SLOC GUIDELINES

SLOC GUIDELINES - Revised Dec. 16, 2003

Publicity Photographs

GENERAL GUIDELINES

1. The photo shoot should be scheduled no less than five weeks prior to the opening of the show.
Everyone involved in the show should be invited and be there, or they may not appear on the photo boards. Headshots contributed by the actor are subject to approval by the VP Public Relations (VP PR).

2. As often as possible, orient the photos vertically rather than horizontally. They will be more useful to the newspapers.

3. Extra care should be taken in both setting up and choosing photos for the newspapers. They will not print photos that look like rehearsal shots.

4. Try and get some of the costumes from the show in the publicity shots.

5. It is the responsibility of the publicity chairperson (s) to meet with the director a few days prior to the photo shoot to decide what the photo setups will be.

6. When deciding what shots to take, consider that a certain number of head shots need to be taken (see "Photo Boards" below). Call the VP PR to check the photo file prior to planning headshots to see what we may have on file (cast, crew, staff). Headshots may be updated at the request of the subject only after five years, with the approval of the VP PR.

7. The Board of Directors will determine which professional photographer will be used, and will confirm that decision on an annual basis. All contacts with the photographer will be made by the VP PR. The current (2005-06) photographer is Tim Raab & Northern Photo.

8. The cast, crew, staff, is allowed to order pictures directly from the photographer. He/she will provide you with extra copies of the order form. The producer (s) should post the contact sheets where they are clearly visible and leave order forms next to them for the individual's use. Slides should not be converted into photos without the permission of the VP PR and/or the photographer.

9. Final photos are to be chosen, from the contact sheets, by the VP PR and the photographer. Other production staff may accompany the VP PR to the photographer's studio to participate in the selection process. Let the cast, crew, and staff know that NO pictures are to be taken off the photo board. If a picture is removed and the person has no pre-approved head shot to use, then ALL the photos are to be removed from the photo board.
The VP PR reserves exclusive rights to choose the publicity shots for the news media. If the media requests an electronic file copy, that copy can be made from the professional photos, HOWEVER, the photographer, must have a byline under the photo.

10. Picture taking by others, including cast, crew, staff, friends, and/or SLOC personnel, is not permitted during the professional photo shoot. Arrangements for these, if necessary, are to be made by the producer( s) and scheduled for another date and time. Except as noted above, the professional photos cannot be used or transmitted on the web. Photos for use on the web may be made by the staff if needed at a time other than that of the photo shoot.

11. The photographer will be providing backdrops so that photos may be taken at the opera house, if necessary. AVOID, IF POSSIBLE, taking pictures in front of the green curtain and on the checkerboard floor. If time permits and a good setting can be found, photos should be taken on location. Permission to shoot on location should be obtained from the owners or managers of the property, and scheduled at a time convenient to the photographer and the property owner/manager.

12. The cost structure for photo shoots is based on the photographer's time, plus supplies and processing the final product. Every effort must be made to expedite the photo shoot while assuring a quality outcome by pre planning as much as possible.

13. At the conclusion of the production, ALL photographs go the VP PR to be placed on file. ALL photographs and slides are the property of the Schenectady Light Opera Company. Anyone who distributes SLOC photographs or slides to cast crew, staff, or others will be financially responsible for their replacement. MAKING PRINTS FROM SLIDES FOR PERSONAL USE IS NOT ALLOWED. IF DONE FOR SLOC /PUBLICITY USE, THEY MUST BE APPROVED BY THE VP PR AND THE PHOTOGRAPHER.

PHOTO BOARDS:

1. The lobby photo boards are the sole responsibility of the VP PR.

2. The photo boards are to have a black or neutral, which allows for the show theme to be incorporated. The VP PR will arrange for nameplates. The producer (s) will supply the information necessary to complete this task.

3. Positive reviews can be placed on the bulletin board downstairs between the costume and props/paint rooms. Any other positive press on the show may be displayed there on as well.

4. A head shot (8" x 10") board for the cast is maintained. The producer (s) and director (s) will indicate which cast members should get headshots for the board, to a maximum of ten. An additional photo of the entire cast (8"x10") may be substituted, subject to approval of the VP PR. Photos (5" x 7") of small groups may be substituted, not to exceed the maximum often photos on the board. The intent is that all cast members are represented. REMEMBER, THE FULL CAST PHOTO APPEARS IN THE PLAYBILL.

5. A head shot (8" x 10") board for the production staff/crew is maintained. Photos are limited to the producer (s), director (s), musical director (s), and choreographer (s).
Additional photos (5" x7") of the costume designer, set designer, lighting designer, sound designer, and stage manager may be added. Photos of additional staff are subject to approval be the VP PR.

OTHER PHOTOS:

1. Six scene shots are taken, to be distributed amongst the media, namely, the Albany Times Union, The Daily Gazette, The Troy Record, Metroland, the Saratogian, and the Spotlight Newspaper Group. Each shot must be different from the others~ so many shots will be taken during the photo shoot, to provide choices for the photographer and VP PR. Color slides will be made of the same or similar scenes. These are sent, along with black and white 5 X 7 photos, to give the media a choice of black and white or color. They should never look like a rehearsal shot, except when a feature article is to be done that requires such a photo.

2. The SLOC Spotlight newsletter will include a photo if received by the editor prior to publication:

3. The playbill/program will include a center page photo of the combined cast, crew, and staff, if received by the editor prior to publication. Space must be planned in the photo set up to allow for the booklet staples. The program cover may be an "action photo", usually of the undisputed show lead (s), or the logo for the show, as chosen by the director (s) or producer (s).