SUBMISSION GUIDELINES 2009
How to make your submission to ArenaPAL
Pictures may be sent via FTP Upload. Please note, it is preferable to submit images via the ArenaPAL FTP. If you require assistance with this please contact enquiries@arenapal.com
The new system within IMS (Image Management System) The purpose of this system is to streamline submissions for faster and easier uploading to the ArenaPAL website. Please read the following guidelines carefully as your submission may be automatically rejected should compliance not be met. Images are required to be saved in the following format: Image Size
Format Profile File Name
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Longest size at least 3000 pixels 300 dpi Rotated appropriately, e.g. right way up JPG / JPEG (saved at 8-12 quality compression) RGB B+W images should also be saved as RGB no spaces, no dots (please use _ or - ) and not longer than 25 characters absolutely NO personal contact details should read eg ‘production_name_XX_01.jpg’ (XX indicates the photographer initials)
Images that do not meet these criteria will be automatically rejected
Please ensure that your selection does not exceed 25 images for any one production. When more than 25 are submitted – we will only take the first 25 images and the rest will be archived as reference material and will not be entered into the database or uploaded to the website. We will also remove poor quality and duplicated images as follows: Poor quality
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Duplicates
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wrong settings of a camera, dusted, too compressed, too blurry, resized or sharpened too much, etc copies, similar shots including cropped shots
By following these guidelines we will be able to provide a better service for both our clients and photographers.
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IPTC / Meta Data Guidelines
Good captioning and key wording is vital and makes a noticeable difference to image sales. The more appropriate the description the more likely the right image will end up being selected. ArenaPAL employ uniformity for all captioning. Any divergence from this layout is unacceptable and submissions may be returned for re-captioning. We are aware that there are various applications that can be used to write IPTC / Meta Data, and that they each have differing data fields. To avoid superfluous information from being submitted, please only complete the following fields which should include: In capitals / upper case As below As below
Image Title Caption / Description Keywords
All appropriate credits will be automatically added by ArenaPAL (except in caption). Here is an example of the appropriate fields to complete when using Photoshop CS3:
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The Caption
Please layout all image captions according to the following template:
THREE DAYS OF RAIN by Greenberg, Lyndsey Marshall (as Lina), James McAvoy (as Ned), at The Apollo Theatre, London, UK, 10 February 2009, Credit : Your Name / ArenaPAL, www.arenapal.com
Title in CAPITALS, author surname only Cast names in lower case, character in brackets All in lower case, please only use the abbreviation UK Omit th, nd, st e.g. the 1st should read 1 (not 01) No other personal details should be in caption Include in all image captions
A comma should be placed at the end of each line, excluding the last line. Punctuation should be used precisely as in above example. Please DO NOT include the following anywhere in the description: ‘Press Photo call’, your personal details, contact info, category, instructions. Also note, the system does not recognise symbols e.g. & *! © Acceptable additional information includes: Rehearsal Revival This should be placed above the date line. To avoid confusion, please only name those who are present in the image. One image in the whole set needs to give the full production information eg crew names NOT the full cast. Please only name actors who are in the image. e.g. THREE DAYS OF RAIN by Greenberg, Lyndsey Marshall (as Lina), James McAvoy (as Ned), Author - Richard Greenberg, Director - Jamie Lloyd, Designer - Soutra Gilmour, Lighting - Jon Clark, Sound - Matt McKenzie, The Apollo Theatre, London, UK, 10 February 2009, Credit : Your Name / ArenaPAL, www.arenapal.com
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This extended information should NOT be placed in any other images within the same set. The Keywords All words placed in the caption will eventually be converted to become keywords. This is an automated process. Therefore, repetition of any of these words should be avoided when key wording an image. The following sections all need to be included when key wording an image: Broad Category Factual Elements Genders Descriptive and Conceptual
(see below) List all elements in the image such as profession, places and relevant identifiable items actually visible in the image. Always include the gender of the subject/s (see below) List all the words that best describe the content of the image including emotions/expressions/period/costume
Examples of commonly used keywords (various categories): Broad Category Factual Elements Genders Descriptive and Conceptual
production;performance;performing;modern;contemporary;classical;roma ntic;drama;comedy; musician;violinist;working class;exterior;kitchen;ballroom; male;man;guy;men;guys;female;woman;lady;women;ladies;children;child passion;passionate;behind;holds;holding;looks;looking;angry;anger;lonely ;happy;smiles;smiling;sings;singing;points;pointing;bench;table;chair;bow; window;stand;score;
Keywords should include (where appropriate)‌ Color Colour Black and white B&W Please note, the & symbol will only work in this precise context Remember to include commonly used acronyms (use the full name within the Caption)‌ e.g. ENO ROH ENB NT QEH RAH RSC
English National Opera Royal Opera House English National Ballet National Theatre Queen Elizabeth Hall Royal Albert Hall Royal Shakespeare Company
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Some important points to be aware of when writing IPTC / Meta Data for your submission to the ArenaPAL library: •
Most of the searches will be done by clients / researchers who are likely to use a wide range of words with which to search for the images they need. This will include some American spellings and terminology e.g. color, guy etc.
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Clients will expect to see only those images which answer their search query. They will not want to scroll through pages and pages of images which are there because they have been badly keyworded or captioned.
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Make sure to include important proper nouns. Example: woman, women, lady, ladies, female, females. All of these words describe the woman in the photo.
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It is important to include plurals in addition to the singular versions of any nouns - some researchers will search in both the singular and plural.
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It is vital to add synonyms e.g. sad, miserable, unhappy, lonely, depressed
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Double check the spelling – bad spelling loses sales!
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Make a judgement whether items visible within the image are actually critical to the meaning of the photo – avoid over key wording an image.
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Do not use any of the words which already form part of the caption. For example in the following caption: “The Apollo Theatre, London, UK,” Exclude: ‘theatre’, but include keywords ‘production;performance;acting;actor’ etc., as the words from the caption are automatically transferred to form part of the keywords.
Finally… It is equally important not to over keyword. Make sure all the words in your keyword list for each image are appropriate and would make sense to people looking at the image for the first time. You are keywording for the client not yourself. If you need any help with this, please contact us.
In the digital environment, a poorly or inappropriately key worded image does not exist
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Example of correctly submitted image:
File Name Image Size Dimensions Resolution
Caption
Three_days_of_rain_XX_03.jpg 26.6mb 3412 x 2319px 300 dpi
THREE DAYS OF RAIN by Greenberg, Lyndsey Marshall (as Lina), James McAvoy (as Ned), at The Apollo Theatre, London, UK, 10 February 2009, Credit : Your Name / ArenaPAL, www.arenapal.com
Keywords color; colour; performance; performing; production; drama; male; man; guy; female; woman; lady; sat; sits; sitting; kneeling; floor; romance; romantic; couple; picnic; interior; inside; indoors; gaze; gazing; looks; looking; blanket; cushion; wine; glass; cup; touching; touches; face; chin; hand; holds; holding; eyes
Thank you for reading these instructions, we hope that you will find them easy to follow and action on all your future submissions. If you have any problems with following these guidelines, please do not hesitate to contact the team at enquiries@arenapal.com
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ArenaPAL - Thompson House - 42-44 Dolben Street - London SE1 0UQ Tel +44 (0)20 7403 8542 Fax +44 (0)20 7403 8561 enquiries@arenapal.com
www.arenapal.com