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Complete Guide to Artwork Submission Terms

Terms of Art Submission

Updated 12th September 2025

Terms of Artworks | Photography | Other Creative Submissions

The following terms outline the submission process for artworks, photographs, and creative projects for consideration in interviews or presentations organized by CITY CODE Publications. These terms ensure full legal compliance and protect the rights of all parties involved.

1. Introduction and Definitions

  • Company: refers to CITY CODE Publications.

  • Artwork Submission: the process of submitting photographs, illustrations, sculptures, or other creative projects for potential inclusion in interviews, features, or presentations.

2. Submission Agreement and Authorization

By submitting your artwork, you confirm that you have read, understood, and accepted these Terms, the privacy policy of the Company, and all applicable laws, including EU copyright and data protection laws. Submissions without acceptance of these terms will not be considered valid.

3. Duration of Submission

Submissions are only valid during the timeframe specified in the call for submissions. Late submissions will not be accepted.

4. Eligibility and Age

  • Participants must be adults (18+).

  • Minors may participate only with explicit written consent from their legal guardians.

  • Participants must hold sole copyright ownership of submitted works.

  • For any third-party content, written permission from the copyright owner must be obtained prior to submission.

  • Works photographed by professional photographers must include:

    • Written permission from the photographer.

    • Proper credit as requested by the photographer.

  • Failure to secure permissions or credits makes the submitter solely responsible for any claims.

6. Terms of Use for Artwork Submission

By submitting your works, you confirm that:

  1. You are the sole copyright owner of the submitted works.

  2. You grant CITY CODE Publications a perpetual, non-exclusive, royalty-free right to use, reproduce, display, and share your works for promotional purposes (including interviews, presentations, social media, online, and print).

  3. Proper attribution will always be provided.

  4. Accidental omission of your name will not constitute a violation of rights or fraudulent intent.

  5. You agree to indemnify and hold harmless CITY CODE Publications from any claims arising from your submission.

  • Images depicting identifiable individuals require written consent from the persons shown.

  • Lack of consent will result in disqualification of the submission.

8. Attribution and Credit

  • All selected works will include artist attribution.

  • Photographs of artworks or other creations taken by a professional photographer must include photographer credit.

  • Submissions are free of charge for promotional purposes, and participants waive claims for compensation.

  • The Company cannot fully prevent unauthorized third-party use of submitted works.

  • Responsibility for unauthorized use lies solely with the third party.

10. Errors and Omissions

  • Any omission or mistake in attribution should be reported promptly for correction.

11. Artwork Specifications

  • Submissions must not infringe third-party intellectual property rights, trademarks, or personal rights.

  • Unauthorized inclusion of company names or brands may be removed.

12. Liability and Responsibility

  • The Company is not liable for incomplete, inaccurate, or unlawfully submitted works, technical errors, theft, or interference.

  • The Company is not responsible for damages, viruses, or loss caused by downloaded or shared files.

13. Sensitive Data

  • Participants must ensure that any personal data complies with GDPR and EU data protection laws.

  • The Company reserves the right to reject submissions containing sensitive or unlawful content.

14. Declaration for Submission

To complete a submission, participants must copy and paste the following declaration into the email along with their artwork. Submissions without this declaration will not be accepted:

Declaration for Submission

I, [Full Name], hereby declare that I am the sole copyright owner of the submitted work(s) and that I have obtained all necessary permissions for any third-party content included.
I grant CITY CODE Publications the perpetual, non-exclusive, royalty-free right to use, reproduce, display, or share the submitted work(s) for promotional purposes, including online, print, and social media.
I confirm that all individuals depicted in the work(s) have provided their written consent, and all photographer credits are properly included.
I have read and accept the Terms of Art Submission.

I understand that I remain fully responsible for any copyright or intellectual property claims arising from my submission.

15. Contact Information

For inquiries, contact: citycodepublications@gmail.com

16. Acceptance of Terms

  • Submission of artworks implies full acceptance of these Terms and compliance with the privacy policy and applicable laws.

  • Participants confirm that all permissions, consents, and information provided are accurate and truthful.

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