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CTL Policy #604: Photographer Booking

Description
The process for requesting various CTL photographic services including on-location assignments, studio assignments, and photographic consultations.
Primary Contact
Front Desk Receptionist (Regina Klotz - 3162)
Alternate Contact(s)
University Photographer (Roberta Bowers – 3388)
Supervisor of Graphics/Photo (Bruce Stiver – 3064)
Digital Imaging Specialist (Chris Snyder – 4567)
Effective Date
January 1, 2006 (revised)
  1. For photographic requests occurring within normal business hours (8:30AM – 5:00PM Monday-Friday):
    1. A minimum of 24-hours notice is required. Any request occurring with less than 24-hours notice is considered a RUSH job (go to #3).
    2. The request is first referred to the CTL Front Desk Receptionist.
    3. A CTL Photography Request form is accepted or filled out with all required client and event information. CTL Photography Request forms are available in the CTL main office area.
    4. The Front Desk Receptionist enters the request in the CTL Photographer’s WINGS calendar. The request gets entered even if there is a previously scheduled request at that time (i.e., double booking is permitted). The University Photographer will make the decision to schedule for another time, hire a stringer, or make alternative arrangements.
    5. After the CTL Photography Request form is accepted and the assignment is booked via the WINGS calendar, the CTL Photography Request form is given a CTL Work Order Number and placed in the University Photographer's mailbox.
    6. Once the job is completed, copies of all request forms, production forms, service agreements, copyright clearances, talent releases, etc. are submitted to the front office for billing (if necessary) and filing. There is a charge for all photographic work unless otherwise indicated on the appropriate CTL request form.
  2. For photographic requests occurring outside normal business hours (5:00PM – 8:30AM Monday-Friday, Weekends, & Holidays):
    1. A minimum notice of 5 working days is required. Any request occurring with less than a 5-working days notice is considered a RUSH job (go to #3).
    2. The request must be referred to the University Photographer (X3388).
    3. The University Photographer will determine whether or not the request can be accommodated.
    4. If the request can be accommodated, the University Photographer contacts the front desk to confirm the request.
    5. The University Photographer then tells the client to submit a completed CTL Photography Request form filled out with all required client and event information to the CTL front desk. CTL Photography Request forms are available in the CTL main office area.
    6. The Front Desk Receptionist enters the request in the CTL Photographer’s WINGS calendar. The request gets entered even if there is a previously scheduled request at that time (i.e., double booking is permitted).
    7. After the CTL Photography Request form is accepted and the assignment is booked via the WINGS calendar, the CTL Photography Request form is given a CTL Work Order Number and placed in the University Photographer's mailbox.
    8. Once the job is completed, copies of all request forms, production forms, service agreements, copyright clearances, talent releases, etc. are submitted to the front office for billing (if necessary) and filing. There is a charge for all photographic work unless otherwise indicated on the appropriate CTL request form.
  3. For photographic RUSH requests:
    1. Additional charges (such as overtime labor and/or out-of-pocket expenses) will be assessed.
    2. The request must be immediately referred to the University Photographer (or Supervisor of Graphics/Photography in the absence of the University Photographer).
    3. The University Photographer (or Supervisor of Graphics/Photography in the absence of the University Photographer) will determine whether or not the request can be accommodated.
    4. If the request can be accommodated, the University Photographer (or Supervisor of Graphics/Photography in the absence of the University Photographer) contacts the front desk to confirm the request.
    5. The University Photographer (or Supervisor of Graphics/Photography in the absence of the University Photographer) then tells the client to submit a completed CTL Photography Request form filled out with all required client and event to the CTL front desk. CTL Photography Request forms are available in the CTL main office area.
    6. The Front Desk Receptionist enters the request in the CTL Photographer’s WINGS calendar. The request gets entered even if there is a previously scheduled request at that time (i.e., double booking is permitted).
    7. After the CTL Photography Request form is accepted and the assignment is booked via the WINGS calendar, the CTL Photography Request form is given a CTL Work Order Number and placed in the University Photographer's mailbox.
    8. Once the job is completed, copies of all request forms, production forms, service agreements, copyright clearances, talent releases, etc. are submitted to the front office for billing (if necessary) and filing. There is a charge for all photographic work unless otherwise indicated on the appropriate CTL request form.