How we prioritise requests for photography support

We consider how the images will support the Imperial strategy, their primary use, and their expected reach. When requests do not meet these criteria, we support teams to manage jobs with our roster of freelance photographers.

The expertise of our limited in-house resource is prioritised for images with the greatest reach and those that will help deliver impactful, engaging communications, marketing and stewardship materials for the university. These are images that illustrate the core of the university's mission with strong reach and impact, such as students, researchers or medics at work, editorial portraits, key campaigns and life on campus.

Our approved freelance roster commonly supports requests with local reach, such as events, conferences, VIP visits, and departmental and support staff and/or student headshots and group shots. Any costs incurred will usually need to be met by the team or department making the request.

Booking your photography

To make a photography booking, whether through in-house resource or with a freelancer, please fill in the photoshoot request form and we'll respond to you within 3 working days. If you have already booked a photographer, please let us know using the information form. 

Booking form content block

Request a photoshoot

If you don't have a photographer

Inform us of a photoshoot

If you have already arranged your own photographer

Staff headshots

A free staff photoshoot takes place twice each year.

The next staff photoshoot will take place in South Kensington on 15 October 2024. Book your place. 

Staff from the School of Medicine (only) can arrange a free portrait photography session directly with Andy Pritchard at his studio at the St Mary’s Campus. More information is available on the Faculty of Medicine (FoM) blog. To book, email Andy to arrange a time.

Your photoshoot

Before your photoshoot

Take note of the below resources prior to your shoot:

After your photoshoot

Once your photoshoot is complete and you have received the images from your photographer, ensure you send these files to your department’s Asset Library expert, cc’ing photography@imperial.ac.uk, for upload to the Asset Library. If your department does not have an expert, please contact photography@imperial.ac.uk to enquire about support and training.

More about our freelance photography roster

The Communications Division has created a roster of photographers regularly used for shoots across the university. These trusted photographers meet our high standards for photography and have signed a bespoke contract that grants Imperial universal and exclusive rights to use their photography in promoting Imperial and its work.

Any costs incurred will usually need to be met by the team or department making the request.

We generally recommend that a freelance photographer is booked for photography of the following nature:

  • Academic or student conferences, meetings or networking events.
  • Faculty or departmental events and VIP visits.
  • Headshots and group photos outside of our regular headshot days, with the exception of those at Director level and above. 

To request a photoshoot, please visit Commission a photoshoot.

Cancelling a photography booking

Our roster of freelance photographers delivers thousands of professional photographs for the university's use each year. When a photographer accepts a booking for the university, they may turn down other jobs or make special arrangements to honour that booking.

If you need to cancel your booking with a freelance photographer, we recommend providing the photographer with at least seven working days’ notice. If you cancel your booking with less notice, you should be prepared to pay the photographer’s fee in part or in full.

Cancellations made with less than seven days’ notice

You should be prepared to pay 50% of the photographer’s fee.

Cancellations made with less than 24 hours’ notice

You should be prepared to pay 100% of the photographer’s fee.