Terms and Conditions
1. The membership year runs from 1st April to 31st March, in line with the financial year and the budget year adopted by many heritage organisations. To optimise annual membership, we strongly encourage renewals in April. AHFAP aims to open the membership renewal window in February each year creating a small overlap period; Memberships bought in this period will run through to the end of following March. This will be announced in the February newsletter.
2. Memberships are primarily for but not exclusive to:
· Practising professional museum, gallery, library and archive photographers
· Academics and professionals researching heritage photography and scientific imaging
· Academics and professionals in the wider photography sector
· We encourage student and retired memberships.
3. AHFAP reserves the right to refuse membership.
4. A ‘Member’ describes someone who has registered and paid for annual membership. Until payment is received AHFAP reserves the right to withhold information exclusive to members.
5. Membership renewals have been self-service since 2022 and must be registered using the WebCollect portal. This is accessible on the membership page of the AHFAP website.
6. Payments for memberships and ticket sales are self-service and are made through WebCollect. Accepted methods of payment are, BACS transfer, credit card or PayPal, if you do not wish to login to PayPal, you may check out as ‘a guest’.
7. AHFAP no longer accepts cheques.
8. AHFAP is a voluntary organisation that is not VAT registered and therefore, cannot provide VAT receipts.
9. Supplier information changed in 2021. Institutions who have AHFAP listed as a supplier on their finance system should update their contact information as follows:
Email: membership@ahfap.org.uk
Address: Association for Historical and Fine Art Photography, Photography Studio, Science Museum, Exhibition Rd, South Kensington, London SW7 2DD
Phone: Mary Freeman – Tel: 07880 734199
10. If you require an invoice, register your membership through WebCollect and select payment by bank transfer. This will generate a unique reference number and an order confirmation number. If you need an invoice in addition to the order confirmation, send an email to both membership@ahfap.org.ukand treasurer@ahfap.org.uk who will issue you an invoice stating the reference number generated by WebCollect. Once AHFAP has received payment into the AHFAP bank account, we will amend the ‘payment pending’ status of your membership and your subscription will be live.
11. If you choose to make a payment by bank transfer, please allow 5-10 working days for your membership status to be updated on WebCollect.
12. You cannot request an invoice for memberships or ticket sales after 1st October each year. This is to allow time to process all payments before the Annual General Meeting, held on the first day of AHFAP conference in early November each year.
13. The deadline for direct payments (by card or PayPal) for membership renewals and/or ticket sales is 48 hours prior to conference.
14. Member benefits include:
· A yearly portfolio review with an industry expert.
· In-person meet-ups to visit galleries, attend social events, open studios, equipment demonstrations and access to specialist roundtable discussions. Registered members will be given priority for booking physical or virtual conference tickets and will receive a discount (where applicable).
· Members can list job opportunities free of charge on the AHFAP website.
15. The Membership Secretary will send an email to the Honorary Members each year in April to verify their email address and contact information.
16. It is compulsory to have an individual membership to take out a directory listing.
17. Student memberships are not applicable to part time study or evening classes.
18. Unwaged memberships are issued in good faith and will not be published in reporting statistics.
19. Commercial packages are available to commercial members only.
20. Commercial packages for the conference will be offered on a first come first served basis. Two conference tickets are included in the commercial package, additional tickets will be payable at the member rate at the time of booking.
21. Commercial members cannot join the committee and are not permitted to vote at the AGM.
22. Conference ticket prices directly correlate to external cost of venue hire and may vary. AHFAP operates as a cost neutral organisation and strives to retain low ticket and membership prices. Any variance in conference ticket price and/or membership fees is reflective of variance in external costs.
23. Conference Day 2 events tickets are booked through Eventbrite (or a similar booking system). These are made available in early October each year, approximately 4 weeks before the conference, and are strictly for ticket holders only.
24. Non-member tickets are priced higher than the cumulative cost of a membership and a member’s ticket. This is to encourage joining the wider network and community, and to reward loyal members who contribute to the running costs of AHFAP by renewing annually.
25. The AHFAP committee will review Membership fees each January to consider the cost against inflation and to ensure incoming funds allow AHFAP to deliver the annual conference within the operating budget.
FAQs
How do I join AHFAP?
Please click on our JOIN tab at the top of the website. This will take you to our membership page where you can see information about how to join. To take out membership you will need to register using WebCollect. To make this easier for you our webteam has embedded WebCollect into our site at the bottom of the Membership page.
Which subscription do I need?
Our subscriptions are split into various categories, find the one that best fits you or your team (according to size of team or financial status) and click to add. Every type of membership we offer is listed in the All-Subs tab of WebCollect.
How do I sign in to WebCollect?
Once you have added the membership that best fits you, you will be prompted to sign up to WebCollect. You will create an account with a password. Please keep your password safe. If you forget your password, you can contact our membership secretary who can send a link to reset your password.
How do I pay for my membership?
Payments can be made online or by bank transfer via your WebCollect account.
When does my membership start?
You can join AHFAP at any time of year. Subscriptions run from April 1st to March 31st. Any late subscriptions will be charged at the full rate and will be up for renewal on 1st April of the following year. Join in April to get the full year's worth of AHFAP benefits.
What benefits do I get from membership? All members
- Access to early bird conference tickets at a reduced rate.
- Access to early bird Day 2 conference tickets for workshops, roundtables, and guided tours.
- Access to member exclusive events running throughout the year.
- One portfolio review per year, bookable using our website. Please click here for more information
- Access to our Special Interest Groups (SIGs)
- If you have personal membership, you can also advertise yourself on our Find a Photographer page for the small fee of £15 per year. A great listings resource for Freelance photographers.
I am part of a company supplying goods and services to the photographic industry. Is there a membership for me?
We offer Commercial Membership to manufacturers, companies and small businesses trading in photographic goods and services. Commercial membership also includes the opportunity to take up a conference sponsorship package. If you would like to join AHFAP as a commercial member, contact the membership secretary to find out more, or sign up using our WebCollect system.
How do I buy a Conference Ticket?
You can buy tickets for the next conference using WebCollect embedded in the News and Events -> Conferences page of the website. Tickets will be released for the next conference around 2 months before the date. Early Bird member tickets will be released first. All members will receive an email informing you when Tickets are available.
Can I buy a conference ticket for someone else who is not in my team?
You can only purchase conference tickets for members of your corporate team. Anyone who is not part of your team will need to register for their own individual membership or buy their own ticket or both.
What if members of my team change?
You can change the names of your team in your WebCollect account.
What if I am paying for up to 5 individuals on my corporate membership but there are only 3 photographers in my team?
Please use those extra spaces. If you are paying for a team of up to 5 people and you only have 3 photographers on your team please do add other interested members of your organisation. Feel free to invite curators, conservators and collections management staff from your museum or institution to fill those spaces.
Can I watch past conferences online?
A selection of our past conferences and papers can be viewed online at Past Conferences.
How can I join the committee?
The AHFAP committee is a great place to offer your time and knowledge to further develop and enhance the world of cultural heritage photography. Our committee is comprised of nine members plus our Honorary President. Each of the nine committee members fulfills a role in running AHFAP. Each role is elected for at least two or three years (depending on the role). Current committee members and their job descriptions can be viewed on the About Us -> Committee section of the website. If you would like to join us as a committee member, then please do get in touch to find out more about the roles on offer and when they are up for re-election. Election of committee roles happens at the AGM which takes place at the same time as the conference.
When and where is the AHFAP Conference?
We hold a conference once a year, usually in the Autumn. Dates and location for this year's conference will be posted online as soon as we have them.
When and where is the AGM held?
We hold our AGM once a year alongside the conference, usually in the Autumn. Dates and location for this year's conference and AGM will be posted online as soon as we have them.
How do I submit a paper for the next conference?
Each year AHFAP hosts an interesting and informative conference for members and non-members. We can do this because our membership is keen to share their knowledge and expertise. We welcome papers on a wide range of topics linked to cultural heritage photography. During the summer you will receive an email asking to submit papers for the conference. At this point follow instructions on the email and contact events@ahfap.org.uk if you have any further questions.
Can I get financial help to attend the conference?
AHFAP can offer the Brian Tremain bursary, Brian’s family kindly sponsors the bursary in his memory, to provide funds to help students or photographers who are in the early stages of their career to attend the conference. Details of how to apply for this fund will be shared nearer the conference date.
I want to share some of my work but do not feel confident enough to speak at the conference. What can I do?
As well as our yearly conference we also have a Blog Page on our website where members can share projects or exciting things they have been working on. You can see our previous Blogs here. Please submit Blog Posts to our webteam.
I want to discuss cultural heritage photography with other like minded people. Where can I do this?
AHFAP has its own JISCMail discussion group which you can access on the AHFAP Homepage by clicking on the Discussion Forum link at the top of the page. Our members are always happy to help each other and share their knowledge.
How do I find a job using the AHFAP website?
All current jobs are posted on the Jobs page of our website. Inclusion on this page does not mean that the job is endorsed by AHFAP, especially in relation to salary. AHFAP have produced a Salary Guidelines document which explains more. The Salary Guidelines Document is available to download on our website under Resources -> Learning Hub -> (scroll down to see this and many other useful documents)
Where can I find information on Museum Standards?
As part of our Learning Hub, we have made documents and resources available to download for free. Click on the Resources -> Learning Hub -> tab and scroll down to see the list
My questions are not answered here, what should I do?
Feel free to contact any member of the AHFAP committee using our Contact Us page. We all work full time but endeavor to answer emails within a week of receipt.
Membership types
1) DIRECTORY LISTING (includes individual membership) - £50 An Individual membership with the addition of a professional services listing on the Find a Photographer page of the AHFAP website.
2) INDIVIDUAL - £33 A professional individual (including photographers, academics, lecturers or curators) of photographic practises relating to cultural heritage photography.
3) STUDENT - £17 A photographer in training currently in full time formal education.
4) RETIRED - £17 For retired photographers no longer working in the sector.
5) UNWAGED - £17 Professionals who are currently unwaged, have been made redundant or who currently don’t have any work.
6) HONORARY - £0 for life. Long serving former committee members and those who have made a notable contribution to AHFAP and the wider heritage photography sector.
INSTITUTIONAL
For heritage sector institutions with internal photographic departments, including regional and national museums, galleries, heritage sites, universities, archives and libraries who directly manage collections.
7) Institutional 1-5 - Up to 5 staff photographers within an organisation £105
8) Institutional 6-10 - Up to 10 staff photographers within an organisation £140
9) Institutional 11+ - 11 or more staff photographers within an organisation £245
10) COMMERCIAL £193 - Offered to manufacturers, companies trading in photographic goods and small businesses. Includes a listing in the commercial directory on the AHFAP website and the opportunity to take up a conference sponsorship package. Up to 10 people can be listed as members.
11) COMMERCIAL SPONSORSHIP PACKAGES - Available to AHFAP commercial members only, come and talk to us about hosting a small, medium or large stall or demonstration at the conference, our members are always keen to try new equipment and techniques. Two conference tickets are included.
12) DIRECTORY LISTING BOLT-ON £17 - For people with individual memberships who would like to upgrade to include a directory listing later in the year.