A student can commission photographs of their own presentation and their own work, but not of the whole institutional exhibition. The assignment should name what is covered: your station, your talk, you with your work. Reproducing the work itself, other students' pieces or the venue may need permission from the institution or others. We confirm the scope in writing.
A student who books a photographer for an exhibition is in an unusual position. You are the client, but you do not control the exhibition, the room or the other students' work. The most useful thing you can do is be clear about what you are commissioning.
This page belongs to our guide to campus, student and alumni-event photography. For the institution's own coverage, see final-year student exhibition photography.
What can a student commission?
You can commission photographs of what you are entitled to: yourself, your presentation, your station and your own work. You cannot commission coverage of the whole exhibition, other students' pieces or the institution's event, because those belong to other people.
Write down the assignment in plain words. For example: "Photographs of me presenting my project at my station, close views of my work and two images of me with my supervisor." That tells the photographer where to be and what to record.
Check access first
Exhibitions have their own rules. Some limit outside photographers, some appoint an official one and some allow anyone with the organiser's approval. Ask the organisers before you book, and give us the answer. We do not assume permission.
If access is limited, ask whether a photographer may attend at a set time, such as before the doors open or during a quiet period.
What can be reproduced?
Photographs of your presentation will usually show your work. Whether that work can be reproduced depends on who owns it and what has been agreed. If you made it entirely, you may have freedom. If it involves collaborators, sponsors, a studio brief or a department's research, others may have a say.
Ask your department or supervisor about any limits. Our guide to copyright ownership and permission to use event photographs explains the questions, and the guide on agreeing whether photographs may appear in a portfolio covers portfolio use specifically.
Other students and the background
Exhibition photographs often show other people's work and other people in the background. You do not have authority over those. Ask the organisers how to handle them, and tell us so we can frame carefully. Where a neighbouring piece or person is clearly visible, you may need to crop or choose a different image before you publish.
For example, a student presenting an architecture model is positioned next to two other stations. The photographer frames tightly on the model and the student, with the neighbouring stations out of focus and partly out of frame. The student later asks the organisers whether a wider image can be used, and they confirm which stations may appear.
Decide what the photographs are for
Portfolio images, an application, a grant report and social media all need different things. A portfolio wants clean, well-lit images of the work. An application may want an image of you presenting. Decide which you need and tell us, so coverage and selection fit.
Delivery and use
Agree how you will receive the images, in what size and what you may do with them. Our photo sharing and privacy plan is a useful template, and our guide to permission to photograph and permission to publish explains why publication needs its own check.
What to send us
Send the exhibition details, your station location, your timing and your purpose. We ask what is missing and confirm date, venue, crew assigned, deliverables and quotation in writing.
Questions to ask us
Ask how we would photograph work behind glass, how we would handle a crowded room and what happens if the organisers restrict us on the day. We confirm what is possible for your date in writing.
When the exhibition changes on the day
Exhibitions rarely go exactly to plan. A station may be moved, a crowd may block your display or the organisers may limit photography at short notice. Keep a short list of your priority images, such as you with your work and one detail view, so the photographer can adapt quickly. We confirm in writing how booked time is used if access changes, so you know what to expect before the day.
Checklist
- Ask the exhibition organisers whether outside photographers are allowed.
- Describe exactly what you want photographed: you, your work, your station.
- List any collaborators, sponsors or owners with a say in the work.
- Check your department's rules on publishing images of your work.
- Decide what the photographs are for: portfolio, application, social media.
- Agree your use of the images in writing.
Tell us about your presentation, your station and what you want the photographs for, and we will propose coverage that stays within what you are entitled to commission.
Plan photographs of my presentationCommon questions
Can I photograph other students' work at the exhibition?
Not unless they and the institution agree. Other students own or control their work, and the exhibition may have rules. If other work appears in the background, ask the organisers how to handle it, and tell us so we can frame accordingly.
Who owns the photographs of my work?
That depends on the agreement we make and on who owns the work shown. Our guide to copyright ownership and permission to use event photographs explains the main questions. The written quotation states what you may do with the images.
Can I use the photographs in my portfolio?
Often yes, if the scope allows and the work is yours to show. Check any restrictions from your department, sponsors or collaborators, and confirm the portfolio use with us in writing.
What if the exhibition does not allow outside photographers?
Ask the organisers before you book. Some exhibitions appoint their own photographer or restrict access. We do not assume permission, and we confirm access with you before planning.
Plan photographs of my presentation
Tell us about your presentation, your station and what you want the photographs for, and we will propose coverage that stays within what you are entitled to commission.
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.
Last reviewed: