Before the day, confirm which posters may be photographed, who approves their publication and whether any show unpublished or confidential findings. Photograph the event and the people in a way that cannot be read as releasing results. Release images only after the organiser has checked that readable posters are cleared.
A research-poster day looks friendly: rows of boards, students and staff in conversation, tea and snacks along the wall. But what is on those boards may not yet be published. A clear photograph of a poster can reveal results, methods or participant details long before a paper appears, and once a readable image is shared, it is hard to take back.
This page is for research offices, graduate schools, faculties and organisers who want a good record of the day without releasing material that should stay private.
What is on the posters?
Ask the organiser to sort posters into three groups before the day.
| Group | Meaning | Photography approach |
|---|---|---|
| Cleared | Already published or approved for public display | Can be photographed legibly |
| Display only | Fine to show on the day but not to reproduce | Photographed at a distance or with people in front |
| Restricted | Unpublished, confidential or tied to a sponsor or participant | Not photographed, or excluded from released images |
We do not decide which group a poster belongs in. That is for the presenter, the supervisor or the research office. The list simply lets us work from facts.
Participant context and ethics
Some posters describe work with human participants, patients, schools or communities. A poster may include quotes, images or case details. Ask the research office whether any poster contains such material, and whether the presenter has the right to display it publicly. Our guide to photographs that show confidential business information covers the same principle in a business setting, and applies equally to academic content.
How do we photograph the day without releasing findings?
There are several ways to tell the story of the day.
- People in conversation, with the poster behind them out of focus.
- Wide views of the room, where text is too small to read.
- Presenters with their posters, photographed from the side.
- Judges speaking with presenters, with the organiser's approval.
These images show the event without publishing the findings. When a legible image is needed for a cleared poster, we take it separately and mark it. Our guide to embargoes and photographs restricted from publication explains how to handle a hold on release.
A hypothetical example
For example, imagine a graduate school's poster day with 60 posters across two rooms, five judges and a short awards ceremony. The research office lists 8 restricted posters and 6 cleared ones the school wants documented. A plan could include a main session of event and people photographs, a short session of legible images of the six cleared posters, and a list of restricted posters carried by the photographer. The research office checks the shortlist before it is sent to the faculty communications team.
Releasing the photographs
Do not release a gallery before the organiser has checked it. A good approach is a two-step delivery: a private gallery to the organiser first, then an approved selection for wider use. This is also the point at which restricted posters visible in the background are noticed and removed. Our post-event image use planner helps you decide the release steps.
What to tell the photographer
Give us the poster list and the restricted list, the room plan and the schedule of judging and talks. Tell us who has authority to answer questions on the day. Mention if the judges are external, if sponsors will be present and if any visitors should not be photographed.
How does this affect the booking?
A poster day often runs for a few hours with the main interest in the first half, when the room is busy. A short booking with a clear brief usually serves better than a long one. Your quotation sets out the window and deliverables in writing, including any list of posters photographed. We confirm the crew assigned to your event when we confirm the booking.
Questions to ask the organiser
Ask whether the poster list is final, because late withdrawals and substitutions are common on the morning itself. Ask who will stand at the entrance to answer questions from visitors, and who can give a decision if a presenter asks us to stop. These small points save time during a busy session.
Checklist
- Get the poster list, with numbers, titles and presenter names.
- Ask the research office which posters show unpublished or restricted material.
- Agree whether posters are photographed legibly, at a distance or not at all.
- Decide who checks released images against the restricted list.
- Confirm whether judges and external visitors agree to be photographed.
- Check whether any posters include participant data or identifiable images.
- Plan where the photographer stands without blocking viewing space.
- Name one approver for selections and publication.
Send us the poster list, the organiser's rules on unpublished work and the person who approves releases, and we will confirm date, crew and deliverables in writing.
Plan our poster day coverageCommon questions
Can the photographer take close-up images of posters?
Only if the organiser and the presenter agree. A readable close-up can reveal methods, data or results that are not yet published. We can photograph posters at a distance where text is not legible, or skip posters marked as restricted, once you tell us which ones.
Who decides if a poster is confidential?
The presenter and their supervisor or research office usually decide, and the organiser records it. Ask for a list of restricted posters before the day. We follow that list and do not judge from the poster itself.
Can photographs show judges and visitors?
Usually yes, with the organiser's approval. External judges and industry visitors may prefer not to be shown, so ask them in advance. Tell us who has agreed, and we will keep those who have not out of released images.
What if a poster includes participant data or images?
Research posters can show interview extracts, photographs or other material about participants. Ask the presenter whether the content is cleared for public display and for images. We do not make that call, and we avoid readable detail unless told it is cleared.
Can we get a list of posters photographed?
Yes, if you ask for it in the brief. A simple list of poster numbers, titles and image file references helps the research office check clearances before sharing. It should be agreed in the quotation as part of the deliverables.
Plan our poster day coverage
Send us the poster list, the organiser's rules on unpublished work and the person who approves releases, and we will confirm date, crew and deliverables in writing.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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