General Guidance

This area contains guidance on all aspects of running a photographic club. If need help finding your way around this website please see the SPF Services download available below.

For Guidance on entering SPF Competitions using this website or for Digital Guidance and Definitions please visit the Competitions Guidance page (click here).

About This SPF Website

The SPF Website - To find out what's where download the SPF Services Document below for an overview of what's contained on this website and where

The 'Admin Area' - Online Entry area is for Club Main Contacts and Competition Secretaries only at this time. Please visit the Competitions Guidance page (click here) for full details and Illustrated Guidance Notes for help in completing your Club's entry online. Please Contact Libby if you require any assistance.

PAGB Recorded Lecture Service

The SPF have had a number of enquires from SPF Member Clubs trying to gain access to download PAGB Recorded Lectures for their Clubs.

The PAGB Central Entry System, also known as the PAGB CES Website, amongst other things, allows all PAGB affiliated Club Officials (including all SPF Clubs) access to the PAGB’s Recorded Lecture Service (RLS). Those enquiries from SPF Club Committee Members ask why they can’t gain access to this PAGB site even although they are a PAGB affiliated Club via their SPF membership and have SPF website access.

To clarify, the SPF administers its own SPF website (this website), and that is what every SPF Club is set up to access by the SPF (by Libby), currently for entry to the SPF Admin area for competition entry. This website log-in access is only for this SPF website not for the PAGB's.

Although all SPF Member Clubs are listed on the PAGB CES website, by the SPF, it is up to the main Club Committee Members to make their own registration on the PAGB CES site to gain access for their Club*.

For full details of how to make an SPF Club Registration on the PAGB CES to gain access to the PAGB Recorded Lectures area, or to enter a PAGB Competition, by (clicking here) you will be able to download PDF instructions together with PAGB Recorded Lecture Service details.

*Your Club may already have this access set up if your Club has entered a PAGB Competition. Check if your Competition Secretary has done so as they may well already have the access your Club requires. (This does not include individual Competition Entry to e.g. Masters of Print only Club Entries made by a Club Official on behalf of the Club has the same Log-in required) 

How to Submit Articles

If you have anything that requires circulating for a specific date then please contact either the General Secretary or the e-flash editor who may be able to help. We are keen to see Club events advertised in our News area, and we'd also like to cover any historical events in our 'History' page.

How To Become an SPF Area Representative

The ‘Area Representatives’ are elected by the Clubs in their Area. Without this help the SPF cannot continue to offer all of the Services and Events to its Clubs it does currently. A number of the posts for SPF Area Rep are currently vacant. We, the SPF, cannot constitutionally fill these posts ourselves. 

If there is no-one in post, all you require to do is get your Club to nominate you. The nomination will be circulated to all of the Clubs in your area, inviting acceptance or alternative nominations. If no further nominations are forthcoming you are elected to the post. 

Please see full details on the download below of what is required for the post of SPF Area Rep, along with details of areas vacant. Feel free to contact the SPF General Secretary if you would like to discuss (click here)

SPF Judges and Lecturers

All information relating to the SPF Judges and/or Lecturers contained in the PAGB Handbook is an abridged version of the information contained in our own SPF Directory. NB - SPF Judges and Lecturers who have travel restrictions, etc. are not shown in the PAGB Handbook - this is a PAGB rule, not ours.

We would ask all Judges and Lecturers to let us know as soon as there are any amendments to the details listed in our SPF Directory.  A contact form is supplied for this purpose at the end of the listings in our SPF Directory and also below. A PDF of our SPF Directory is issued to Club Secretaries as frequently as required.

You can send update forms to the SPF Database Manager or by post to the General Secretary. Contact details for these Executive Members are also in your SPF Directory.

You may also find a the Judges Area on this website of interest. It containing everything related to Judging for use by both Clubs and Judges alike. To visit the All Things Judging area of this website (click here)

Judge's and Lecturer's Booking Forms for use by Clubs

Booking Forms are available for your use when booking SPF Judges and Lecturers. There is also a Booking Reply Form supplied for Judges and Lecturers to note their details. Visit the download area of the 'All Things Judging' area of this website for full info (click here)

Please ensure you agree the expenses required at the time of the booking.

These details are also supplied in the PAGB Handbook, a copy of which is supplied to all Club Secretaries by post. For your convenience the relevant pages are available below or on the Library area of the PAGB website (click here).

Digital Images - Please remember to discuss with the Judge well in advance of the Competition how you propose to present the digital images to him/her - please do not automatically assume that because they are willing to Judge Digital that you do not have to do this - Please see the Digital Guidance Notes supplied within our Competition Guidance area (click here). If you do not adhere to items ‘a’, ‘b’, ‘c’, ‘d’ & ‘e’ of these Guidance Notes, your Judge may refuse to Judge your competition.


The PAGB have produced guidance documents on Data Protection, Health and Safety and Child Protection. Neither the PAGB nor the SPF accept any responsibility for any errors or incorrect statements within these publications. These are meant as a starting point for you. You main find some differences in legislation in Scotland, particularly in regard to Child Protection. 

Disclosure Scotland (click here) and the Voluntary Arts Scotland (click here) are good sources of information. Most local councils may have someone who can advise Clubs locally.

For full details about the Data Protection Act please visit the goverment website (click here) for full details and see the separate DAta Protection section below.

For an interesting article on UK Photographer's Rights please visit the following Sirimo website (click here) (Please note Sirimo has no connection with the SPF. This has been added here as a general resource for those Photographing in Public places)

Data Protection

This section should be read in conjunction with the Data Protection downloads available below ('Data Protection and the SPF Guidance Document' contains all documents in one)

As there was new Data Protection legislation that came in to force in May 2018, the SPF had to put certain things in place to comply with the new legislation. And; following new documentation laid out by the PAGB in Feb 2018 (updated Apr 18), the SPF have put a Data Protection Policy in place and amended our Competition Rules for all events in line with the new requirements. 

This information is advisory and does not set out a policy for anyone to follow. It is intended only as guidelines for Clubs to construct their own policy. Whilst this information has been researched and we believe it to be accurate, the SPF and/or PAGB can accept no responsibility for any errors or incorrect statements and cannot be held liable for any consequent actions which may arise.

Clubs should particularly check the Guidance Summary given by the PAGB in their PAGB Advice Document;

Extract from PAGB Advice – The new legislation adds a requirement for all data controllers to demonstrate their compliance Federations/Clubs need to inform volunteers about the requirements for holding and using personal data. Federations/Clubs do not need explicit consent to collect personal data, but implied consent is only valid within a published policy. The data controllers of Inter-Club and similar events will need to ensure they have consent from individual photographers whose work is entered via a third party.

The main areas where some changes may be required by your Club, in addition to what you already do, are shown in the Summary List of Actions -

  • Federations/Clubs will need to prepare and publish a data protection policy containing an adequate description of what personal data will be collected and for what purposes. – This is required so that implied consent is valid for competition secretaries entering member’s work in Inter-Club/SPF/PAGB events (SPF Draft Club Policy available to download above)
  • Federations/Clubs will need to review and document their compliance with their own policy.
  • Federations/Clubs will need to inform their volunteer officials about maintaining a separation between personal data from different data controllers, and between controlled and domestic use of personal data – i.e. that data can only be used for Club business (inc SPF Directory lists etc..)
  • Organisers of inter-Club and similar events will need to review their entry conditions to ensure that any third party entrant confirms explicit consent for the organiser to hold personal data about the photographers entered to the event – e.g. To cover a Club Photographer’s work entered by a Competition Secretary into an Inter-Club/SPF/PAGB competition (and that the SPF may also re –enter into a PAGB/Celtic Challenge event)
  • Federations/Clubs must not make their membership contact information available for electronic marketing. Clubs must refuse any request to cascade marketing material to members by electronic messages - For clarification and as an example of what’s allowed; the e-flash, e-news and e-salon contain details about SPF events etc; this is not classed as electronic marketing so you are free to disseminate it to your members, although you are wise to get permission to send any such information to their email address. Extract from PAGB Advice; Marketing material would not include information to members about events directly related to a Federations/Club’s activities.
Model Release Form

The below non-threatening Model Release Form has been supplied for use by Clubs and Individuals

Abbreviations used by Us

Below are the main accronyms connected with us and our events -

  • SPF - Scottish Photographic Federation
  • PAGB - Photographic Alliance of Great Britain - visit the PAGB's website for the acronyms of all PAGB member Federations (click here)
  • FIAP - Federation Internationale de l'Art Photographique
  • GPU - Global Photographic Union (Formerly UPI) (Scottish Salon only)
  • PSA - Photographic Society of America (Scottish Salon only)
  • RPS - Royal Photographic Society

From the above, this should help you with additional abbreviations used by these organisations or us e.g. EFIAP belonging to FIAP, and MPAGB belonging to PAGB. This should also help you decide which area of this website you will find details about these.

Others you may come across -

  • BPE - British Photographic Exhibitions
  • UPP - United Photographic Postfolios of Great Britain
  • GDPU - Glasgow District Photographic Union