University Marketing & Communications currently has one full-time photographer whose primary role is to serve the marketing needs of the University. In addition, he is also available on a limited basis to shoot campus activities and events. The Assistant Director of Digital Media schedules and oversees all assignments, making sure that the shots taken represent the strategic priorities of the University and connect to our target audiences in a meaningful way.
Due to the extensive number of activities and events, photography requests should be made as early as possible, preferably three weeks in advance. The Photography Needs Assessment Form is available in MyUWF by searching “Photography Needs Assessment Form.”Before requesting photography, we encourage you to review the UWF Picasa Web Albums, which contain a variety of photos. We update the albums periodically, so please check back from time to time. UMC also maintains a more extensive digital library of photos that are used for various marketing needs on an internal department server. If you see something you like in Picasa but want to see additional options from a particular event or location on campus, please contact the Assistant Director of Digital Media, Lauren Smith, at firstname.lastname@example.org.
Due to the growing needs of our campus and the limited availability of our staff, not all photography requests can be honored. However, in some instances, UMC can train clients to use their own digital camera to obtain quality images. For more information about shooting digital images on your own, please review the Photography Tips Sheet. To schedule training or to learn more, contact the Assistant Director of Digital Media, Lauren Smith, at email@example.com.
Please note the University’s Photo Release Policy:
When shooting photography, please be aware of the University’s photo release policy. Close-up photographs of individuals or small groups, including students, faculty members, staff members or guests may not be used in University promotional communications without written consent from those individuals. In the case of minor-aged children, a parent or legal guardian must provide written consent. It is the client’s responsibility to obtain and retain Photo/Video Release Forms. Download the Photo/Video Release Form and keep the form on file. In the event you request that UMC use a photo you’ve taken for a project, please be prepared to provide a copy of any releases for reference.
If you would like to hire a freelance photographer or videographer, please contact Assistant Director of Digital Media, Lauren Smith, at firstname.lastname@example.org to provide the date and purpose of the shoot as well the name and contact information of the photographer. It is your responsibility to ensure that proper licensing rights are contracted when you enlist off campus assistance.
How to Schedule an Official University Headshot
We also offer regular headshot sessions every Monday through Friday, from 8 – 9 a.m. To book an appointment, please visit our appointment page. There’s no need to fill out the photography needs assessment form.
How to Book an Appointment:
- Visit our appointment page and select one of the 15-minute time slots available Monday through Friday between 8 – 9 a.m.
- Enter your full name in the subject field.
- Please provide your title, department and email address in the description field, along with any special requests you may have.
- If you are interested in booking headshots for several people within your department, we can accommodate up to five people within each 15-minute time slot. Please be sure to input everyone's name in the description area on the appointment slot and ask everyone to show up at the same time.
How to Cancel an Appointment:
- To cancel your appointment, simply delete or decline the event on your calendar, which will alert our photographer.
Headshots will be taken against a standard, gray backdrop. Outdoor portraits (weather permitting) are also available during these sessions. Professional business attire is strongly recommended. We suggest wearing solid colors and avoiding busy patterns or white shirts.
University Marketing & Communications will email you your final, edited headshot for your review/approval. Please allow at least 14 days for editing. If you need expedited editing, please let the photographer know and we will do our best to accommodate. For more information, please contact Lauren Smith, Assistant Director of Digital Media, at email@example.com or Ext. 3096.