Planning and Scheduling Photography

The DOM communications team partners with department faculty and staff to capture images of programs, people and events for all sorts of communications projects.  Here's how to work together to help tell a compelling visual story.

1. Identify a content partner to assist the communications team on issues of scheduling, location and correspondence with stakeholders (clinic managers, charge nurses or other colleagues). 
   
   This requires significant project management skills and knowledge of the division, program, staff, and projects. If this project is delegated to others, details are often not communicated and will affect overall outcome. 
   
   It's most helpful if the liaison is a single person who can also be present at shoots to help coordinate onsite logistics.
    
2. Develop a "shot list" or a structured list of desired photographs. A more defined list will yield better photographs. The DOM Communications team can help, but we need a knowledgeable content partner that understands your division needs.
    
3. Identify everyone who should be involved as subjects in the photos. What role do each play and why?

• When scheduling photos online, make sure to include the room number / building and a mobile number for last-minute rescheduling needs.
• Plan on at least one pre-shoot meeting or check-in a week prior to the shoot to verify details.  Email or Teams/Zoom are great options.
• Check in with the clinic manager before the shoot day to make sure they are aware we are arriving.

• Read "Best Practices for Inclusive and Diverse Photography in Higher Education," a short, user-friendly paper from the University Photographers' Association of America.
• If you intend to capture images of patients or anyone NOT a UW Health or SMPH employee for marketing purposes, you must get official written permission from each subject. Work with us to complete the required photo release form linked on the DOM Communications Forms and Templates page.

• We try not to show backs of heads and disengaged subjects.
• If a computer is needed in the shot, we will minimize as much as possible.
• We will attempt to reduce busy backgrounds or miscellaneous items that will distract the viewer.
• We often focus on the people as much as possible. This shows the feeling of what the work is like, not just the specific activities.
• Try not to OVER populate the frame: stick to one to three people max.
• Shots that are wider and closer to subjects ar better.
• We try and think about your audience: how will this image speak to them?
   

When you're ready, schedule a production meeting with Clint Thayer to review your plans, ask and answer questions, and schedule shoots.