1. Unit 40: Plan and Organise the Photographic Assignment
For this unit, I will be using the live lounge project as an example. For this project I
worked in a group to plan, set up and execute the recordings of some performers.
1.1 Identify good environmental practice relevant to the assignment
When planning for the shoot, we created a floor plan, indicating where we would put
the cameras and where the act would be. When deciding where the cameras would go
we took health and safety into consideration, making sure that we would put the
cameras in places where people are unlikely to go to reduce the risk of tripping over a
tripod. We also made sure there was room to walk around them in case anybody
needed to. We also planned out where lights will go, taking into consideration the fact
that we couldn’t use too many as it would be too hot for the act.
1.2 Identify potential problems relevant to the assignment
One of the first problems we noticed straight away was the time scale. We were given
just a week to list everything that needed to be done, contact potential performers (it
was a bit short notice to ask them to come and perform) and plan out how we would
set it up. The small time scale didn’t prove to be too much of a problem as we did
manage to plan most things out, but a bit of extra time would have helped.
2.1 Arrange activities in order of priority, to fulfil the photographic assignment
We made sure that the top priority things where done first, the most important being
to contact performers. Having a small time scale, we had to make sure we contacted
them as soon as possible in an attempt to lengthen their preparation time scale as
much as we could and to increase the chance of people agreeing. We then had to plan
out what we needed and how we would set it up as without knowing how to set it up,
we wouldn’t be able to actually get the footage and all of the planning would have
been pointless. Once this was done it was just a matter of making sure we knew if
there was anything the acts would need and what songs they would be performing.
2.2 Identify possibilities and constraints presented by non-studio locations
The recordings took place in The Pluto Room, a venue owned by Red Dreams. The
venue has a stage with lighting and smoke machines, so we knew it would be best to
put the acts onto the stage to perform as we could adjust the lights to get better
looking footage. Also, using the stage makes it look even more like a performance
and makes it look more professional. One of the constraints we had was that we
weren’t using studio quality recording. However, we could still use good quality
microphones and had a live mixing desk to use so we could still get good audio, just
not the best.
2.3 Obtain relevant permissions to take photographs
We didn’t have to obtain any permission to record in The Pluto Room as it is a Red
Dreams owned event and we work for Red Dreams, doing the recordings for them.
When acts agreed to do a performance they knew what the purpose of the
performance was and that it would be recorded and eventually uploaded to YouTube
so they gave verbal agreements. No release forms were made as it wasn’t necessary.

2. 2.4 Identify insurance requirements and conditions for photographic equipment
and location
We knew that we would need to set out the cameras sensibly and appropriately when
we were creating the floor plan to avoid any damage to the cameras as they are
owned by Red Dreams and wouldn’t be insured for any damage caused by using them
recklessly. We also knew the rules for the venue. We had to make sure the doors
were unlocked and easy to escape from in case of a fire, any expensive equipment
wasn’t just left on to avoid damage and that hot lights weren’t pointing at anything
highly flammable. As apprentices we don’t deal with the insurance for the venue and
the equipment, but we are responsible for our own actions and how we use the
equipment and know that if anything gets broken at the fault of us, it would be down
to us to pay for the damage.
2.5 Identify the photographic equipment needed to complete the assignment
When creating the floor plan, we made sure it was labelled and included all of the
equipment that we needed, so not only did we know what we needed; we knew how it
would be set up. We knew that for the visual side we would need a jib to get some
high angle shots, a camera to go on the jib, a monitor and cables to be able to view
what the jib is recording, a remote for the camera to be able to operate the camera
whilst operating the jib, 2 cameras with a tripod each (2 tripods) and 2 other cameras
that would be handheld. We also planned to use some redhead lights but didn’t use
them in the end as we thought the stage lights were better..
2.6 Make arrangements to acquire any equipment or material required,
complying with organisational policies
As Red Dreams employees, we are free to use their equipment for any Red Dreams
work so we didn’t have to ask to use the cameras and lights. However, we did have to
make sure we were using them sensibly as any damage caused whilst we were using
the equipment would be down to us. However, if I did have to make arrangements for
equipment, I would contact the owner of the equipment and come to an agreement
for using it. For example, take a camera out on a 3 day rental, paying for the rental
and agreeing to return it within the deadline and with no damages.
2.7 Maintain records for all aspects of the assignment
The majority of the planning that we did was typed out onto word documents and
stored into a folder in the network so we can all access each other’s notes. However,
we did forget to keep a record of the conversations with performers asking them to
agree to performing, but some conversations were done over Facebook so can still be
accessed.
3.1 Work with relevant parties to resolve any questions about the assignments
We always made sure that every member of the team knew what they were doing.
Whenever somebody had a question, we would ask each other. For example, it was
me that came up with the majority of the floor plan, but I asked the opinions of my
team mates in order to make it as good as it could be. We also had to liaise with a
sound technician, finding out how long it would take to set things up so we could work
out time scales and equipment would be being used so we could plan the camera
positions better.

3. 3.2 Identify the relevant dress code, behaviour and language for the assignment
At Red Dreams, the only dress code requirements we have are to wear a Red Dreams
t-shirt and to wear our ID badge, so we knew to wear those things so the performers
could identify us as Red Dreams employees. The only other requirement is that we
don’t wear anything to flashy, make sure we dress sensibly. Since some of the
performers are young people, we had to make sure we wore appropriate clothing that
wouldn’t offend them or bring Red Dreams into disrepute. We also had to make sure
that we were polite and informative when talking to the performers and each other
and to not use any foul language that would offend anyone.
3.3 Agree with relevant parties the arrangements for working together
We constantly talked amongst ourselves about how we would go about setting up and
filming the project, making sure that we would work together efficiently and that
everyone had something to do and would play a good part in the production of the
videos. We also had to discuss the best time scales with the sound technician who
would record the audio for us, making sure he would have enough time in between
acts to set up for the next person.
3.4 Notify relevant parties in good time if it proves impossible to undertake
assignments or resolve problems
We didn’t come across anything that seemed to be impossible to do. However, if we
did come across anything we would make sure that we discussed it with the
appropriate person and try to resolve the situation. For example, if we thought that
the time scale and deadlines was impossible to reach then we would discuss this with
our team leader and see if there is any way we can extend the deadline and postpone
the recording.
3.5 Maintain a professional approach with clients and other relevant parties
We all made sure that we were professional with each other and with the performers.
We made sure that performers had all of the information that they needed and that
we obtained all of the information from them appropriately, using formal language to
communicate with them and dressing sensibly. We also made sure that when we
talked amongst our groups it wouldn’t be delaying the performer in any way and we
were being polite to each other.
4.1 Identify key aspects of legislation relevant to the photographic assignment
There were several legislations that we had to follow whilst doing this task, some of
them being:
 Equalities act – Don’t treat anyone differently due to their age, ethnicity,
nationality etc.
 Safeguarding – Make sure young people are protected and don’t come to any
physical or mental harm

4. 4.2 Identify aspects of codes of ethics/conduct relevant to planning and
organising the photographic assignment
At Red Dreams we have to make sure that we dress, talk and behave appropriately
and professionally, especially since we work with young people a lot. We also have to
make sure that we report any problems that we know of, whether it is equipment
damage or someone being bullied etc. These codes apply to everything we do,
including this task.
4.3 Address any potential legal and ethical issues arising from the nature of the
assignment
One of the ethical issues that could have occurred with this event is the content of the
songs that performers may perform. We had to make sure that the songs didn’t
contain any vulgar language and weren’t deemed very offensive to someone. We also
had to make sure that we were being appropriate around the young people and
weren’t behaving dangerously and in a threatening manner.
5.1 Identify key aspects of health and safety legislation and regulations relevant
to own work environment
We had to make sure that the environment we were recording in was safe. We knew
that we would require a few tripods, which can become a trip hazard. Therefore, we
had to make sure that they were going to placed somewhere where people are
unlikely to have to go so they wouldn’t trip over the legs. We also planned to use red
head lights, which can get very hot so we had to make sure that we didn’t use to
many and that they were put as low as possible and weren’t left on unattended so
they didn’t over heat and cause a fire or cause the performer to be too hot (we didn’t
use these lights in the end).
5.2 Identify appropriate action to minimise potential risks and hazards involved
in the assignments
To minimize trip hazards, we had to make sure that tri-pods were out the way and
cables were covered with cable mats so nobody could trip over them. To minimize fire
hazards, we had to make sure that lights weren’t too hot and that anything flammable
was kept away from hear and electrical equipment.