How to arrange photography

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Photography is a powerful tool in the press and can draw a reader’s attention to an article. Sending good photo’s with a press release can often make it stand out from the rest. Use the links below to access all the information you need.

Arranging the photography for your event

Often newspapers will prefer to take their own pictures. To invite a press photographer to an event you need to send the picture desk a photocall notice.

  • Contact the newspaper you are targeting and find out if the news desk is interested in the story and if they would like to send their own photographer. If they are interested send a photocall notice to the picture desk.
  • If a newspaper does offer to send a photographer, be prepared for the visit by thinking of places they can take the picture and branding/logos that can be incorporated into the picture. This will not only ensure good branding for your organisation/school/college and for NCS; it will also help the photographer.
  • Even if a photographer has agreed to attend your event it is always advisable to book your own photographer. Many local newspapers only retain one photographer and she/he may get called out at the last minute to cover a major news story in your town. Even if they do attend – you can never have too many photographs at an event.
  • http://www.photographers.co.uk/ is a national database of photographers which can be searched by geographical area.

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Briefing a photographer for your event

Always use a professional photographer, if you do not know one contact the local newspaper’s picture desk to ask them for contact details of good local photographers.

Think about the purpose of your photo and explain this carefully to her/him. They will be able to help you to make your shot more creative and interesting. Try to avoid ‘grip and grin’ handshake pictures as newspapers find them boring and are less likely to use them. ‘Action’ photo’s where the subjects are taking part in an activity rather than just posing are more likely to be used.

If your event is attended by a sponsor, local politician or celebrity make sure to ensure that the photographer takes picture of them at the event. Even if the photo is not used by the press, it could be useful in your own internal communications and marketing.

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Distributing your photo’s

Send out your photo’s within 24 hours of your event. A professional photographer can email you pictures in a matter of hours.

When you are sending a picture to a journalist, either:

  • Email the image as a high-resolution jpeg file (at least 300 dpi); making sure your computer has enough memory space to deal with images.

    OR
  • Post the print in a hard-backed envelope. Avoid attaching anything to your print with a paper clip or writing directly on the back of the photo – this will damage the picture and make it difficult to use.

Always send photo’s with a caption. This can be printed on a piece of paper with the photo glued above, written on a label, or included in an e-mail in the case of a digital photograph. The caption should include a brief description of what the picture shows, who the people are, left to right (if applicable), along with their job titles and the company they work for. You should also include your contact details, so that if necessary the journalist or picture editor can contact you for more information.

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Taking pictures of under 16’s

When photographing under 16s make sure you have the written permission of a parent or guardian - Parental Permission Form.

Taking Photographs in Schools – Government Guidance

Aim of this guidance

This Good Practice Guidance is aimed at Local Education Authorities and those working within schools, colleges and universities. It gives advice on taking photographs in educational institutions and whether doing so must comply with the Data Protection Act 1998.

Recommended Good Practice

The Data Protection Act is unlikely to apply in many cases where photographs are taken in schools and other educational institutions. Fear of breaching the provisions of the Act should not be wrongly used to stop people taking photographs or videos.

Where the Act does apply, a common sense approach suggests that if the photographer asks for permission to take a photograph, this will usually be enough to ensure compliance.

  • Photos taken for official school use may be covered by the Act and pupils and students should be advised why they are being taken.
  • Photos taken purely for personal use are exempt from the Act.
  • Photos taken by the media are usually exempt from the Act.

Examples of Personal use:

  • A parent takes a photograph of their child and some friends taking part in the school Sports Day to be put in the family photo album. These images are for personal use and the Data Protection Act does not apply.
  • Grandparents are invited to the school nativity play and wish to video it. These images are for personal use and the Data Protection Act does not apply.

Official school use:

  • Photographs of pupils or students are taken for building passes. These images are likely to be stored electronically with other personal data and the terms of the Act will apply.
  • A small group of pupils are photographed during a science lesson and the photo is to be used in the school prospectus. This is unlikely to be personal data and the Act wouldn’t apply.

Media use:

  • A photograph is taken by the local newspaper of a school awards ceremony. This is unlikely to be covered by the Act. Even if it were covered, personal data processed for journalistic purposes are exempt from the main provisions of the Act. However, as there may be concerns in individual cases about pictures appearing in the press, it would be good practice for schools to advise people that the press will be attending certain events.

Further Information

If you require any further information about this or any other aspect of Data Protection, please contact us using the details below: Web: www.informationcommissioner.gov.uk
Email: mail@ico.gsi.gov.uk
Telephone: 01625 545700

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