PDF-First Submission Policy

As part of an ongoing effort to reduce environmental impact and improve operational transparency, we are transitioning to a PDF-first submission model.

What this means

All submissions must include a complete digital PDF at the time of entry. The PDF serves as the primary intake and tracking record throughout the submission process.

Physical books are optional and additional, not required for the initial submission. When physical copies are submitted, they supplement the digital file but do not replace it.

Environmental impact

Moving to a PDF-first model allows us to significantly reduce:

• Unnecessary shipping and transit
• Packing materials
• Paper handling throughout intake, judging, and administration

This change reduces our collective carbon footprint while maintaining the integrity of the evaluation process.

Transparency and accountability

PDF-first submissions improve clarity and traceability across the entire workflow.

Digital files allow us to:

• Confirm receipt immediately
• Track submissions accurately
• Assign and manage submissions more efficiently
• Provide clearer status updates to submitters

When a complete digital file is on record, we are able to accept responsibility for processing, tracking, and communication.

Submissions without a verifiable digital record limit our ability to trace issues and delays.

What to submit

• One complete, final PDF of the book
• The PDF must match the edition being submitted and the file must contain the cover
• Files must be clearly labeled and readable

Incomplete or draft files may delay processing.

Physical books (optional)

We understand part of the publishing package for many titles (in the categories of Art, Photography, Coffee Table books, etc) can only be appreciated in physical formats, so please feel free to send physical copies in addition to the PDF. Physical books are handled as supplemental materials and do not replace the digital submission record.

Instructions for sending physical books, if desired, are provided during the submission process.

Questions

If you have questions about PDF formatting or submission requirements, please contact us prior to submitting. We’re happy to help.