EventScotland Events Management - A Practical Guide

though you have commissioned the work. It’s a good approach to aim for an agreement
whereby the images are supplied to you digitally with the agreement that they can
be used for the future promotion of the event. In this scenario photographers should
always be credited.
Other Considerations
> Presentation Ceremonies – The majority of sports events will include a presentation
ceremony after the match or competition. Agree the format of the ceremony and
advise the teams and officials in advance, giving consideration to any tradition and
if/how the media are involved with photos or interviews.
> VIPs/HRH Attendance and Protocol – If you have invited royalty or other VIPs to
your event, make sure you and your team are aware of the appropriate protocol.
Consider in advance how you might get them involved and include this in the brief
you send them. Involvement could include opening the event, an interview/photo
call with the media, presentation of prizes or just simply being there.
> Event Results – Consider how you’ll communicate the results of your event/
competition to those who are not attending the event. Websites and daily press
releases to the media are the most popular communication methods and sometimes
result sheets are available during the event for attendees. It’s also worth considering
setting up a mailing list for people to submit their email addresses to receive the
latest event news.
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chapter eleven marketing and communications
TOP TIP
At the start of your campaign, identify the range of photographs
and graphics that you intend to use to promote the event. Size
them appropriately, save them as jpegs, number them, and create
a corresponding credit sheet. You could also create image CDs for
press packs. This will save you time in the long run and allow you
to quickly email/post images on request.