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 Silcox 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.
Use the photography guidelines and the briefing template to brief your supplier. Commission alternative shapes and sizes so the images can be used across different digital and print formats.
Your photographer will need to adhere to the University’s identity management guidelines.
- Everyone photographed must sign an image release form and you need to keep copies of these forms securely.
- 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)
- Select the images you need based on current need and consider other uses for the images. Instruct the photographer that those are the selection that you would like as processed, high-res images.
- The photographer will post process selected images and creates a new contact sheet of post processed final selects. They will then upload this to the image library.
The photographer will then supply you with the post processed, hi-res images.
- You can save these locally, but we would also like you to upload them to the image library for use by the rest of the University. You can stipulate if there are any restrictions to use when you upload them, for example if you want them only used after a particular event or publication. The file names of the images must not be changed throughout this process.
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.
Receiving and storing final images
When your photography is finished, share the images with other University colleagues by putting the selected high resolution images supplied by your photographer on the image library. If you are unsure how to do this please contact digital communications.
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).