Guidelines for photographers

What we are looking for

Our stock library is continuously adding new images of the natural world (flowers, plants, wildlife, land- and seascape, underwater world) and human interaction with the environment (outdoor pursuits, (agri)cultural activities, natural resources, travel, architecture). We are always looking for new subjects and locations, conceptual and artistic images of exceptional quality which are inspired by nature and not yet included in our database. Macro photos from any described subject which have been taken in its natural environment or in a studio are also very welcome. We are also interested in photographers who are specialised in any particular subject or area. We prefer representing work that is unique, out-of-the-ordinary and not yet represented elsewhere. Use the Quick search facility to browse through the various categories and see what is already online.

Becoming a contributor

Photographers who are interested in contributing to our library should familiarise themselves with what we already market and be very critical of their work when they are putting their initial selection. We are unlikely to accept images that duplicate our existing stock. New material from existing and new contributors is continuously assessed on technical quality, creativity and marketability (see requirements). We are currently looking for very creative, out-of-the ordinary images that can complement our collection.

Send us a selection of a minimum of 25 high res digital images on CD accompanied with a print-out of a contact sheet with the thumbnail images. Alternatively, you can send us high res files via YouSentIt or SendThisFile.

If the quality of your initial submission meets our standards, we will send you an agreement to sign. You will receive 60 % commission on all sales and are not committed exclusively to our agency to market your work.

Technical, artistic and commercial requirements digital files

- Make sure your monitor is colour calibrated regularly. This will avoid any discrepancies in the way your images are being viewed by others.

- Digital cameras: these must be a minimum of 10 MP.

- Shoot in RAW and set the camera to Adobe RGB (1998) colour space if possible.

- Use as low ISO setting as possible.

- The images must be pin sharp, but not sharpened in the camera or with any software.

- They must have good colour saturation.

- Convert RAW files into TIFF in colour bit 16 and edit in any software if necessary.

- When you have completed editing, save images to JPG, 8 bit, 300 dpi, image quality 12, Adobe RGB (1998).

- Do not crop images too much as this will reduce the file size.

- Do not use unsharp mask.

- The minimum pixel dimension required to be included in our collection is 3508 x 2480. This is an A4 print size. We also require a minimum uncompressed file size of 26MB (check this in Photoshop under image size).

- Only JPG files can be uploaded to the website.

- Scanned transparencies: these must be at least 50MB in size, 300 dpi, Adobe RGB (1998) TIFF or Genuine Fractal format and then saved as JPG, 8 bit, 300dpi in order to upload. The scans should preferably be prepared by a professional supplier. Make sure there are no dust spots or scratches visible at 100%!

- Do not submit landscapes with overcast, dull weather and/or images with no details in the foreground.

- Do not submit similar images of one subject with minor differences. One good image is better than many of the same.

- Consider portrait (vertical) images. These sell well as covers, especially when there is space at the top and the sides for a title and other text.

- Take photos in the early morning and late evening.

- Make sure your horizons are level.

- Use a tripod wherever possible.

Adding IPTC meta data

Each image should have the appropriate meta data embedded in the file in order to present and market it properly. There are two ways of embedding metadata in your files for our website;
1. Before you upload your images to the website by using your own software (see following paragraph).
2. After uploading your images by using our online module (see paragraph further below). This is the most simple way.

Adding IPTC data before uploading your images

The keyfields for our website are mentioned below. It's very important that you follow this guideline. Any variations will be corrected and this will delay publication of your images.

Location:
This is the place, state, region, county where the photo has been taken.

Country:
This is the country where the photo has been taken.

Title:
The title of the image must describe briefly what it represents. For example; Common frog.
The words in the title will be added to the list of keywords, so don't make it too complicated. Don't use capital or upper case letters unless it's a name of a place, person or country.

Description:
Describe the photograph in a short sentence and include the following information:

• Sex if relevant

• Common name

• Scientific name in brackets

• What does image tell/show

• Month or season if relevant
  
  

• Specific name of place if relevant
  

Example:
Common frog (Rana temporaria) in spring at Loch Kinord.

Please use the correct spelling rules and check it! Don't use quotation marks or any punctuation other than the brackets and full stop. Don't use capital or uppercase letters unless at the beginning of each sentence, for a name of a place, person or country. All words in this field are automatically added as extra keywords (but not shown as such in the keyword field) and can be searched for in the text field.

Keywords:
Correct and accurate keywords are essential if clients are to find your image. The quality of the words is more important than the amount. However, we prefer to have a minimum of 10 keywords per image if possible. We make adjustments where necessary. Correct keywords will help to get your images on our site more quickly.

Use short phrases or one words only and include conceptual/atmospheric terms, feelings and colours if applicable. Avoid words like “and”. Don't use capital or uppercase letters unless it's a name of a place, person or country. For regular plurals you can put the plural word (e.g. birds instead of bird). For irregular plurals we advice you to put the words in plural and singular (e.g. mouse-mice). Separate keywords by comma or semi colon and one space only. The number of animals in the image does not determine whether you put common name as singular or plural. Do not use full stops and don't put the keywords in quotation marks. Include the words which are also being used in the description, title, location and country for that image and check your spelling!

Example:
frogs, amphibians, eyes, water, reptiles, reflection, watching

This table gives you the correct fields in your software that correspond with our keyfields. If you are using a different version or software package, we recommend you to upload your images first and then add the metadata (see also paragraph adding/editing data after uploading).

Once your images have been uploaded, please check the data are shown correctly.You can make adjustments where necessary by editing your batch and follow the instructions mentioned in paragraph adding/editing data after uploading. This will ensure your images are being published quicker.

Uploading process

First you need to register and create an account. Once we have received the signed contract and completed form, you will be given access to our server. Within two working days we will send you a confirmation email to let you know that you can start the upload.

All images should be JPG format, 8 bit, 300 dpi, Adobe RGB (1998). The minimum pixel dimension is 3508 x 2480 (A4). We recommend uploading images in batch by using zip-files. For Windows users Winzip will be the best software. Check if this is already installed on your computer. Mac users need to consult their computer manual or check the internet for their zip software. The maximum size for a zip-file that the server can allow is 300 MB. Depending on your broadband connection, this could take a couple of hours. You may upload smaller zip files instead and add these to a current open batch.

Once you are logged in, go to the link “uploading” on the bottom of the page. You can either choose to upload a new batch or edit a batch that you have just uploaded (see paragraph adding/editing data after uploading).

After uploading you will see a number (= total files in the batch) shown in red. Give the batch the following name in the blank field for our reference: yourinitial+surname+uploading date, for example; JSmith030208. Then click the submit button.For multiple batches on one day, you can either add to this batch or create a new one by adding a letter behind the date, for example JSmith030208a.

In the case you upload new files to be considered for publication and want us to make the selection first before you complete the batch, you need to give the batch the following name: yourinitial+surnamedate+view. For example: JSmith030208view. You may use numbers if you have multiple batches for selection.
Once your batch has been assessed on technical and commercial requirements, you will be notified. Then you can start editing your batch (see paragraph adding data after uploading). Keep the batch open until we have checked all data has been added in the correct way. You will receive a notification from us to complete the batch. We do our best to publish each completed batch within 5 working days.

If you don't have access to broadband, but are able to add the metadata accurately as described above, we can upload the images for you instead. Send us the CD including print-out of the contact sheet. Be aware that in this case, it will take longer to have your batch published on the website.
An administration fee might be charged if the contributor wants us to upload the images and who has availability of a broadband connection.

Adding/editing IPTC data after uploading your images

Once your batch has been uploaded, give it the correct name (as described above) in the white field and submit it. Click on the appropiate link "click here" to check and edit the data of your batch. A screen will pop up and on top of the page you can select your batch from the drop down menu. Click "edit batch". You can now complete/adjust the data in the keyfields (see below). Once this has been done, your batch will be approved by us and we will send you a confirmation. To be published, your batch need to be closed by clicking the "complete" button. Be aware that you won't be able to make any adjustments then anymore.

Make sure all keyfields are completed accurately as described below. This will ensure your images are published quicker.

Location
Select the correct location from the dropdown menu. If a specific place or region is not mentioned, you can add this information in the description. We will add the data in the drop down menu after you have completed the batch and before publication.

Country:
Select the country from the dropdown menu. If a specific place or region is not mentioned, you can add this information in the description. We will add the data in the drop down menu after you have completed the batch and before publication.

Categories:
You can select multiple predefined categories. These are added as extra keywords for an image. The categories are structured in various levels and can be used by image buyers in the Quick search facility. Tick the box of a specific category (or multiple) for this particular image (e.g. wildlife). A second level is shown when you click on the category itself (e.g. Birds, Fish, Insects, Mammals, Reptiles, Rodents). A number in brackets behind a category gives information about how many subcategories there are. If a specific (sub)category is not mentioned and you have other suggestions, contact us so that we can consider creating a new one.

Keywords:
Make sure that after each keyword you click "enter" so that all words are shown in a column. Any punctuation should be avoided. Be consistent and check your spelling. Follow our procedure described in the paragraph adding IPTC data before uploading and check out the website for examples of keywords being used. Before publication we check whether there are any relevant words missing. The Thesaurus functionality is also updated regularly by us.

Release:
Select the correct release option (model, property or art) from the dropdown menu if the image shows any (unrecognisable) people, recognisable buildings or copyrighted art work. You can leave this field blank when it's not applicable. More information about the various release forms can be found in the next paragraph.

Batch procudures
To save time, you can edit data in a particular field for multiple images in once click. When you have filled in the correct text and saved it, select “show advanced options” on the bottom left. Click on “R” for that field. A pop-up screen is shown where you can select “apply” that will start the process.

To copy metadata from one file into another, find the file from which you wish to copy all the data. Note the asset ID (top right). Then select the asset you wish to apply it for, click on “copy data” and enter this number in the record.

Once your batch has been edited, you need to submit it to us by clicking the button "complete batch". Be aware that you can't make any adjustments when you have closed the batch. As soon as it's been checked by us, your batch will be published on the website.

If you would like to avoid unnecessary work, you can upload your files first without any meta data and ask us to make a selection before you edit them. For large batches, we recommend you to send us a CD to make a selection.

When to use Model/Property Release forms

As a general rule we encourage you to obtain a release when ever possible. Release forms are to protect you and they make your pictures available to a wider commercial market. The release form belongs to you. A copy can be sent to us once we have cleared the image for publication on our website. You can then send a copy of the form(s) with the according PictureNature image reference number. If your image is only being used for editorial and educational purposes such as newspapers, books and magazines you won't need a release form. However, this does not give the right to use material indiscriminately. If, on the other hand, the image is being used for commercial purposes, e.g. advertising, then a release form needs to be signed and “consideration” (like money or a copy of the photo) given to the model/owner of the property. In exchange, the model waives all rights to the photo. The buyer of your image knows whether a release form is requested because they know how they want to use the image.

PictureNature advices you to submit a model release form in the following situations;

People:
Clearly recognisable people of any age. Even if the face is not visible but the person is capable of being identified then a model release is required. For example: parts of the body can be identified due to markings such as tattoos., birth marks etc, a silhouette of a person if it can be identified from its location, people in crowd shots, if that person is considered to be the focus of the shot. Models under the age of 16 will require a parent or legal guardian’s signature.

Buildings;
In some countries, a property release or written permission is also required when a building is recognisable. Trademark laws may protect some famous buildings but if a famous building is included in a skyline then a property release is not needed. You should obtain a Property release if a private home is the focus of the shot or the image (of any subject) is taken on private property (e.g. National Trust in England & Wales), whether it's for personal, editorial or commercial usage. However, photographs of a street generally do not need a release. If a photo of the interiors of a building makes the building identifiable, you also need a release form. Objects inside a building such as paintings or artwork will likely be protected by copyright. Therefore a release is necessary from the copyright holder.

Art work;
Designs/sculptures/paintings/logos/works of art. Release forms must be signed by the artist of the artwork even if the artist is the photographer submitting the picture. A child's drawing or painting can be submitted by the parent or legal guardian.

Contributors can contact us for a sample release form.