List each photograph by its reference, then add the verified names and roles of people shown, what is happening, the date and the credit line. Add the person who approves each caption. The worksheet flags missing identities and approvals. It never guesses who someone is from how they look.
What this worksheet does
It helps you build a caption sheet that is accurate before it is needed. Each row holds a photograph reference, the people shown with their verified roles, what is happening, the date, the credit line and the person who approves the wording.
Missing pieces are flagged. A row with an unknown name or no approver is marked, so you can chase it before the deadline instead of publishing a gap.
How to use it
- Enter a reference for each photograph, such as a file number or a short description.
- Add the names and roles of people shown, only where you have checked them against a reliable source.
- Write the action in plain words, for example "presenting the award".
- Add the date and the credit line.
- Name the approver for each caption.
- Press the button and review the flags.
Reading the result
Treat every flag as a task. A missing name needs a source, such as the programme or the host. A missing approver needs a decision. Identity should never be guessed from how someone looks, and roles change, so check titles against the programme.
For press use, captions must be accurate and consistent. Our guide on what makes a photograph suitable for press use explains what editors look for, and building a useful event recap from the gallery shows how captions fit a recap. Remember that permission to take a photograph and to publish it differ, as our guide to permission to photograph and publish explains.
What to do next
Record approvals in the image-use and approval register and plan where each picture goes with the post-event image use planner. Set deadlines in the delivery and approval calendar.
Assumptions and limits
The worksheet organises what you type. It cannot identify anyone, check that a title is current or confirm that a person agrees to be named. It does not send names to analytics. Whether captions or a press desk can be included in your coverage is confirmed in your written quotation. Your answers stay in your browser unless you choose to save them on this device.
If you need captions or a press desk at your event, tell us what you need. We will state in writing what the commission includes, such as names lists and timing.
Add captions to our commissionCommon questions
Who should supply the names?
The organiser or a person who knows the guests. Names should come from a source you trust, such as a programme or a guest list, not from guesses based on appearance.
Why record the approval owner?
Someone must be able to say a caption is correct and may be published. Naming that person in advance stops delays on the day you need the pictures.
What should a caption include?
Usually who, what is happening, where and when, plus a credit line. The worksheet has a field for each so none is forgotten.
Are names kept private?
The worksheet is for your own use, and names stay in your browser. Private names are not sent to analytics. Share the finished sheet only with people who need it.
Add captions to our commission
If you need captions or a press desk at your event, tell us what you need. We will state in writing what the commission includes, such as names lists and timing.
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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