Unit 40

Unit 40: Plan and Organize the Photographic Assignment

1.1: Identify good environmental practice relevant to the assignment

A good environmental practice relevant to the assignment would be to make sure all the equipment is prepared before hand and is ready to use. We will also check with our manager and other team members to make sure they are happy and comfortable with being involved in the shoot. Our clothing should be suitable to the environmental conditions. For example if the weather is warm we would wear loose and light clothing so we don't become tired or sweaty and we can concentrate more.

1.2: Identify potential problems relevant to the assignment

Potential problems during the assignment could occur if someone doesn't want to be photographed. Legally speaking, I have the right to photograph any public ground I want but there are some situations such as taking pictures that have children in them where it might not be morally right. To avoid these situations it is best to only photograph people who have given us permission to use their image. Another problem that can be caused is if we are shooting on private property. Without written consent from the owner we are not allowed to shoot there.

2.1: Arrange activities in order of priority, to fulfil the photographic assignment

First, I would gather the equipment required to fulfil the photographic assignment because you can't take photos without a camera.. Then I would scout out the appropriate locations and weigh up all the pros and cons. The pros and cons include how I would get there, how many photo opportunities are available and if the location is an urban or rural area. After that, I would visualize the shot I am going to take. I would wright down my thoughts on a piece of paper to remind me later on. All of this planning is a priority in fulfilling the photographic assignment because if I know what, how and why I need to photograph, the task will be much easier when I actually come to do it. When I arrive at the location I would set my camera to the appropriate features, adjusting the exposure, white balance, focus and aperture as I see fit. Once the photos have been taken I will import them onto my computer to edit them. This is the next step. Many computers have simple free photo editing software already installed however for the amount of enhancing that I will require, I will need to install a more professional package such as Photoshop. This is a less important activity because I already have taken the photos so this step is to improve what I have already shot. The least important step after the editing is the file format. Compared to the other activities this step is minuscule. Don't get me wrong, you need to decide what file format you want to view your work in. You will also need to consider whether you will return to the photo to make further adjustments. A JPG or PDF will not let you do that whereas a Word doc will. It's a personal preference but for me I do not see this step as being an absolute requirement.

2.2: Identify possibilities and constraints by non studio locations

One constraint for shooting in non studio locations is the lack of electrical power. If we're shooting outdoors then we are limited to the amount of electrical equipment we can use. Small equipment like cameras are not an issue because they run on batteries which can be charged the night before the shoot. Bigger, more powerful equipment like professional photography lights require constant power otherwise they won't work. To shoot outdoors with the artificial lighting we would need to be close to an external/internal power port such as a plug socket or a generator.  One advantage of using non studio locations is that you are not constrained to one place, you can go wherever and whenever you want. Another advantage is that we would have better photo opportunities by using natural landscapes and environments, something you can not recapture on a studio location.

2.3: Obtain relevant permissions to take photographs

We will require a property release form if we were to photograph private land. We would need to obtain the land owners signature to show that he has given his consent for us to take pictures while on his land. This form can therefore be used as evidence in court if it ever came to that. 

Another important form that is essential is the participation of models and minors (Under 18). Under UK law we have to get a signature from all people who will be in front of the camera. Minors and an appropriate parent also have to sign a separate agreement which is laid out down below. You can see that this consent form has been written and signed like an actual consent form would be.

2.4: Identify insurance requirements and conditions for photographic equipment and location

The equipment that we use are from our trainer and from us personally. So, because of this, the equipment is not insured in case of loss, damage or if the equipment has been stolen. If we were working with professional cameras, state of the art lenses then we would obviously insure the equipment. The type of insurance we could get would be public liability cover for most business activities. If we were injured or the equipment we had was damaged, with the appropriate evidence we could receive compensation because it happened during our working hours. 

2.5: Identify the photographic equipment needed to complete the assignment

The equipment that will be needed in order to complete the photographic assignment would be a couple of DSLR cameras (Canon 1200D and Canon 550D) accompanied by a variety of lenses. These include the wide angle lens and the zoom lens. The zoom lens is really good for focusing on far away objects or to capture a close up of an insect for example. Both of these cameras are made by Canon so they both have similar features and layout. They both have a built in flash which is essential if we are shooting in low light levels. They also give you the opportunity to change the aperture, exposure and white balance so you have complete control on how you take the picture. We have used both cameras before extensively so using the cameras will not be an insure Aside from the cameras it is crucial to the project that we bring a tripod with us. We also need a tripod so the cameras remain stable when we are shooting for long periods of time.

2.6: Make arrangements to acquire any equipment or material required, complying with organisational policies

Any additional equipment or material that we require will be purchased or hired before the planned shooting date so to ensure that the company does not run out of stock. This is to account for specialist lenses that are needed for macro photography for example, they will be hired from a licensed supplier as the equipment will be covered under warranty. If the equipment is purchased online we would print off all relevant purchase information including booking orders and delivery dates so that our paperwork with regards to finance remains organised and we know what we are buying and how much they cost.

2.7: Maintain records for all aspects of the assignment

It's not just our purchase history that needs to be documented. Throughout the entire assignment we will record and maintain most aspects of our work. Location releases, equipment lists and client/talent contact details need to be recorded for future reference. They have been stored in one collective folder so all original documents are safe.

Paperwork was kept in plastic wallets to keep them in
mint condition.

Compact, organised and easily accessible.

3.1: Work with relevant parties to resolve any questions about the assignments

The relevant parties that I am working with are Lee Davies, Benjamin Watson and Sophie Walker (apprentices). I have worked with them before on many occasions so we all know what we want to accomplish. When working as a team it's easy for someone to get confused with what you are talking about or what they have to do which is why we constantly refer back to the original assessment criteria to make sure we are fulfilling the tasks set. Sometimes the criteria doesn't give a specific answer which we would then question it with John (our trainer). There have been other times where the question could be answered within our group. For example, when we were practising our pitch Summer Concert presentation in Unit 2 I was confused with regards to the pricing structure we came up with. The question I asked was as follows:

"How do you justify the pricing structure when the venue and the food costs £1200?"

At the time I did not think the price (£4 per person) was appropriate and I thought we would lose money instead of making a profit. We did some calculations and decided to raise the entry price to £6 per person when we realised the maximum amount of people who could attend the event would be 400. To compensate for this increase a special offer was introduced which allowed 4 family members into the venue for £20. That way we could offer a deal and still "break even". 

Practising the presentation with the revised prices.

3.2: Identify the relevant dress code, behaviour and language for the assignment

The type of clothing we wear depends on the situation we're in. For example, if I was shooting outside on the night I would wear a hi vis vest so I could be seen by drivers. It all depends on the situation as well. If the shoot was on a beautiful Spanish beach you'd wear the appropriate attire (shorts, flip flops). You wouldn't wear a jumper. What I'm trying to say is the dress code has to match with the environment and the setting. With regards to behaviour, I fully understand and accept that some areas are not public property and without authorisation from the owner I have no right to photograph there. Finally, the language that needs to be used in relation to the assignment should be both appropriate and professional. 

3.3: Agree with relevant parties the arrangements for working together

During the assignment I will be working with my peers and my apprenticeship tutor. On more than one occasion we have all sat down together and collectively imputed our opinions on completing specific tasks. We would decide people's roles within the group based on their prior experience and skills set. For example, Lee has acting skills so he would be the main talent/model for our shoot. I I am good at camera operating so I was the main camera operator. To make sure everyone was aware of everything that would happen we wrote out personal release form confirming all the details the team needed to know (dates, job requirements etc.). Below is one of the consent form we made:

3.4: Notify relevant parties in good time if it proves impossible to undertake assignments or resolve problems

Sometimes things happen that are out of our control no matter how much planning we have done beforehand. There are many things that could go wrong that we aren't expecting, especially working outdoors. Bad weather, poor lighting conditions, lack of equipment and absence of models could all bring the shoot to a halt. As a result it may be necessary to cancel scheduled dates to complete assignments so notifying the relevant parties to let them know of this change is the best course of action. The people who should be made aware of this cancellation are the models/talent, the photographer, our line manager and trainer along with any one else who is involved in the shoot on that day. They should be informed preferably long before the due shoot date either by phone, text or email so they don't have a wasted journey.

On the day that we were suppose to shoot Short Film #2, there was a thunderstorm which prevented us from filming. Lee sent the email below to confirm the changes.

I replied to the email to which I thanked Lee for informing me of the changes. I also answered his question by suggesting a different day and time which we could film on.

3.5: Maintain a professional approach with clients and other relevant parties

It is very important to be professional when around around clients and other relevant parties. If clients see us act in a responsible and professional manor, it will reflect well on the business as clients may want to work with us again in the future. It is also paramount that we approach clients and other relevant parties in a friendly manner as it makes the customer feel comfortable. For example, if we were on set, away from the office, we would communicate with relevant parties to make sure they are aware of what is going to happen on the shoot. This chat will be formal, appropriate, and relevant.

Our trainer saw that we were professional, demonstrating to him
that we could be trusted to film as a group. This photo shows John visiting
us at the shooting location.

4.1: Identify key aspects of legislation relevant to the photographic assignment

One key aspect of legislation that is relevant to the photographic assignment could be consent. In order to publish and distribute any images we shoot we have to have written consent from the talent/model saying it is OK for us to use their image. Another aspect of legislation would be copyright. Similar to consent forms we need to have permission from the IP owner to sell and distribute their copyrighted images. Failure to comply with copyright laws could end you up in court facing fines and possibly a custodial sentence. It can work in our favour as well. If we get our images copyrighted under law then it will protect our work from being unofficially used and sold by third parties so they can't take credit for the work we have done. 

4.2: Identify aspects of codes of ethics/conduct relevant to planning and organising the photographic assignment

I am allowed to take as many pictures as I like on private land as I have had permission from the owner, however there are some guidelines I still need to follow. First, if anyone feels uncomfortable about anything to do with the project I musts stop shooting and solve the issue whether that be switching job roles or reorganizing the shoot for another day. Second, there might be a time where the land owner has doesn't want us to shoot on an agreed date for whatever reason. Ethical issues come into play here because even though we are legally allowed to film on this land as he signed a contract to which the agreed date for filming was discussed and arranged it might not be morally right. Respecting your partnerships is important so the right thing to do would be to arrange another shooting date.

4.3: Address any potential legal and ethical issues arising from the nature of the assignment

Since we are out on location we will obviously be immersed within the public so acting responsibly at all times is critical. We have to address the possibility of interference if people see us with our equipment. That is why the equipment will be locked in a colleagues car and only accessed when we need it. This is to prevent theft. We don't have permission to photograph the general public so we have to respect the privacy of them and only photograph our talent. I will also discuss potential legal and ethical issues with the team, client and tutor and get them to sign a contract stating they understand and agree.

5.1: Identify key aspects of health and safety legislation and regulations relevant to own work environment

Tees Valley Music Service adhere to the latest health and safety legislation and law. Under the Health and Safety Act 1974 all employers are responsible for their employees well being and have to set in place a number of procedures to reduce the risks including:

to provide a safe place of employment 

to provide a safe working environment

ensuring materials used are properly stored, handled, used and transported

to provide a written safety policy/risk assessment   

to review, update and amend policies on a regular basis

(Factual information from the www.hse.gov.uk website)

Mirroring this, a six month review of the policies we have in place has been issued to ensure the well being of staff at all times. This is the time to look at injuries that have happened in the last few months and see if a regulation can be made to ensure this doesn't happen again. Any injuries involved at work must be written down and recorded and consult the rest of the staff about any changes. I spoke about this in greater detail in Unit 10 but the question is still relevant in preparation for the photographic assignment. This assignment involves handling heavy equipment such as lighting that needs to be lifted correctly to avoid injury to the equipment or ourselves. Bending the knees instead of using your back to reach the equipment is one technique of how we avoid an injury. 

5.2: Identify appropriate action to minimise potential risks and hazards involved in the assignments

For short film #3: "The Interview" we carried out a risk assessment and identified several risks and hazards. The form below shows said risk assessment along with appropriate actions to minimise potential hazards and risks.