The University uses a combination of in-house and external suppliers to provide stills photography. We also have a large library of images available.
A new supplier framework is in place for stills photography from 7 February 2017. You must use one of our approved photography suppliers or in-house photography, unless the work is being done outside of the UK.
If you need advice on photography, please contact Claire Silcock or email Comms Production.
Before commissioning new photography
Before you start, you should talk through your requirements with Communications or your faculty marketing manager because there may be existing photos or plans to commission similar work.
Check existing photography stock – for existing commissioned photography, use your usual University login to search and download from the image library.
Choose a photographer and organise payment
You must, by law, use one of the framework of photographers unless the pictures are being taken outside the UK. These suppliers were selected through a rigorous process and in line with University purchasing policies.
If you need to cancel a photo shoot at short notice (less than one week’s before the shoot), the photographer has the right to charge you a percentage of their fee. If a cancellation fee applies, because alternative paid work is not available, then the photographer will let you know at the time of cancellation what percentage of their fee they will charge.
If your budget is under £5,000 you may approach an individual directly and procure their services. Once you have chosen your supplier, please follow the University’s procurement process outlined on the purchasing website. If you wish to get a quote from two or more photographers you may, but you must let them know that they are competing for the work. For work that is between £5,000 and £25,000 please contact 3 suppliers and obtain quotes. Please save these for audit purposes. Above £25,000 please follow the University financial procedures.
Photography as part of a wider digital or graphic design
Our current in-house photographers and any photography commissioned by our current graphic, web or video suppliers will continue to be used in parallel with this framework.
- Commission alternative shapes and sizes so the images can be used across different digital and print formats.
- Everyone photographed must sign an image release form and you need to keep copies of these forms securely. This means that you should scan/digitise the filled in form, save it in a password protected, locked folder online and shred the paper version. If you have old versions, shred those over 5 years old and file the rest in a locked cabinet.
Receiving and storing final images
When your photography is finished, we encourage you to share the images with other University colleagues by following the process below.
- Once the shoot is complete, the photographer should provide you with a low-res selection on a contact sheet for your selection purposes. At this stage, they should have removed any unusable images (eyes closed, out of focus etc.) Your photographer can also provide low-res single files too, but at the very least a contact sheet is needed.
- Select the images you need based on current need and consider other uses for the images. Request the high-res final files and post-processed versions of these from the photographer. The quantity will have been previously agreed with your photographer.
- The photographer will post process selected images and supply you with hi-res images.
- Upload final high-res photos to the image library. To save time and improve search visibility, use bulk upload. This will allow basic metadata to be applied across multiple images. See image library guidance for how to tag these for optimum search.
- Mark up on the contact sheet (PDF) which images have been provided as finals.
- Upload the contact sheet to image library, in the ‘contact sheets’ folder. Make sure your description matches up to the descriptions used on your high-res shots so the two are related for ease of search.
- Delete all images, low res, finals and contact sheets from local drives to free up space.
Tony Glossop is currently unavailable. If you have any internal events that he would normally cover, you can contact Simon and Simon or Mark Bickerdike and quote PCB2018 in order to get the internal events hourly rate from them. Externally facing or marketing work should still go the framework at the normal rates. If you need any more information, please contact Rachel Barson or Sue Underwood in Communications or Lisa Mitchell in Print and Copy Bureau (PCB).