care will be taken of entries, but neither the Club, nor any of the club’s Officers shall be liable for any loss or damage that may occur to entries.

16. End of Season Awards

16.1 Trophies and certificates will be awarded at an End of the Season Awards Night, as detailed below
16.2 Trophies shall be awarded in respect of the following:

Internal Progress Competitions
? Winner of the monochrome print in each of the classes
? Winner of the colour print in each of the classes
? Winner of the digital projected image in each of the classes
Annual Competition
? Winner of the monochrome print in each of the classes
? Winner of the colour print in each of the classes
? Winner of the digital image in each of the classes
? Winner of the Print Image of the Year
? Winner of the DPI image of the Year

16.3 Award of Certificates of Achievement

16.3.1 Annual Competition Certificates
Certificates will be awarded to members achieving 2nd and 3rd place and for the Highly Commended and Commended entries
16.3.2 Internal Progress Competition Certificates
Certificates will be awarded to members achieving 2nd and 3rd place in each of the classes (Novice, Intermediate, and Advanced)
16.3.3 Themed Competition
Certificates will be awarded to 2nd and 3rd place entries in the Themed Competition
16.3.4 Panel print Competition
Certificates will be awarded to 2nd and 3rd place entries in the Panel print Competition

Stafford Camera Club
The Competition Rules were reviewed in May 2017 and approved by the
Stafford Camera Club Annual General Meeting on 9 May 2017


The Club trip organizer shall notify the membership of forthcoming trips via the club website, normally at least one month in advance. Any necessary health and safety precautions to be notified by the trip organizer.

All under 18s who wish to participate in our meetings or events need to be accompanied by an appropriate adult.


We currently have the following equipment available for loan to club members.

X-Rite i1 Display Pro – Professional Display Calibration and Software
X-Rite Color Checker – for Digital Camera Calibration.

Club studio lighting kit.

These will be available on club evenings and ‘first come first served’ applies.

Members are responsible for the safe return of equipment loaned.

Instructions will be available in addition to the Quick Start Guides.

If interested – please contact Graham Argent – Equipment Officer.



Digital cameras, computer monitors and printers interpret colour independently. The way each handles colour is “device specific” and they interpret the colour independently, in accordance with their built-in settings.
Devices contain a small instruction file called a profile which activates adjustments to colours, brightness and saturation.

Each time you take a picture with a digital camera it embeds a profile within each image file. This input profile will be either sRGB or Adobe RGB 1998 and describes the colour information. This is ideal for your monitor and suits its ability to display the colours as closely as possible to the original.

However, calibrating your monitor is the only way to guarantee that the colour you see on your screen is an accurate rendition of the information in your image file. Screen manufacturers set up screen colour and brightness for word processing etc and this default setting is usually too blue and too bright to render photographs accurately. Members of St Leonards Camera Club can use the club’s i1 calibrator to calibrate their monitor screens to accurately display their images.

A colour management module is built into Photoshop and Elements to translate the information in the image input profile to the output profile used by the printer. All printers interpret colour differently – each one has a built-in generic profile that it uses to describe the colour it should produce which is built in by the manufacturer. In reality it is a guess at what the printer should do.

In order that the original colour description is carried through to the printer an output profile needs to be built for each paper matched to a specific inkjet printer and ink set. An output profile will deliver known, consistent colour to your printer. This is done by converting the colour values in the input profile accurately to the output profile ensuring that the original colour description is maintained – much like a translation between two languages.
Profiles for printer/ paper combinations can be generic as a starting point or 100% accurate – ones that have been custom/bespoke created specifically from your printer, ink and paper combination.

You can download generic profiles from the paper manufacturers (may charge you) or free from Permajet or Fotospeed. To obtain bespoke profiles you will need to adjust your colour management module in Photoshop (Edit - colour settings) or Elements and send off a test print.

This information was gleaned from information provided by Permajet and Fotospeed . If you require, more detailed information or need generic or bespoke profiles I suggest you contact either of these companies.
Article by Tony Winfield - Secretary St Leonards Camera Club.


1. Constitution
The club shall be called Stafford Camera Club and membership shall be open to anyone unless there is a good reason why this is not appropriate.

2. Object
The object of the club shall be the furtherance of the photographic arts and techniques to the mutual benefit and encouragement of its members through the arranging of lectures, demonstrations, competitions, exhibitions, debates, outings and the transaction of any matter consistent with its title. The funds of the club shall be devoted solely to this stated objective. The club is a non-profit making organisation. It will promote its activities to the local community and encourage new membership.

3. Ordinary Meetings
Ordinary club meetings shall normally be held weekly on a Tuesday commencing at 8.00pm from September through to May. They shall have the power to transact any business of the club, except as provided otherwise by these rules. It shall not be necessary to give notice of ordinary meetings other than by a printed programme, a copy of which shall be made available to each member every year.

4. Extraordinary Meetings
Extraordinary meetings shall be held if so requested by the committee, or upon receipt of a written request to the Secretary from at least six members, stating the business of the meeting. Two weeks notice of such meetings shall be given to club members.

5. Annual General Meeting
An annual general meeting shall be held in May of each year to: -
• Receive from the retiring committee a report on the position of the club and its progress during the past year.
• Receive from the Treasurer, a statement of accounts for the year as at the date of the AGM, independently examined by the auditor.
• Elect the officers and committee members to serve for the ensuing year.
• Establish the subscription rates for the following year.
• Decide such matters relative to the club as the meeting may think fit.

6. Officers of the Club
The honorary officers of the club shall be Chairman, Vice-Chairman, Secretary, Treasurer, Assistant Treasurer, Competition Secretary, Programme Secretary, Website Manager, Exhibition Secretary, Publicity Officer, Social Secretary, Portfolio Secretary, Equipment Officer and Trip Manager.

The above officers shall be elected annually at the AGM. All nominations shall be submitted to the Secretary prior to the commencement of the meeting. All officers shall retire and be eligible for re-election.

An Auditor shall be appointed annually at the AGM, who will not be a committee member.

7. Committee
The committee shall consist of club officers detailed in 6 above and two other ordinary members. The committee shall: -
• Govern the affairs of the club in accordance with the rules.
• Have full control over the funds of the club except that the subscription rates shall be determined by the AGM.
• Have the power to fill any vacancy of officers or committee which may occur between AGMs.
• Have the power to co-opt members onto the committee for specific purposes.
• Have the power to appoint sub-committees with such terms of reference as may from time-to-time be determined.
• Have the power to arrange outings and extra meetings.

No business shall be transacted at any committee meeting unless five members be present. Committee meetings shall be convened by the Secretary whenever he or she deems it necessary, or on the request of any two members of the committee. There shall normally be at least three committee meetings held each year.

8. Voting Rights
Ordinary, Extraordinary and Annual General Meetings – each member is entitled to attend and shall have one vote; the chairman having a casting vote. Resolutions shall be carried by the majority of the members present and voting.

Committee meetings – each committee member shall have one vote; the chairman having a casting vote. Resolutions shall be carried by the majority of the committee members present and voting.

9. Chairman
At all meetings and committee meetings the chair shall be taken by the Chairman if in attendance, otherwise by the Vice-Chairman. If neither of these officers is present, the meeting shall proceed to elect one of its members present to act as chairman for that meeting or committee.

10. Minutes
The Secretary shall keep minutes of the proceedings of AGMs. At all AGMs the reading of the minutes of the previous meeting shall normally precede the transaction of all other business, except the election of chairman if necessary. The minutes shall be signed by the chairman as conclusive evidence that the matters have been properly recorded.

11. Membership List
The Secretary shall maintain a list of current members.

12. New Members
New members shall be required to complete a membership application form.

13. Admission of Non-Members
Members may introduce visitors at ordinary meetings. Occasional visitors will be charged the visitor fee per attendance. Non-members may not participate in club competitions.

14. Termination of Membership
Any member whose conduct is injurious to the welfare of the club may be expelled by the resolution of an extraordinary meeting called in accordance with rule 4. Seven days notice of such a meeting must be given to the offending member.

Professional and personal conduct:

1. MEMBERS shall so order their conduct and behaviour [* 1] as to uphold the dignity and good reputation of the club and safeguard the public interest in matters relevant to the art, science and practice of photography.

2.MEMBERS shall exercise integrity and judgement to comply with matters of good taste and in respect of current definitions of indecency and pornography. The Competition Secretary is empowered to withdraw any images from Competition that he / she considers indecent / pornographic

3.MEMBERS shall have due regard to the safety, health and welfare of themselves, colleagues and the general public when undertaking photography participating in club activities.

4.Any MEMBER found to have contravened the letter, intent or spirit of Rules 1, 2 or 3, will be suspended from the Club, as decided by, and at the discretion of the Chair and / or Vice Chair of the Club. This suspension will be without prejudice and a hearing of the breach will then be held as soon as possible.

5.In the event of a BREACH of Rules 1, 2 or 3 a Panel of 3 Committee members [*2] , comprising 2 Officers and 1 Committee member shall be appointed by the Committee who will have the authority to undertake a hearing of the breach and decide if the member is guilty or not guilty of a breach.
The member subject to an accusation of a Breach of Club Rules will be invited to attend the Hearing to give their version of events. The Panel will determine the outcomes for the member. Outcomes will be incremental, dependant on the severity of the breach and will include either a written warning, suspension from the club for a determined length of time or expulsion from the club.
The Hearing will take place as soon as is practicable and the member in breach must be given 7 days notice in writing of the hearing. The hearing can take place if the member chooses not to attend and the written decision of the Panel will be sent to the member within 72 hours whether or not they attend the hearing.
6. There is no right of Appeal against a Suspension or Stage 1 [Written Warning] .
The Member may Appeal a decision to expel a member. Such an Appeal must be submitted in writing within 14 calendar days to the Chair of the Club, setting out the grounds of the appeal.
An Appeal panel will be appointed by the Committee, comprising 2 Officers and 1 Committee member who have the authority to undertake the Hearing. An Appeal will only consider whether the Conduct Hearing has adhered to the Rules of the Club. An Appeal hearing will not re-Hear the substance of the Case
An Appeal Hearing will be held whenever possible within 21 days with an independent panel of Committee members, who have had no previous involvement with the ‘breach’

*1 Examples of inappropriate conduct or behaviour (but not limited to) ;
Foul, insulting, abusive, defamatory or offensive language or misconduct used directly or indirectly toward a Club member, Speaker, Judge or Guest, in person, by telephone, by email, on social media, or by letter
Physical assault.
Drunken and / or disrespectful behaviour.
Undermining the work of the Club / Committee either directly or indirectly
Sexual impropriety towards a member(s)
Discrimination or intolerance on the grounds of race, religion, gender, sexual orientation, disability
Theft of or otherwise obtaining any Club property, money or advantage by deception;
Submission of work into competition, where the ‘authorship’ does not belong to the photographer
Failure to follow health & safety guidance relating to Club activities

*2 Officers : to be selected from:
Chairperson , Vice Chairperson, Secretary, Programme Secretary , Competition Secretary (Prints and DPI) , Treasurer and Exhibition Secretary, Fields Trip Organiser, Website Manager, Press & Publicity Office, Equipment Officer

Members : to be selected from: New Members Liaison Officer, Committee Members

15. Subscriptions
Annual subscriptions are due by the third week of the season unless there are extenuating circumstances. The amount to be paid to the Treasurer shall be such sum as the previous AGM have decided. Any person whose annual subscription is one month in arrears shall cease or be ineligible to be a member of the club upon resolution of the committee. At the discretion of the committee, half yearly subscriptions shall apply to new members joining after the 1st January.

In addition to a yearly subscription, members will be required to pay an admission fee per attendance. This will be such sum as the previous AGM have decided.

16. Club Property
The Equipment Officer shall keep and maintain an inventory of club property and administer equipment loans to members. The club shall ensure that its property is covered by adequate insurance cover. In the event of the club being dissolved, or otherwise ceasing to exist, its property shall be transferred to The Midland Counties Federation to be held in trust and available at the discretion of the said Federation for any photographic club/society which may be created in the area covered by the previous Camera Club.

17. Venue
Any proposal for a permanent change in the venue for the club’s ordinary meetings shall be considered by the AGM or if necessary by an extraordinary meeting.

18. No Smoking
Members must not smoke when attending club meetings.

19. Alteration to the Club’s Rules
Any proposal for an alteration to the rules of the club shall be considered by the AGM, or if necessary, an extraordinary meeting.

20. Availability of Rules
A copy of these rules and competition rules shall be made available to all club members on the website.

21. Competition Rules
The rules relating to the club’s competitions, whilst listed separately, shall form part of these rules. Any proposal for an alteration to the club’s competition rules shall be considered by the AGM, or if necessary, an extraordinary meeting.

22. Insurance
The Treasurer will ensure that the club is covered by adequate Public Liability Insurance.

23. Affiliation
The club will maintain affiliation to the Photographic Alliance of Great Britain through the Midland Counties Photographic Federation.

24. Health and Safety
The club will ensure compliance with Health and Safety legislation, Regulation and Guidance where appropriate through a process of risk assessment and application of adequate risk control measures.

Health and Safety Policy Statement

This is the Health and Safety Policy Statement of Stafford Camera Club.

[1] Our Statement of General Policy is to:

• provide adequate control of the health and safety risks arising from our club activities;
• consult with our members on matters affecting their health and safety;
• provide and maintain safe plant and equipment;
• ensure safe handling and use of substances;
• provide information, instruction and supervision for members;
• ensure all members are competent to do assigned club tasks, and to give them adequate training for these as needed;
• prevent accidents and cases of activity-related ill health;
• maintain safe and healthy conditions for all club activities; and
• review and revise this policy as necessary at regular intervals.
[2] Responsibilities
The overall and final responsibility of Health and Safety is that of the Club Chair.
Day-to-day responsibility for ensuring this policy is put into practice is delegated to all the members of the Committee.
All Club members have to:
co-operate with committee members on health and safety matters;
not interfere with anything provided to safeguard their health and safety;
take reasonable care of their own health and safety; and
report all health and safety concerns to an appropriate person (as detailed in this policy statement).
[3] Health and Safety Risks arising from our activities
Risk assessments will be undertaken by committee members.
The findings of Risk Assessments will be reported to committee meetings.
Action required to remove/control risks will be agreed by the committee, who will be responsible for ensuring that the action required is taken.
Committee meetings will check that the implemented actions have removed/reduced risks.
Assessments will be reviewed annually, or when the activity changes whichever is sooner.
[4] Consultation
Members are represented by the committee, and consultation is via the normal activity of the club.
[5] Safe use of Equipment
The equipment officer will be responsible for identifying all equipment/plant requiring maintenance and for ensuring effective maintenance procedures are carried out.
The committee will be responsible for ensuring that all identified maintenance procedures are implemented.
Any problems with plant/equipment should be reported to any available committee member.
The equipment officer will check that new plant and equipment meets health and safety standards before it is purchased.
[6] Safe Handling and Use of Substances
The equipment officer will be responsible for identifying all substances which need a COSHH assessment.
The Equipment Officer will be responsible for undertaking COSHH assessments.
The committee will be responsible for ensuring that all actions identified in the assessments are implemented.
The committee will be responsible for ensuring that all relevant members are informed about the COSHH assessments.
The Equipment Officer will check that new substances can be used safely before they are purchased.
Assessments will be reviewed every year.
Information, Instruction and Supervision
The Health and Safety Law poster is displayed at the club premises
Health and safety advice is available from any member of the committee.
The committee is responsible for ensuring that our members are given Health and Safety information.
[7] Competency for Tasks and Training
No specific training is expected for club members.  Committee members will ensure that members are kept informed of risks, and that members without specific competence do not undertake tasks.
[8] Accidents, First Aid and Task-Related Ill Health
No specific health surveillance needs are known.
First aid boxes are kept at the club premises
The designated first aider will be decided by the committee.
All accidents and injuries will be recorded at the club premises
The Chair is responsible for reporting accidents, diseases and dangerous occurrences to the enforcing authority.
[9] Monitoring
To check our conditions and practices are safe we will discuss Health and Safety issues at every committee meeting.
The Chair (or someone designated by the Chair) is responsible for investigating accidents.
The committee is responsible for acting on findings to prevent a recurrence.
[10] Emergency Procedures
Emergency procedures are governed by the owners of premises we hire for meetings.
Committee members present at meetings will ensure that they are adequate and fit for purpose.


Risk Assessment 2017: