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Portola Valley CAC narrows spring photo contest rules; committee to run town review before posting
Summary
The committee discussed marketing, sponsorship, and eligibility for a spring 'Spring in Portola Valley' photography contest, asking Stacy to prepare the submission form and the chair to run town review; members debated whether submissions should be limited to Portola Valley residents and school attendees or opened to nearby communities.
The Portola Valley Cultural Arts Committee spent substantial time on March 10 finalizing marketing and eligibility rules for its spring photography contest, which will carry the theme “Spring in Portola Valley.” Committee members said they are ready to promote a workshop and a town-hall display of selected photographs, but they want clear eligibility language before opening submissions.
Stacy, who built the committee’s pvcac.net site, said she can create a submission form if provided event text, start and end dates and any legal waiver language. "If someone just sent me exactly what they want to appear in the form, then I can absolutely ... create a form," she said.
The committee discussed three related points: sponsorship and banner placement (which the town must approve), direct-mail cost estimates and who may submit photos. One member estimated Every Door Direct Mail (EDDM) to Portola Valley households would cost about $0.25 per card, which would total roughly $450 to reach about 1,800 households; expanding to nearby areas would add to that cost.
On eligibility, the chair summarized a proposed rule for the event page: the subject must be spring-themed nature photography of Portola Valley; submitters must either live within a roughly 10‑mile radius of Portola Valley or attend Portola Valley schools. Members agreed the banner copy and submission language should be concise and sent to Stacy and the chair for town review before the contest opens.
Why it matters: Clear eligibility and legal language will reduce later disputes over winners and ensure the town’s review of public-facing content. The committee also discussed prizes and separate youth and adult categories; adult entries will not compete against youth entries under the current proposal.
