SUBMISSION PROTOCOL

 

Before submitting any photos to KLC fotos, you should ensure you have a Photographer Agreement and W-9 (or W-8 for international photographers) on file with KLC fotos as well as an active Contributing Photographer Account.

 

Please follow our instructions for Set-Up, Post-Process Editing, Filename, Metadata, Upload, Deliver, Share and Get Paid

 

For those looking for Resources for On-Site Uploading please click here.

 


Set-Up

Before shooting double check that

-Clean sensors

-Clean lenses

-Spare Batteries

-Reliable/Fast Cards with enough space

-Correct timestamp in camera

-Appropriate shooting settings (whether manual or some variation on manual, we expect photographers to know their cameras)

-Recording Camera is set to Large JPEG and/or RAW

-Ensure your camera is ready to ingest images and you have an IPTC file set.

 

We expect KLC fotos photographers to also ensure appropriate credential, expectations, photo agreement with client, arrive early and take all measures to ensure your success in covering the assignment.


Post-Process Editing

When editing your take only include images that are

-In focus

-Sharp

-Correct White Balance

-Properly Exposed

-Work that you are proud of

 

When processing images should be

-Minimum 2MB

-Minimum 3000 pixels on the long side

-Minimum 300 dpi

 

This ensures your images are able to be printed properly and licensed as high-resolution images


Filename

KLC fotos uses the naming protocol
PHOTOGRAPHER_yyyymmdd_ID_seq.jpg


ex: A gallery of images taken by Kelley L Cox on October 31, 2010
KLC20101031_101.jpg

KLC20101031_102.jpg
KLC20101031_103.jpg


We suggest photographers expand on that to include date AND time
PHOTOG_YYYYMMDD_HHMMSS_ID.jpg
using a 24 hour clock for the hour number
 

example: An image taken by Mike Lee on September 12, 2012 at 2:04:56pm
ML20120912_140456.jpg

if you took more than one image per second you can amend to
ML20120912_140456_1.jpg
ML20120912_140456_2.jpg

Some photographers (and clients!) prefer to include additional details such as IDs of people in the image, the event or client name. 
IDYYYYMMDD_HHMMSS_Client
 

example: An image taken by Catharyn Hayne taken on August 8, 2014 at 8:02:24am for SB Premier of Doe.
CHayne20140808_080224_SBPremier_Doe.jpg

example: An image taken by Catharyn Hayne taken on August 8, 2014 at

Your ID is self assigned. You can make it your name, or initials, or a unique code.
Royalties will be posted by ID, so if you are sensitive to others knowing your sales that month, it is advised to choose a code not associated with your name.
 

You can quickly rename or save as with a rename in PhotoMechanic, Lightroom and Photoshop.


Metadata

All images on KLC fotos should have some kind of metadata even if it's just as a batch to the whole set.

For those familiar with IPTC files, you can download a generic KLC fotos IPTC file here and adjust accordingly.

While you can use any program that meets the requirements, we suggest PhotoMechanic (download from CameraBits) the industry leading workflow software.

You must include:

HEADLINE
This should be a batch listing of what the image(s) depict
Example: MLS: San Jose Earthquakes at Colorado Rapids

CAPTION
This is where you should provide all the detailed information

Month, day, year; City, State, Country; Description of event at Location. Photo: Your Name - KLC fotos

Ex: October 13, 2016; Commerce City, Colorado, USA; Colorado Rapids forward Dominique Badji (14) chases down the ball ahead of San Jose Earthquakes defender Marvell Wynne (4) during the first half of the Colorado Rapids and San Jose Earthquakes MLS (Major League Soccer) game at Dick's Sporting Goods Park. The Colorado Rapids defeated the San Jose Earthquakes 2-1. Photo: Al Milligan - KLC fotos

COPYRIGHT
Though your copyright is listed in the caption, it should also be listed in the copyright field... ALWAYS!

ADDITIONAL INFORMATION:
While not required, the more information you add to an image, the more searchable, and therefore valuable it is. You might consider including
KEYWORDS: Choose the most relevant keywords, this can be as a batch or for individual images
PERSONS SHOWN: Even with facial recognition on many services, it's still useful to ID people
LOCATION: Name the city, state, country, other location details
ORGANIZATION: If you are shooting for an organization it's a good idea to write this in so you can remember who the client was
CATEGORY: It's a good idea to add the category so your image can be marked a S for sports and BKN for basketball. To view category shortcodes please reference this spreadsheet.
*Please note, metadata that is added to the website AFTER it has been uploaded will help it be searchable on the site, but it will not remain attached to the file if/when that file is downloaded, as it would if the metadata was attached using software PRIOR to uploading.

 


Upload

 

1. Create a COLLECTION in the corresponding division folder(s)*

YYYY.MM.DD Event Name

Example: For a USA Eagles v New Zealand All Blacks rugby union game on November 11, 2014, collection should be titled: 2014.11.01 USA v All Blacks

 

*You may want to create a collection in more than one division's folder. The sample could go separate collections in both:

 Sports >> Rugby >> International >> Union 

-AND-

Sports >> Rugby >> USA Rugby >> Eagles >> Men's 15s

 

2. Go to your Photographer Folder

It's a good idea to bookmark your specific folder for easy reference

 

3. Create a GALLERY in the Corresponding Folder

This is what will appear in the recently added and should have information that makes it obvious even when view outside of your folder

YYYY.MM.DD Description

Examples:

2014.11.01 Rugby - USA Eagles v New Zealand All Blacks

2016.12.02 NCAA Football: Pac 12 Championship - Washington Huskies v Oregon Ducks

2017.01.07 Deloitte: San Francisco Holiday Party

4. Select Add Photos

5. Upload Images

6. Once gallery is uploaded and thumbnails appear, add to collection(s).

Select All >> Add to Collection >> and find/add to the corresponding collection(s) you created in Step 1.

 

7. Email info@klcfotos.com and your division director to let us know images have been uploaded.

 

Additional Gallery Options

Change watermark - All new galleries are automated to have the KLC fotos watermark. If you or a client wishes to have an alternate watermark or no watermark, you can change the watermark

Create Friendly URL - You can create a friendly url for the gallery and/or the collection. Friendly urls should follow the breadcrumb path

Examples:

for a gallery - KLCfotos.com/photographers/kelleylcox/2016/06/25/usa/v/russia

for a collection - KLCfotos.com/sports/rugby/international/15s/men/2016/06/25/usa/v/russia

You'll see at the top of your browser there is a /p###### this link can be used whether or not you change the friendly url. But if you change a friendly url, the previously friendly url will not direct to the new one.

Recently Added - Images are automatically added to the "recently added" section of KLC fotos, if you are uploading a 2nd set more than a week after the event or the images are otherwise not appropriate to be included in recently added, you can disable this option

Set an access password - Some clients might prefer the images be accessed only via a password. You can set the password on the gallery

Set a download password - While most price lists are automated with a download option which requires an order, you can also open the download option with a password, though keep in mind, we cannot track the users of a downloaded image, nor are there license agreements on open downloads


Deliver

To deliver images to a client you should send them the KLCfotos.com link to either your gallery or the collection and any required passwords to access or download.

When appropriate, contact potential editorial outlets to let them know images are available.

You can also post selects on our social media accounts


Share

Share within KLC fotos

Just as you added to collections by category and client, you can add to collections such as your portfolio and best of the month

Share to Social Media

There a buttons on the website for you to share to social media

Save to Mobile

You can also save an image using the Photo Moments app or the Zenfolio app (Android and iOS)


Get Paid

Assignments

If the client is paying you directly, you are responsible for the invoice.

If KLC fotos is receiving payment and then distributing to you, to ensure you can be paid in a timely manner, it is best you have a Dwolla Account. We can also pay you via PayPal, but PayPal will charge a service fee.

Royalties

If you have permission to license and sell images, you will receive 50% of the profit share. You can check the Royalty Report. Electronic payments will be made by the 15th of the following month, if not sooner. Check payments will be made annually or every $100.