PHOTOGRAPHS

Photographs are effective tools that enhance a story's impact. If a photographer is not assigned to cover your event, be sure that someone has a reliable camera so you can provide a photo to accompany your news release. An editor is more likely to accept the release if it is accompanied by a quality photograph.

Well in advance of your events, contact the newspaper and talk with the editor. If the editor determines the project warrants it, a newspaper photographer may be assigned. On the other hand, the editor may invite you to provide pre-release or post-activity photos. If you say you will provide pictures, be sure you do it. Otherwise, you may affect the club's credibility.

If a photographer is assigned, be as friendly to him or her as you would be to the writer or newscaster. Be prepared to have someone from your committee assist this professional in doing his or her job. Never let visiting media representatives fend for themselves, unless they ask to wander around and talk with individuals. Even then, help facilitate introductions. One specific area of assistance you can provide is to make sure to get the names of people in photographs in the proper order. Correct spelling and titles are essential.

When Assisting a Photographer:

  • Be knowledgeable about specific activities going on at your event.
  • Guide the photographer to areas of greatest photo potential, including in front of a banner.
  • Caption all photos. Everyone in the picture must be identified.

Photo Guidelines
The best types of pictures are action shots because news is action. The subjects of a photo must be doing something other than staring stiffly at the camera. Standard poses of plaque or check presentations, handshaking or pointing will probably be ignored. Avoid "handshaking" pictures. If you must do a check presentation, make sure the amount is of sufficient value, and be sure to use an over-sized check facsimile. It is preferred that you help arrange photos that depict people doing things.

Plain, light-colored backgrounds are preferred for interior shots. For local media, it is appropriate to have a club banner or emblem in the photo. If your club has good photographers, involve them! (By the way, not everyone who claims to be a good photographer is a good photographer.)

Here are a few tips for obtaining good quality, clear, well-composed photographs:

  • Use a professional photographer when possible.
  • Add relevant props - like a Sertoma club banner.
  • Arrange the subjects for good balance. Make sure you can see all of their faces and avoid "line-up" shots.
  • Get as close to your subjects as possible.
  • Make sure the light source is to your back.
  • Encourage your subjects to look natural and relaxed.
  • Look for a human interest angle that could possibly make your photo stand out from the routine.

Things to Avoid

  • Cluttered backgrounds
  • More than five or six people in the photograph
  • Using a Polaroid or Instamatic camera
Beware: Commercial photographers can be expensive. However, photographs provided by such talented individuals can be well worth the financial commitment. Pictures for newspapers should be 8" x 10" or 5" x 7," preferably black and white glossy prints. Some papers will use other sizes. Many papers now accept color photographs, but such pictures must be high quality.

Photo Publication Guidelines

  • Attach a caption, preferably typed, with your Sertoma club's name and your name and phone number. Write the name of the club event and everyone pictured on a separate piece of paper and tape it to the back of the photo (or use a sticky note), as writing on the actual print (on the back or the face) can damage it.
  • Do not send your last copy of a photo, as photos may get lost.
  • Prints are better to work with than slides/transparencies. Do not send Polaroids.
  • If you do want your photo returned, include a self-addressed, stamped envelope
  • For television, submit horizontal shots.
  • Do not submit a technically poor photo that is poorly lit, out of focus or too far away from the subjects. If the photo looks out of focus or the color is weak, it only gets worse when printed.
  • Use a flash indoors and outdoors whenever possible - hats cast shadows, etc.
  • JPEG format is typical from digital cameras. Do not open and save files repeatedly, as they lose quality every time. [A TIFF file can be manipulated without the loss of quality.]
  • Glossy color prints or high-resolution (300 dpi or better) scans are preferred over matte finish.
  • If it is a scan, scan at 300 dpi. TIFF format preferred, CMYK color format if possible.
  • The bigger the file, the better. Basically, the closer they are to the final size, the better the quality.
  • Photos from Web sites are made to load quickly, so the quality will be compromised in a publication. Therefore, it is best that the media receives the original photo, via e-mail or mail, rather than "pulling" photos from a Web site.
  • If your event was covered in the local newspaper and a photo was used, ask the editor if you can borrow the image for your club Web site or brochure, or for the Sertoman magazine or Headquarters brochures. If the editor agrees, provide the credit (name of the newspaper and/or photographer).
  • Similarly, if a professional photographer captured the photo, provide the credit.
  • If you plan to use photos taken of children or attendees at an event or camp, it is essential that you have a signed photo release (parents sign for minors) before the photos may be re-printed. A sample release may be found on the Sertoma Web site, www.sertoma.org.

Photo Release Form in PDF available here.

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