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PHOTOSHOT Technical Guidelines - 2010

updated may 2010



Who are we?

What we have...

Photoshot is one of the leading international photo libraries, delivering some of the most extensive and high-quality image collections in the world. Headquartered in London with offices in New York and Hamburg, professionalism and superior customer service are characteristics you can always count on from Photoshot. With an archive that goes back to the early 1900s, we represent over 1100 contributors worldwide, capturing everything from travel, nature and wildlife, to news, entertainment and sports, as well as RM and RF creative imagery, including microstock, which will be launched in the next few weeks. We’ve got images to fit all budgets! We are home to over 8 million images, with approximately 1.7 million digitized and online, and continually growing on a daily basis. Our comprehensive collections carry everything you’re searching for and can be seen in newspapers, magazines, books and broadcast platforms worldwide.

You may already be familiar with two of our world renowned collections: NHPA (Natural History Photographic Agency) and UPPA (Universal Pictorial Press and Agency). NHPA is widely regarded as one of the best collections of nature and wildlife imagery, built up over 40 years, with contributions from over 150 photographers, including four “Wildlife Photographer of the Year” winners. UPPA is thought to be the oldest independent picture business in the UK, dating back to the early 1900’s, and is the photography business of record for royalty, politicians and the judiciary. It also has a strong reputation for business and financial stories in the UK, EU and US.

Our Collections include... UPPA NHPA Woodfall Wild images

Please contact..

PictureNature Oceans Images

If you’d like to submit your work or need additional

World Pictures

information, please contact our Photographer Relations

Photos Horticultural

Manager in our UK office.

Star Stock Retna


Paul Lubbock


Stay Still Talking Sport Photoshot Archive Photoshot Creative


+44 [0]20 7421 6000


29-31 Saffron Hill


Bruce Coleman


For any technical assistance or queries please contact our production manager: Contact:

Garry Dunn




Image preparation Photoshot now only accepts digital files from prospective photographers, providing the specifications outlined are met. Sharpness, correct exposure and good use of lighting and composition are essential, but we are looking for pictures with interest and impact. We aim to create consistency across all our digital files, whether they are files from digital cameras, scans from transparencies submitted from photographers or files from our own transparency scanning programme. We believe in setting high standards in both transparency and digital submissions, in order to offer the highest quality service to our clients.

How to submit... As a first digital submission, please submit 50 high res files according to our guidelines and some information about yourself. Please note that we will not return any CD or DVD media. We will review the initial submission within 2 weeks and get in contact via e-mail. See our technical guidelines below - we do not need full caption and keywords for this, just a minimum description (but any material submitted that we do put onto the site will need full captioning and keywording as per the guidelines below)

What happens after you submit? If the quality is acceptable we will ask for a larger submission; if we reject your submission we will e-mail you explaining the reasons. We will of course welcome a new submission on a different subject matter.

Once your work is accepted... All image submissions need to be in accordance to our technical guidelines upon agreeing a supplier relationship. They all need to be captioned and keyworded correctly and then sent in for uploading.

“Digital originals” / Digital Capture: We ideally require non-interpolated JPEG files (saved at quality level 12 in Photoshop) from a high end digital SLR of no less than 8-10 megapixels made from RAW files where any major corrections to colour/contrast etc have been done before the files are processed. Please can you provide these as high res JPEGS.

• Adobe RGB 1998 colour space (embedded) • 300dpi • Ensure images are the correct orientation • No sharpening/USM • Dust and artefacts removed at 100% magnification • No interpolation • Saved as JPEG at quality level 12 in Photoshop • No layers, channels or paths • Converted to 8 bit High res Jpeg before saving • Captioned in Description field of File Info in Adobe Photoshop - see Captioning & Keywording guide.

Scans from transparencies: • Scans should be made on a Drum scanner, or equivalent. • Ideally file size should be 50-60 MB for 35mm film, or larger when scanning from a medium/large format transparency. • Pictures should be scanned at the optical resolution and the highest possible bit depth of the scanner. Do not interpolate (re-size) images to achieve the required file size, even at the scanning stage. • Images should not be sharpened either at the scanning stage or in Photoshop. • All the shadow and highlight detail contained in the original transparency should be present in the scan. Assuming that your working space is Adobe RGB (1998), then the RGB ‘density’ reading (0=black, 255=white) for shadow detail should not be much less than 10 while good highlight detail should be perhaps around 240. True specular highlights can peak to 255 in small areas. • Adobe RGB 1998 colour space (embedded) • 300dpi • Ensure images are the correct orientation • Dust and artefacts removed at 100% magnification • Saved as JPEG at quality level 12 in Photoshop • Captioned in Description field of File Info in Adobe Photoshop - see Captioning & Keywording guide.

Panoramic... If you are intending to submit panoramic images please can you make sure that the original file is 80 meg.



How do I get my images to you? There are several ways in which you can send us your images. 1. DVD & CDs: Please send them marked clearly to Paul Lubbock New Submissions Photoshot 29-31 Saffron Hill London EC1N 8SW UK 2. Hard Drive: Please send your hard drive to your relevant Editor, to find out who is your designated Editor please contact Paul Lubbock. 3. FTP - Stock (non-time sensitive) Please can you upload all of your non-time sensitive material to the following FTP address, making sure that you have titled the folder with your name and relevant code.

E.g. B312_DB16_001 B312 (His B number)_DB (his initials) 16 (total in set) _001 (First one of the sixteen) Please upload these images to our News Desk FTP: Address:



uppa01 (zero)


If you are experiencing any problems with this FTP address please contact Marvin to give you a alternative FTP. Please make sure you put the following information in you delivery email:



User name:






4. FTP - Live News (time sensitive) PLEASE DO NOT SUBMIT MATERIAL UNLESS YOU HAVE CONTACTED THE NEWS DESK FIRST OR ARE A REGULAR SUPPLIER TO US If you are uploading news worthy material please can you make sure that you have inserted into the picture code how many images you will be uploading e.g. David Barrett will upload 16 pictures therefore he would need to code his pictures as follows:

Once you have uploaded your images please can you email our news desk editor, Marvin Woodyatt, to complete your delivery.


For all our new Bruce Coleman Inc photographers please put your name followed by BCI. e.g. Joe Smith_BCI


IMPORTANT: Please make sure that you only upload high res jpegs as any Tiff files will slow down the server.

Please put your name and which collection it is for in the folder name. e.g. Joe Smith_NHPA

How many images have been uploaded: If you have any further questions or problems getting your material to us please do not hesitate to contact our Photographer Relations Manager, Paul Lubbock to assist you. Email: Telephone: +44 (0)207 421 6000



Captioning & Keywording: Images should be captioned using the IPTC caption information plug-in in Photoshop (File>File Info) or similar software. All of the caption information should be entered into the Description field. See below for a caption example using Photoshop CS/8. Keywords should be entered into the keyword field, separated by semi colons (;). Please note: The illustrations are if you are working on your images in Photoshop. Please use equivalent fields if you are using other software packages such as Fotostation. Add words with the same meaning. If you add “mother”, also add “mum”. Consider UK and US variations, so in the example above, add “mom”. Describe your images in a methodical way.

•Literal - e.g. “boy, girl, children, beach, sun, sand, sky, car, shadow”. •Attributes - e.g. “happy, smiling, walking, blue, young, old”. •Location - be specific, e.g. “The White House, Washington DC, USA”; or generic, e.g. “office, school, home”. •Interaction - e.g. “chasing, playing, moving, touching, shouting, flying”. •Concepts - e.g. “heat, power, happiness, strength, humour, teamwork, tranquility etc”. •Broad subjects - e.g. “lifestyle, travel, sport and business”. •Digitally created or excessively manipulated images (i.e. those that have been significantly altered from the original image) should be labelled as such. Please see our ‘Technical Guidlines’ for a more detailed guide.



Where do I begin? Step 1. Open your image in Photoshop and save it as a JPEG file at quality level 12 in Photoshop. Step 2.Enter the caption. Select “File Info” from the “File” menu; ensure that the top drop-down box displays the “General Desciption” page display. Complete the fields as follows: “Title.” State briefly what the image is, or what the most important feature of the image is. “Author” Your name or preferred credit style/ Photoshot. “Author’s position” Leave blank. “Description” Write a brief, but factual title of the image. “Keywords” The words that you choose when keywording and the order you put them in act like a road map that allows the search engine to navigate through thousands of images when it is responding to a user’s search query. This must include all of the words from the description.

E.g. Description: LESSER FLAMINGO, (Phoenicopterus minor), Lake Bogoria National Reserve, Kenya. Keywords: bird; birds; animal; animals; wildlife; flamingos; flamingoes; flamingo; flocks; flock; group; groups; lakes; kenyan; africa; african; lake; mass; reflection; reflections;; reflected; pink, kenya, lake, Bogona, Lake Bogoria National Park, National Park

Description Tips: What to include: 1. A description of things and actions. The very first words should tell us where we are: e.g. ‘Felbrigg Woods’ This should be followed by a space, then a “–“, and another space In the Description field, write the most important things. This includes the names of any featured person(s), kind of person(s), animal(s), object(s), landmark, landscape, special event, design(s), or shape(s) represented. Add any featured or implied actions in a simple subject/ predicate format.

E.g. Description: FELBRIGG WOODS, Norfolk Winter Keywords: landscape; landscapes; scenic; scenics; scene; scenes; tree; trees; winter; season; seasons; dead; scary; frightening; dark; pattern; patterns; england; english; british; britain; europe; european; Felbrigg Wood Norfolk in Mist, Felbrigg, Norfolk.



Keywording Tips: The words that you choose when keywording and the order you put them in act like a road map that allows the search engine to navigate through thousands of images when it is responding to a user’s search query. To write in good keywords, you must understand the following:

Also add words and common phrases that convey what an image evokes or illustrates. This subjective element lets the search engine consider conceptual queries users may submit when they don’t have a particular image in mind, or when they want to brainstorm. These words can convey a particular or abstract concept, emotion, style, or genre.

- How much information to include - What information to exclude - How to describe physical elements of images and to summarize other elements. The “Keyword” field is where you describe the image in plain English, using normal word order, capitalization when necessary, and punctuation.

Remember to include further descriptions of any attributes that make an image unique, compelling, or that are obviously a part of the artistic composition.

E.g. Active; Athletic; Bikini; Calm; Clothing; Day; Diver; Enjoyment; Expert; Fun; Leisure; Lifestyle; Ocean; ; Outdoors; Peaceful; Pleasure; Preparing; Rear View; Relaxation; Sea; Silver Swimmers; Sky; Standing; Swimmer; Swimming Cap; Trained;

Photoshot Submission Guidelines  

All the information you need to become a Photoshot contributor

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