Terms and Conditions of Entry for Young Creatives

These Terms and Conditions (“the Terms”) apply to the entry, on behalf of a young person (“the Young Person”), of artwork(s) (“the Work”), together with an image (“the Image”) of that Work, and a short artist statement or description (“the Description”) in It’s Not Your Birthday But... (“INYBB”) What Keeps Us Well Exhibition (“the Exhibition”) online and/or on-site at the Surrey History Centre and in a touring exhibition.

All Work must be submitted by a parent or guardian (“Guardian”) on behalf of the Young Person.
“You” and “Your” refer to the person submitting the Work.

Please read these Terms carefully before completing the Entry Form, as the Entry Form and these Terms together form the contract between You, the Young Person, any Guardian, and INYBB.

1. It’s Not Your Birthday But...

1.1 It’s Not Your Birthday But... (INYBB) is a not-for-profit Community Interest Company registered in England and Wales, company number 978441.

1.2 For information requests, please contact: hello@itsnotyourbirthdaybut.com

2. Eligibility

2.1 This Young Creatives category is open to young people aged 11 to 18 inclusive at the time of submission.

2.2 Any applicant who is over 18 years of age must apply via the separate Over-18 / Adult entry category and will not be eligible for inclusion under these Terms.

2.3 All submissions under the Young Creatives category must be completed by a parent or legal guardian on behalf of the Young Person.

3. The Exhibition and Related Publication

3.1 What Keeps Us Well is organised by INYBB in collaboration with Surrey History Centre.

3.2 The project includes:

An online public showcase;
An on-site exhibition at Surrey History Centre featuring selected Works;
A touring exhibition across Surrey museums and libraries; and
The possible publication of a printed and/or digital book featuring a selection of submitted Works and Descriptions.

4. The Work, Image, and Description

Visual Artwork

4.1 Visual artwork must be the original creation of the Young Person and must not infringe any third-party intellectual property or other rights.

4.2 The Image must be taken by the Young Person or by You with the Young Person’s consent.

4.3 Visual submissions will not be accepted if they:

Exceed 1000mm wide x 1000mm high;
Pose any health or safety risk;
Are submitted after the stated deadline;
Infringe copyright or other rights;
Are wholly or partly AI-generated;
Are inappropriate for public or under-18 audiences; or
Contain violent, harmful, discriminatory, or otherwise unsuitable imagery or language

4.4 Visual submissions must be submitted as a high-quality digital image, 300dpi

Written Work

4.5 Written submissions may be in any format, including but not limited to:

Letters
Poetry or spoken-word pieces
Short stories
Personal reflections or creative writing

4.6 Written entries must:

Be the original, unaided work of the Young Person and not AI-generated;
Be no more than 500 words in total length;
Be submitted as a Microsoft Word document (.doc or .docx);
Be double-spaced; and
Use Arial font, size 12.

4.7 Written submissions must be suitable for public display and audiences under 18 and must not include violent, harmful, discriminatory, or otherwise inappropriate content.

4.8 INYBB supports freedom of expression but prioritises safeguarding and appropriateness. All submissions are subject to review prior to selection.

5. Entry Form

5.1 The Entry Form must be completed accurately by the Guardian submitting on behalf of the Young Person.

6. Rules for Submission

6.1 By submitting the Work, You confirm that, to the best of Your knowledge:

The Work is original and owned by the Young Person
The Work does not infringe third-party rights
The Work is suitable for safe handling and public presentation
The Work is not AI-generated.

6.2 INYBB reserve the right to disqualify any submissions that do not comply with these guidelines or are deemed inappropriate. INYBB’s decision is final.

7. Submission of the Work

7.1 Films or videos must be submitted via YouTube or Vimeo (and you agree to comply with their respective terms and conditions).

7.2 Up to 3 submissions are allowed across categories.

8. Delivery of the Work

8.1 Details about delivering the Work will be provided if the Work is selected for exhibition.

9. Use of Personal Data

9.1 INYBB will comply with all applicable UK data protection laws, including the Data Protection Act 2018 and UK GDPR.

9.2 By submitting an Entry Form, You consent to:

The collection and storage of personal data for administration of the Exhibition, touring programme, book publication, and related communications; and
The public use of the Young Person’s first name and age only in exhibition displays, websites, publicity materials, and book publication.

9.3 Personal data will be processed solely for project administration and safeguarding purposes.

10. Permission to Use the Work

10.1 By submitting the Work, You and the Young Person grant INYBB and Surrey History Centre a non-exclusive, worldwide, royalty-free licence to reproduce, publish, distribute, display, and archive the Work (including the Image and Description) for purposes including but not limited to:

Exhibitions and touring displays;
Online showcases and websites;
Educational and archival use;
Promotional and press activities;
Social media;
Printed exhibition materials; and
Production and publication of a printed and/or digital book featuring selected Works.

10.2 You consent to visitors photographing exhibited Works for personal, non-commercial use.

10.3 Except for any prizes formally awarded, no royalties, fees, or compensation will be payable for any use of the Work.

11. Safeguarding and Appropriateness

11.1 INYBB and Surrey History Centre reserve the right to follow up on any safeguarding concerns or issues relating to submissions.

11.2 All selected Works will undergo a safeguarding panel review before final inclusion.

12. Selection Process

12.1 The selection process includes:

Initial review by INYBB staff
Safeguarding panel review
Judging by a selection panel
Final compliance review before exhibition inclusion

12.1 11.2 All selection decisions made by INYBB and its appointed panels are final. No correspondence or appeals will be entered into regarding the selection or rejection of any submission.

13. Collection of Work

13.1 Accepted Works may not be removed before the exhibition closes.

13.2 Details for collection will be provided upon selection.

14. Limitation of Liability

14.1 INYBB cannot guarantee continuous online availability of the exhibition website.

14.2 INYBB shall not be liable for deterioration or loss during delivery.

14.3 INYBB’s liability for any damage applies only while the Work is physically on display at the Surrey History Centre or during the touring exhibition.

15. Force Majeure

15.1 INYBB will not be liable for failure to perform its obligations due to events beyond its reasonable control (“Force Majeure Events”).

16. Severance

16.1 If any part of these Terms is found invalid or unenforceable, the remaining Terms will continue in full effect.

17. Law and Jurisdiction

16.1 These Terms are governed by the laws of England and Wales.

16.2 Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales

Return to What Keeps Us Well

Send something you’ve created to someone you appreciate today. When it’s not your birthday but just an ordinary day, it feels even more special to receive something unexpected that someone has made just for you.

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hello@itsnotyourbirthdaybut.com

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