Procurement: Photography Policy

Event Photography

To ensure quality photography for your event, Procurement Services and the Office of Communications and Public Affairs have identified a list of Approved/Contracted Photographers. You are required to use a photographer on this approved vendor list for your event. Responsibility for getting budget approval, hiring a photographer, ensuring issuance of a purchase order, and coordinating the photographer’s work at the event, resides with the department sponsoring the event.

Should you desire assistance in choosing the right photographer for your specific event you may contact Jane Windsor in the Office of Communications and Public Affairs, at 212-960-5285, for a recommendation.

Guidelines and Process for Event Photography Services

The following guidelines have been instituted by the Office of Procurement Services and the Office of Communications and Public Affairs to ensure quality photography and timely receipt of your important pictures. Failure to follow this approved process can result in loss of photos, additional expense, or refusal of payment.

Contact the Office of Campus Events to schedule your event, complete the Event Request Form and indicate your intent to contract for Photography Services.
Review the list of University-approved photographers available at www.yu.edu/procurement and make your choice. Contact the photographer directly to discuss event specifics, request an estimate, and schedule them for your event. If you have questions or would like assistance choosing a photographer, contact Jane Windsor in the Office of Communications at 212-960-5285. You must use a University-approved photographer.
In compliance with University purchasing policies and procedures, enter a Purchase Requisition for the photography services.
Upon approval of the Purchase Requisition by the Office of Finance and Office of Procurement Services, a Purchase Order and a contract with the photographer for the services will be executed.
The freelance photographer will shoot your event, process the photographs, and finally send them to you on disk.
A copy of your photos will be sent by the photographer to the Office of Communications, where they will be reviewed then placed in the university photo archive.
Your contracted photographer will send the invoice for his/her services directly to Accounts Payable, where payment for the services will be coordinated.

Cancellations:

Should you need or choose to cancel an event, you must notify your contracted photographer and the Office of Communications as far in advance of the scheduled event date and time as possible. You must meet any cancellation fees set forth by the vendor in their contract. Procurement Services and the Office of Communications are not responsible for negotiating cancellation fees.

Guidelines and Information for University-Approved Photographers

You have been approved as a contractor for Yeshiva University and its many colleges and affiliated schools, departments, and staff. Please note the following guidelines and requirements that govern all photography work done on behalf of Yeshiva University.

1. Individual departments are required to contract directly with University-approved photographers for their events. Standard Procurement policy is to be followed for all jobs, and requires that you ensure receipt of a Purchase Order number from the department before commencing any work. (Within reason, if it is a rush job, Procurement Services will work with you and the department to enable the work to proceed.)

2. You are free to estimate projects at whichever rate you see fit, based on the parameters of each individual project. The department(s) will decide which approved photographer to use for its event.

3. You must notify the Office of Communications and Public Affairs, within two (2) business days, when you have been contracted for a job by a department. Your notification, either via phone or email, should include all the pertinent information about the job: Subject, Date, Time, Location, and Department and Contact Person by whom you were hired.

For notification, contact Jane Windsor or Peter Robertson at 212-960-5285 and/or email to vwindsor@yu.edu or robertso@yu.edu.

4. When the job has been completed, disks containing the raw and jpeg photo files must be sent to both the Department that contracted the work and the Office of Communications and Public Affairs. All photos must be numbered and labeled.

When sending to Office of Communications:

Yeshiva University

Office of Communications and Public Affairs

500 West 185^th Street

New York, NY 10033

Attn: Jane Windsor or Peter Robertson, Photography

5. Invoice Submission: All invoices should be sent directly to Accounts Payable, and should always include the P.O. number for the job.

When sending to Accounts Payable:

Yeshiva University

Accounts Payable

1300 Morris Park Avenue

Bronx, NY 10463

6. Cancellations: When providing estimates and contracting for a job please make clear your standard cancellation policy. If a job is cancelled you must notify the Office of Communications and Public Affairs within 24 hours, unless the job is cancelled less than 24 hours before the originally scheduled job time, at which point you should please notify CPA immediately. Call Jane Windsor or Peter Robertson at 212-960-5285 and/or email to vwindsor@yu.edu or robertso@yu.edu.

Approved Photographers

Dan Bretl

Orange Images

4300 Broadway #3J

New York, NY 10033

Phone: 763-486-5367

Email: danbretl@gmail.com

Web: www.danbretl.com

Moshe Broder

520 W. 183rd St. Apt. 44

New York, NY 10033

Phone: 301-801-1225