Date of Launch: January 21, 2025
Document ID: SCDR.3.5
The SayPro Development Quarterly Art and Design Competitions require participants to complete a registration form as part of the submission process. The Registration Form is a key document for capturing participant details, artwork description, and submission preferences, ensuring that entries are properly organized and evaluated. This document outlines the template and details for the registration form, which must be filled out by all participants prior to submitting their artwork.
1. Purpose of the Registration Form
The SayPro Registration Form serves several purposes:
- Captures Participant Information: The form collects the necessary contact details of participants, ensuring that organizers can communicate with them regarding submission status, competition updates, and results.
- Gathers Artwork Information: The form allows participants to provide a detailed description of their artwork, including the title, medium, inspiration, and how it aligns with the competition’s theme.
- Tracks Submission Preferences: The form allows participants to specify submission formats, preferences for display (digital vs. physical), and other important details regarding the presentation of their artwork.
- Legal and Consent: The registration form includes a consent section to ensure that participants acknowledge the rules of the competition and agree to the usage rights for their work, particularly if it’s selected for marketing or promotional purposes.
2. Structure of the Registration Form
The Registration Form should be divided into distinct sections to capture all necessary information. Below is a breakdown of each section, outlining the key fields and their intended purpose.
Section 1: Participant Information
This section collects basic personal details for the participant to ensure proper communication and identification.
- Full Name:
First Name, Last Name
Purpose: To identify the participant. - Email Address:
Email Address
Purpose: To contact the participant for updates on the competition, submission status, and results. - Phone Number (Optional):
Phone Number
Purpose: To offer an alternative method of communication if necessary. - Company/Organization Name (If applicable):
Name of Organization or Company
Purpose: To identify if the participant is entering as an individual or as part of an organization. - Address (Optional):
Mailing Address
Purpose: To send prizes or certificates in case the participant wins. - Social Media Handles (Optional):
Instagram, LinkedIn, etc.
Purpose: To tag or feature the participant in social media posts related to the competition.
Section 2: Artwork Information
This section focuses on gathering detailed information about the artwork being submitted, including its theme, format, and other specific attributes.
- Artwork Title:
Title of Artwork or Design
Purpose: To identify and refer to the artwork in the competition materials. - Medium/Materials Used:
Paint, Digital Art, Photography, Sculpture, etc.
Purpose: To specify the type of artwork being submitted (e.g., traditional painting, photography, digital design, sculpture, etc.). - Dimensions (if applicable):
For physical art – Height, Width, Depth (in cm or inches)
Purpose: To help organize and prepare the artwork for display, especially if physical display is required. - File Format and Resolution (for digital submissions):
JPEG, PNG, TIFF, PSD, etc.; Resolution (e.g., 300 DPI)
Purpose: To ensure the digital submission meets the competition’s technical specifications for evaluation and exhibition purposes. - Artwork Description:
Provide a brief description of the artwork (max. 300 words)
Purpose: To allow the participant to explain the creative vision, meaning, and concept behind the artwork. This helps judges understand the context and artistic choices. - Alignment with the Theme:
How does your artwork align with the competition theme?
Purpose: To assess how well the work connects to the competition’s theme and its relevance to the call for entries.
Section 3: Submission Preferences
This section gathers information regarding the format, presentation, and preferences for how the artwork will be submitted and displayed.
- Submission Type (Physical or Digital):
Select One: Physical Artwork or Digital Submission
Purpose: To specify whether the participant is submitting a physical piece or a digital file for evaluation. - Preferred Display Format:
For digital works: Slide Show, Static Image, Animation, etc. (Choose one based on artwork type)
Purpose: To specify how the artwork should be presented if it is selected for display (e.g., rotating slides, interactive display, or in a gallery setting). - Preferred File Size (for digital submissions):
Maximum File Size (e.g., 10 MB, 25 MB, etc.)
Purpose: To ensure that the artwork fits within the submission system’s capacity and meets display requirements. - Required Equipment/Installation Notes (if applicable):
For physical artworks, any special requirements for display or installation (e.g., pedestal, frame, lighting, etc.)
Purpose: To plan and prepare for the artwork’s safe and effective display, especially for larger or more complex pieces.
Section 4: Consent and Terms of Use
This section ensures that participants acknowledge the rules of the competition and agree to terms related to the usage of their work, especially if selected as a winner.
- Consent Agreement:
By submitting this form, I confirm that I am the original creator of the artwork, and I consent to the use of my artwork for marketing, promotional, and internal purposes if it is selected as a winner.
Purpose: To secure the rights for SayPro to feature the work in promotional materials, digital platforms, and marketing campaigns. - Copyright and Ownership:
I confirm that I own the copyright to this artwork and have the legal right to submit it to the competition.
Purpose: To ensure that participants have the rights to the work they are submitting and that SayPro is not infringing on any third-party rights. - Acknowledgement of Competition Rules:
I have read and agree to the competition rules, including eligibility, judging criteria, and deadlines.
Purpose: To confirm that the participant understands and agrees to abide by the competition’s guidelines and terms. - Signature:
Participant’s Full Name (Typed), Date
Purpose: To provide legal acknowledgment of the participant’s consent to the terms outlined in the agreement.
Section 5: Optional Additions
This section includes any optional information that may be relevant to the participant’s experience but is not required for entry.
- Additional Comments/Requests:
Any additional notes or questions about the submission or competition process.
Purpose: To allow participants to ask questions or share special instructions regarding their submissions.
3. Registration Form Template
Below is a simplified template that can be used for participants to complete:
SayPro Development Quarterly Art and Design Competitions Registration Form
Participant Information:
- Full Name: _______________________
- Email Address: _______________________
- Phone Number (Optional): _______________________
- Company/Organization Name (If applicable): _______________________
- Address (Optional): _______________________
- Social Media Handles (Optional): _______________________
Artwork Information:
- Artwork Title: _______________________
- Medium/Materials Used: _______________________
- Dimensions (if applicable): _______________________
- File Format and Resolution (for digital submissions): _______________________
- Artwork Description: _______________________
- Alignment with the Theme: _______________________
Submission Preferences:
- Submission Type: [ ] Physical Artwork [ ] Digital Submission
- Preferred Display Format: _______________________
- Maximum File Size (for digital submissions): _______________________
- Required Equipment/Installation Notes: _______________________
Consent and Terms of Use:
- I confirm that I am the original creator of the artwork and consent to its use by SayPro if selected as a winner.
- I confirm that I own the copyright to this artwork.
- I have read and agree to the competition rules.
- Signature: _______________________
- Date: _______________________
4. Conclusion
The SayPro Registration Form is a crucial element of the Development Quarterly Art and Design Competitions, capturing necessary participant information, artwork details, and submission preferences. This form helps streamline the submission process, ensuring that all entries are properly evaluated and that participants’ rights are respected. By using this template, SayPro can manage submissions effectively, create a fair competition environment, and provide participants with the recognition and support they deserve.
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