Photo Contest Official Rules

NO PURCHASE NECESSARY TO ENTER OR WIN. A PURCHASE WILL NOT INCREASE YOUR CHANCES OF WINNING.

Contest: IEEE Day Photo Contest (the “Contest”)

Sponsor: The Institute of Electrical and Electronics Engineers, Incorporated, 445 Hoes Lane, Piscataway, New Jersey, USA, 08854 (“Sponsor”)

Eligibility: The contest is open to Entrants. Employees of Sponsor, their family members, and direct vendors of Sponsor are prohibited from entering. Individual non-IEEE members are prohibited from submitting entries. Entrants are subject to all applicable federal, state and local laws and regulations. Void where prohibited by law.

Entrant: An IEEE Organizational Unit (OU) – Student Branch, Student Branch Chapter, Section Society Chapter, Technical Community, Affinity Group, and Section etc. Entrants may only include individuals who are eighteen (18) years old or older. Individuals located in countries where the Contest is prohibited by law may not be Entrants. Entrants must obtain all necessary approvals from their employers or institutions prior to entry.

Agreement to Official Rules: By participating in this contest, Entrants agree to abide by the terms and conditions thereof as established by the Sponsor. Sponsor reserves the right to alter any of these Official Rules at any time and for any reason without prior notice. All decisions made by Sponsor concerning the Contest including, but not limited to the cancellation of the Contest, shall be final and at its sole discretion.

How to Enter: Entrants must submit an original photo (the “Entry”) related to the theme “Leveraging Technology for a Better Tomorrow” online at https://ieeeday.org/contests/.

Entry Limits and Categories: Entrants can submit a maximum of 3 Entries. All three entries can be in one category, or entrants can submit one entry per category.

The Entry must depict an activity relevant to one of these three categories:

Technovation Category: The entry should depict a technical or STEM-related activity being carried out in a research laboratory, a field environment, or any other professional or educational setting. The submission must highlight the innovative or impactful nature of the work. It should not include any confidential or proprietary information, intellectual property, or unpublished data. Submissions are expected to showcase the application of science and technology in ways that contribute to solving real-world challenges, fostering collaboration, and driving technological progress.

Social Category: The Entry should depict a social activity/ gathering organized by IEEE members. Events can be either virtual or physical.

Raise Your Flag Category: The entry should showcase the IEEE section or country flag in a prominent and engaging manner, reflecting pride and unity within the IEEE community. The submission should highlight the flag in a meaningful context related to IEEE activities, such as an event, gathering, or notable location. It should not include any confidential or proprietary information. Submissions are expected to demonstrate creativity in the representation of the flag and emphasize the spirit of IEEE’s global network and diverse contributions.

All participants in the photo contest (all categories) will automatically become eligible for the “Judges’ Choice Award”, a newly created prize which will be awarded to the entry that gets the highest score based on IEEE Day judges’ evaluation.

All entries, regardless of category, must display the IEEE Day logo as a printed one/not an edited one. The IEEE Day object must be part of the picture when the photo is being captured. Editing the IEEE Day logo into the Entry will result in immediate disqualification. Any entry without the logo properly used will be disqualified.

Entrants must also be sure to:

Include your name, IEEE member number, email address (associated with your IEEE membership profile), Region, Section, and/or Organizational Unit.
Include IEEE members.
Include the name of the corresponding event as submitted on the IEEE Day Events map.
The photo must be taken from a recent event this year. Additionally, the event must be your own and organized by the entity whose name you submit along with the photo.
The same picture cannot be submitted for several categories.
Submit entries in either .jpg or .png file formats, and not to exceed 15 MB per entry.
Follow IEEE Activities with Children guidelines (where applicable): https://www.ieee.org/about/volunteers/risk-insurance/ieee-activities-with-children.html
Note: An Entry depicting an activity without proper safety gear will result in disqualification.

Only Contest Entries submitted in accordance with these Official Rules will be eligible for consideration. No alternate means of entry permitted. Each Contest Entry shall become the exclusive property of Sponsor and will not be acknowledged or returned.

Entry Period: The Contest submission period begins on 7 October 2025 00:00 ET and ends on 21 October 2025 11:59 PM ET. Sponsor’s server is the official clock for the Contest. Contest Entries received before or after the entry period are void. Only entries submitted in accordance with these Official Rules will be eligible for consideration. No alternate means of entry permitted. Each Contest Entry shall become the exclusive property of Sponsor.

Voting Period: Voting begins on 24 October 2025 00:00 ET and ends on 31 October 2025, 11:59 PM ET. Voting is not restricted to IEEE members. A voter can vote for multiple entries however a voter can vote for an Entry only once.

Selection of Winners: The Prize Winners will be selected by the highest number of votes. Use of any unfair means to get votes will result in immediate disqualification. In case of a tie, the decision of a panel of IEEE Day contest judges will be considered as final. The IEEE Day contest judges will be composed of IEEE volunteers from the IEEE Day core team and IEEE staff. [Contest Winners will be announced during the week of 10, November, 2025]

Voting criteria include:

Creativity and Originality of the Entry
Quality of the Entry
Depiction of the theme “Leveraging Technology for a Better Tomorrow”
Depiction of the corresponding Category
Depiction of the corresponding IEEE Day event’s description

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Judges’ Choice Award:

The Judges’ Choice award is selected by a committee of past and present IEEE Day committee members. One Judge’s Choice winner will be selected from both the photo and video entries, and each Judges’ Choice winner will receive US$250.

Prize Winners will be determined by the judges’ evaluation, regardless of the number of votes obtained on the entry. The criteria taken into consideration include:

Relevance to Theme: The photo/video should effectively capture and convey the essence of the IEEE Day celebration theme. It should reflect concepts related to technology, innovation, engineering, or other relevant aspects of the event.
Creativity and Originality: Judges will assess the video’s uniqueness and creativity. They will look for original perspectives, artistic compositions, and imaginative approaches that make the video stand out.
Technical Excellence: Judges will consider the technical aspects of the video, including cinematography, editing, sound quality, and overall visual and audio presentation. A well-executed video should demonstrate technical competence.
Engagement and Impact: Judges will evaluate how engaging the video is and its potential impact on viewers. A well-executed video should provoke thought, stimulate discussion, or inspire curiosity.
Overall Impression: Judges should gauge the overall impression the video leaves. A well-executed video should be memorable, thought-provoking, and aligned with the spirit of IEEE Day.
Number of participants: Judges will evaluate the number of participants in the video/picture and how it affects IEEE membership development.

Prize: The prize(s) (“Prize”) for the Contest are being sponsored by IEEE and are paid out to the local Section or other organizational unit associated with the Entry and therefore the prize money will be transferred to the organizational unit’s bank account. No requests regarding transfer of funds to a personal account will be entertained. All terms and conditions apply.

Photo Contest Categories and Prizes:

Technovation Category– First prize US$500, Second prize US$250

Social Category– First prize US$500, Second prize US$250

Raise Your Flag Category – First prize US$500, Second prize US$250

Judges’ Choice Award – US$250

Void where prohibited. Entrants representing areas impacted by regulations that would prohibit awarding of a Prize may compete but not be awarded the Prize.

No substitution of prizes is permitted, except that Sponsor reserves the right to substitute a prize or prize component of equal or greater value in its sole discretion for any reason at time of award. Sponsor shall not be responsible for service obligations or warranty (if any) in relation to the prize(s). Prize may not be transferred prior to award. All other expenses associated with use of the prize, including, but not limited to local, state, or federal taxes on the Prize, are the sole responsibility of the winner. Winner(s) understand that delivery of a prize may be void where prohibited by law and agree that Sponsor shall have no obligation to substitute an alternate prize when so prohibited.

Notification of Potential Prize Winners: The Prize Winners, represented by the person who submitted the Entry, will be notified by email within 10 days of the selection date. If a Prize Winner is found to be ineligible or not in full compliance with these Official Rules, another Prize Winner will be chosen using the same procedure specified above.”

Requirements of Prize Winner: A Prize Winner may be required to sign and return an affidavit of eligibility and liability and publicity release, wherever lawful, as a precondition to award of the Prize. If a Prize Winner fails to sign and return the requested documents to Sponsor, the Prize Winner may be disqualified and the Prize revoked. Prize Winner may waive the right to receive the prize. The decisions of Sponsor are final and binding in all respects

Intellectual Property: By submitting an Entry to the Contest(s), Entrant certifies that they are the exclusive rights holder of the Entry. Where necessary, Entrant has acquired all necessary permissions for use or reuse of any part of the Entry. Entrant shall indemnify and hold harmless Sponsor for any infringement or other action caused by Entry. Entrant agrees to and acknowledges the completion of the IEEE photo release. Sponsor shall not gain any ownership interest in the Entry. Entrant grants Sponsor an irrevocable, worldwide, royalty free license to use, reproduce, and distribute the Entry in all media whether now known or hereafter created.

Release, Publicity, and Privacy: By receipt of the Prize and by signing an affidavit of eligibility and liability/publicity release, if requested, the Prize Winner consents to the use of his or her name, likeness, business name and address by Sponsor for advertising and promotional purposes, including but not limited to on Sponsor’s social media pages, without any additional compensation, except where prohibited. No entries will be returned. All entries become the property of Sponsor. The Prize Winner agrees to release and hold harmless Sponsor and its officers, directors, employees, affiliated companies, agents, successors and assigns from and against any claim or cause of action arising out of participation in the Contest.

Sponsor assumes no responsibility for computer system, hardware, software or program malfunctions or other errors, failures, delayed computer transactions or network connections that are human or technical in nature, or for damaged, lost, late, illegible or misdirected entries; technical, hardware, software, electronic or telephone failures of any kind; lost or unavailable network connections; fraudulent, incomplete, garbled or delayed computer transmissions whether caused by Sponsor, users, or by any of the equipment or programming associated with or utilized in this contest; or by any technical or human error that may occur in the processing of submissions or downloading, that may limit, delay or prevent an entrant’s ability to participate in the Contest.

Sponsor reserves the right, in its sole discretion, to cancel or suspend this Contest and award a prize from entries received up to the time of termination or suspension should virus, bugs or other causes beyond Sponsor’s control, unauthorized human intervention, malfunction, computer problems, phone lines or network hardware or software malfunction, which, in the sole opinion of Sponsor, corrupt, compromise or materially affect the administration, fairness, security or proper play of the contest or proper submission of entries. Sponsor is not liable for any loss, injury or damage caused, whether directly or indirectly, in whole or in part, from downloading data or otherwise participating in this Contest.

Entrant acknowledges and agrees that Sponsor may collect, store, share, and otherwise use personally identifiable information provided during the registration and application process and the Contest, including, but not limited to, name, mailing address, phone number, and email address. Sponsor will use this information in accordance with its Privacy Policy (https://www.ieee.org/security_privacy.html), including for administering the Contest and verifying Entrant’s identity, postal address, and telephone number in the event an entry qualifies for a prize. Entrant’s information may also be transferred to countries outside the country of Entrant’s residence, including the United States. Such other countries may not have privacy laws and regulations similar to those of the country of Entrant’s residence. If an Entrant does not provide the mandatory data required at registration, Sponsor reserves the right to disqualify the entry.

Right to Use Entries: By entering the Contest, entrants grant Sponsor a non-exclusive, irrevocable, royalty-free, perpetual, worldwide right and license to reproduce, publish, display, edit and otherwise use the submitted Entries, and entrant’s full name and city and state/province/country of residence, photograph, likeness, voice and institutional affiliation, in print or any offline or online and other media for purposes of editorials, exhibition, advertising, publicity and promotion without additional compensation or permission, unless prohibited by law.

Representations and Warranties Regarding Entries: By submitting an Entry, you represent and warrant that your Entry does not and shall not comprise, contain, or describe, as determined in Sponsor’s sole discretion: (A) false statements or any misrepresentations of your affiliation with a person or entity; (B) personally identifying information about you or any other person; (C) statements or other content that is false, deceptive, misleading, scandalous, indecent, obscene, unlawful, defamatory, libelous, fraudulent, tortious, threatening, harassing, hateful, degrading, intimidating, or racially or ethnically offensive; (D) conduct that could be considered a criminal offense, could give rise to criminal or civil liability, or could violate any law; (E) any advertising, promotion or other solicitation, or any third party brand name or trademark; or (F) any virus, worm, Trojan horse, or other harmful code or component. By submitting an Entry, you represent and warrant that you own the full rights to the Entry and have obtained any and all necessary consents, permissions, approvals and licenses to submit the Entry and comply with all of these Official Rules, and that the submitted Entry is your sole original work, has not been previously published, released or distributed, and does not infringe any third-party rights or violate any laws or regulations.

Limitations of Liability/Reserved Rights: Neither Sponsor, its parent, subsidiary or affiliated companies, nor its advertising or promotional agencies shall have any obligation, liability or responsibility with regard to (i) entries that contain incorrect or inaccurate information or do not comply with these Official Rules, (ii) entries, prize claims or notifications that are lost, late, incomplete, illegible, unintelligible, damaged or otherwise not received by the intended recipient, in whole or in part, due to computer, technical or other error of any kind, (iii) telephone, electronic, hardware, software, network, Internet or computer malfunctions, failures or difficulties of any kind, (iv) any condition caused by events beyond the control of Sponsor that may cause the Contest to be disrupted or delayed, (v) any printing or typographical errors in these Official Rules or any other materials associated with the Contest, or (vi) any damages or losses of any kind caused by any prize or resulting from participation in the Contest, accessing, uploading or downloading data in connection with the Contest, or acceptance, possession or use of any prize. Sponsor, in its sole discretion, reserves the right to disqualify any entrant tampering with or abusing the entry process or the operation of the Contest or otherwise violating these Official Rules. Sponsor, in its sole discretion, further reserves the right to cancel, terminate, suspend or modify the Contest if the Contest cannot be completed as planned because of infection by computer virus, bugs, tampering, unauthorized intervention or technical failures of any sort and to select a winner from among eligible entries unaffected by such event, if any.

Disputes: EACH ENTRANT AGREES THAT: (1) ANY AND ALL DISPUTES, CLAIMS, AND CAUSES OF ACTION ARISING OUT OF OR IN CONNECTION WITH THIS CONTEST, OR ANY PRIZES AWARDED, SHALL BE RESOLVED INDIVIDUALLY, WITHOUT RESORTING TO ANY FORM OF CLASS ACTION, PURSUANT TO ARBITRATION CONDUCTED UNDER THE COMMERCIAL ARBITRATION RULES OF THE AMERICAN ARBITRATION ASSOCIATION THEN IN EFFECT, (2) ANY AND ALL CLAIMS, JUDGMENTS AND AWARDS SHALL BE LIMITED TO ACTUAL OUT-OF- POCKET COSTS INCURRED, INCLUDING COSTS ASSOCIATED WITH ENTERING THIS CONTEST, BUT IN NO EVENT ATTORNEYS’ FEES; AND (3) UNDER NO CIRCUMSTANCES WILL ANY ENTRANT BE PERMITTED TO OBTAIN AWARDS FOR, AND ENTRANT HEREBY WAIVES ALL RIGHTS TO CLAIM, PUNITIVE, INCIDENTAL, AND CONSEQUENTIAL DAMAGES, AND ANY OTHER DAMAGES, OTHER THAN FOR ACTUAL OUT-OF-POCKET EXPENSES, AND ANY AND ALL RIGHTS TO HAVE DAMAGES MULTIPLIED OR OTHERWISE INCREASED. ALL ISSUES AND QUESTIONS CONCERNING THE CONSTRUCTION, VALIDITY, INTERPRETATION AND ENFORCEABILITY OF THESE OFFICIAL RULES, OR THE RIGHTS AND OBLIGATIONS OF ENTRANT AND SPONSOR IN CONNECTION WITH THE CONTEST, SHALL BE GOVERNED BY, AND CONSTRUED IN ACCORDANCE WITH, THE LAWS OF THE STATE OF NEW JERSEY, WITHOUT GIVING EFFECT TO ANY CHOICE OF LAW OR CONFLICT OF LAW, RULES OR PROVISIONS (WHETHER OF THE STATE OF NEW JERSEY OR ANY OTHER JURISDICTION) THAT WOULD CAUSE THE APPLICATION OF THE LAWS OF ANY JURISDICTION OTHER THAN THE STATE OF NEW JERSEY. SPONSOR IS NOT RESPONSIBLE FOR ANY TYPOGRAPHICAL OR OTHER ERROR IN THE PRINTING OF THE OFFER OR ADMINISTRATION OF THE CONTEST OR IN THE ANNOUNCEMENT OF THE PRIZES.

Contest Results and Official Rules: To obtain the identity of the Prize Winner and/or a copy of these Official Rules, send a self-addressed stamped envelope to IEEE Membership Development, The Institute of Electrical and Electronics Engineers, Incorporated (“IEEE”), 445 Hoes Lane, Piscataway, New Jersey, USA, 08854