Accurate names and titles in official-event captions

At an official event, a caption is part of the record. It tells readers who attended and in what role. It can also embarrass the institution if a title is outdated, a name is spelt wrongly or a person is described as holding an office they do not.

This page sits within our overview of official and public-institution event photography. It is the process we follow, with the institution, to keep captions correct.

Choose one source

Many documents list names: the invitation list, the programme, the seating plan, a website, a press release. They are rarely identical. Ask the institution to name one as final, and say who maintains it. That is usually the protocol, secretariat or communications office.

We use that source and nothing else for captions. If another document disagrees with it, the checker resolves the difference, not the photographer.

Name one checker

Captions need a single reviewer who can say yes or no. Without one, two people may give different answers, and the faster answer wins. Name the person, and tell us how to reach them on the day and afterwards.

Our event photograph caption worksheet records each image number, the names, titles and the checker's approval. The image-use and approval register keeps release decisions beside it.

What counts as a good caption?

A good caption states:

1. Who: full name, title and organisation as the source gives it.
2. What: the event or moment, in plain words.
3. Where and when.
4. Nothing more.

Avoid adjectives that add claims, such as "officially endorsed" or "approved by". Also avoid describing a person as speaking for an institution unless they were. Our guide to accurate captions, credits and event context covers the same principles for private events.

Uncertain titles

When a title is unclear, there are three safe options:

• Confirm with the checker before release.
• Describe the person by role in the event, such as "guest of honour".
• Leave the title out and use the name alone, if the institution agrees.

What is not safe is guessing, or copying a title from an old programme. A title that is higher than the person holds is worse than one that is lower.

Identifying people in the images

The photographer does not identify people by sight. We use the participant list, the programme sequence and the protocol contact. In group images, the group photograph planner records who stands where, so that a caption can name left to right accurately.

Our guide to providing accurate names and roles for important event participants explains the information we need before the day.

An example scenario

For example, imagine a ministry-linked agency hosting a signing with five officials on stage. The communications office keeps a master list updated that morning. One official was promoted last week.

The photographer receives the list at 8am. After the event, captions are drafted using it. The checker confirms that the promoted official's new title should be used, and corrects a spelling. No caption goes out until the checker has signed off all frames in the release set.

Languages and scripts

If captions appear in more than one language, the same source should supply each. Ask the checker to approve each language version. Names in other scripts need the form the person uses. See publication context in English, Bahasa Malaysia and Chinese.

What to tell the photographer

• The authoritative source and its owner.
• The checker and how to reach them.
• Exact spellings, honorifics and titles.
• The sequence of people in group images.
• How uncertain titles are handled.

We confirm date, venue, crew and deliverables in writing before the event.

After release

Keep the approved caption sheet with the images. If someone later asks who a person was or what the title was on the day, you can answer from the record. When titles change after the event, do not alter old captions. Add a dated note instead. This keeps the record true to the time it was made, which is its purpose.