Different image packs for media, sponsors and internal teams

After an event, several groups want the photographs. The press office wants a short set. The sponsor wants its own images. Staff want to see themselves. The simplest response is to share the whole gallery. It is also the one that gives you least control.

This guide sits within using event photographs for business and reporting. It explains how to divide the gallery into packs and keep each one clear.

What does each audience need?

Audience	Selection	Context	Control
Media	Short set of news moments	Checked captions, credit line	Named outlets, approved release
Sponsors	Images matching the agreement	Notes on what each shows	Named contacts, stated use
Internal teams	Recognition and record images	Names and teams	Staff-only access, review date
Partners and suppliers	Images relevant to their work	Brief description	Named recipients, limited use
Archive	Fuller set	Indexed, approved uses noted	Restricted access

Our guides to press-suitable photographs, sponsor evidence and internal communications explain each selection in more detail.

Why not one folder?

A shared folder has three problems.

1. Wrong image, wrong audience. A candid image meant for the team might reach a journalist.
2. Unclear use. Without a stated purpose, recipients decide for themselves.
3. No record. You cannot say later who had what.

A set of packs, each with its own purpose, limits these problems. They do not remove them, since any recipient can forward a file.

Law, contract, venue rules and business policy

These four layers apply to every pack.

• Law. The Personal Data Protection Department explains that the Personal Data Protection Act 2010 applies to personal data processed in commercial transactions. Whether and how it applies to sharing a pack is for your legal adviser.
• Contract. Our written quotation sets how your organisation may use and share the images. MyIPO states that copyright protection arises automatically when a work is created, so a licence you give a third party must fit within what you hold. Confirm any proposed wording with your adviser.
• Venue rules. The venue may restrict sharing of certain images.
• Business policy. Your policy on who receives images, and for what, is your own.

We do not give legal advice.

Build each pack

For each pack, decide:

• Selection. Which images, and how many.
• Captions. Names, titles and context, checked.
• Credit. The wording that travels with the file.
• Use. What the recipient may and may not do, in writing.
• Recipients. Named people or organisations.
• Delivery. How the files reach them, and for how long.

Keep the packs in separate folders with clear names. The photo delivery guide on file names and folders suggests how to avoid confusion when corrected versions exist.

Access and onward sharing

You can reduce, but not remove, the chance of forwarding. Use named recipients and access-controlled links where practical. State the permitted use in the covering message. See private gallery access and onward sharing.

If a recipient is a supplier or partner who was not part of the booking, read sharing event images with sponsors, venues and other suppliers.

An example scenario

For example, an organisation holds a product forum with two sponsors and a press office. The communications lead prepares three packs from the delivered gallery.

The media pack has eight images of the keynote and the announcement, with checked captions and a credit line. Each sponsor pack has six images of its own session and signage. A staff pack has twelve recognition images on the intranet for six months. Each pack goes out with a short note on permitted use. The lead records who received what in the approval register.

Version control

When a caption is corrected or an image replaced, the pack changes. Number versions and tell recipients which one is current. Our guide to tracking image approvals without losing the original delivery explains how.

What to tell the photographer

• The audiences and what each needs.
• Moments that matter to each.
• People or areas excluded from any pack.
• The approver and the deadline for each pack.

We confirm the date, venue, crew and deliverables in writing before the event. If you want the delivered gallery organised in a particular way, tell us early so that we can say what we can include.