Embargoes and photographs restricted from publication

A product has not been launched yet. A private ceremony needs to stay private. An announcement is due tomorrow, and the photographs must wait. In each case, the host is asking for images to be held back. This guide shows how to make that request clear enough to work.

It belongs to our overview of event photography privacy, permission and image use.

What kinds of restriction are there?

Type	Meaning	Example
Timed embargo	Not to be published before a date or event	Photographs of a launch until the press release
Selective restriction	Certain images never published	Images of a private moment or a specific guest
Private only	Images for the host only	Family ceremony pictures
Conditional	Release after approval	Images the host will review first

Be clear which applies. "Keep it quiet" is not an instruction anyone can follow.

Make the restriction specific

State five things.

1. Which images. All, or a category, or specific scenes.
2. Why. A short reason helps the crew exercise judgement.
3. When. A date, a time, or a trigger such as "after the announcement".
4. Who approves release. One person or role, with a deputy.
5. What counts as publication. Social media, press, a website, a staff newsletter, a talk.

Our image-use and approval register helps keep these in one place.

What happens to the files meanwhile?

During an embargo, the files exist and someone holds them. Decide:

• Who receives them, and whether delivery is delayed.
• Whether the photographer keeps copies, where and for how long.
• Whether the images may be shown in a portfolio. They should not be, unless you agree. See agreeing whether photographs may appear in a portfolio.
• Who else is permitted to see them, such as an agency, sponsor or printer. See sharing event images with sponsors, venues and other suppliers.

Keep access narrow. Our guide on private gallery access and onward sharing shows the settings to consider.

Sensitive settings

In some settings, restrictions go beyond timing. A funeral, a health-related gathering or a hardship event may call for experience suited to the setting, the organiser's approval of what is photographed and an editorial review that keeps people's dignity intact. Do not ask for or share sensitive personal details beyond what the work needs, and do not use identifiable examples without proper permission.

We confirm in writing what our team can arrange for your event. We do not claim experience of a particular setting that we have not confirmed with you.

Guests and phones

Guests may post from their phones. You cannot fully prevent this. If the restriction matters, say so on the invitation, ask guests to wait, and consider whether any device rule is appropriate and enforceable. Tell the crew what you have said so they can respond if asked.

A worked example

For example, a company opens a new office. The photographs must not appear until the chief executive's announcement the next morning at 9am. The brief names the communications manager as the approver and her deputy.

The photographer delivers files to the manager through a private link only. The manager releases a selection at 9am. A group image showing a client who asked not to be named is held back. The photographer does not post or show anything until the manager confirms.

If the restriction is breached

Decide in advance what to do. Who is told, how is the image taken down and what is the next step? Having a short plan reduces panic. For removal steps, see removal, withdrawal and deletion requests.

Agree the lifting of a restriction

Lifting should be as clear as setting. Ask the approver to confirm by message which images are released, to whom and where. If only part of a set is released, mark it. Keep the rest locked until the approver says otherwise. When the embargo date arrives, do not assume release happens on its own.

Business secrets

A restriction may also protect confidential material in the frame, such as slides or prototypes. Our guide on event photographs that show confidential business information covers it.