STANDARD OPERATING PROCEDURES

SUBJECT: PAGE: 1/3

PHOTOGRAPHY & VIDEOGRAPHY
DEPARTMENT: SECTION:
MARKETING & COMMUNICATION

ISSUE DATE: SUPERSEDE:

POLICY NO: SUPERSEDE POLICY NO:

POLICY

To establish standardized procedures for capturing and utilizing visual content for marketing
purposes within Movenpick Hotel & Convention Centre KLIA's Marketing and
Communication Department. This SOP outlines guidelines for creating high-quality visual
content and procedures for hiring and managing photographers or videographers for
various projects.

PROCEDURE

1. Visual Content Planning

 Define the objectives and key messages for visual content projects.
 Align visual content plans with the overall marketing and branding strategies.

2. Project Identification and Prioritization

 Identify projects that require visual content, such as promotional campaigns, events,
or social media initiatives.
 Prioritize projects based on marketing goals and timelines.

3. Budget Allocation

 Determine the budget for each visual content project.

 Consider costs associated with photography or videography services, equipment,
and post-production.

4. Creative Brief Development

 Develop a comprehensive creative brief for each project.

  Include project objectives, key messages, target audience, and any specific visual
elements required.
5. Photographer/Videographer Selection

 Conduct a thorough search for qualified photographers or videographers.

 Evaluate portfolios, experience, and style to ensure alignment with the hotel's brand.

6. Proposal and Contract Negotiation

 Request proposals from selected photographers or videographers.

 Negotiate terms, including project scope, deliverables, timelines, and financial
arrangements.
 Draft a detailed contract outlining agreed-upon terms and conditions.

7. Pre-shoot Coordination

 Coordinate logistics with the selected photographer or videographer.

 Ensure access to required locations and obtain necessary permissions.
 Provide a detailed schedule and creative brief for the shoot.

8. On-site Management

 Assign a point of contact from the Marketing and Communication Department to be

present during the shoot.
 Ensure adherence to the creative brief and address any issues that may arise.

9. Post-production Review

 Review raw images or footage to ensure they meet the project's requirements.
 Provide constructive feedback for any necessary adjustments.

10. Editing and Finalization

 Coordinate with photographers or videographers for the editing process.

 Ensure that the final visual content aligns with the hotel's branding guidelines.

11. Approval Process

 Obtain internal approvals for the finalized visual content.

 Ensure alignment with brand guidelines and messaging.

12. Storage and Organization

 Establish a centralized system for storing and organizing visual content.

 Ensure easy accessibility for future use and reference.

13. Rights and Usage

 Clearly define rights and usage terms in the contract.

 Ensure compliance with copyright laws and licensing agreements.
14. Performance Evaluation

 Evaluate the performance of photographers or videographers based on project

outcomes.
 Consider client satisfaction, adherence to timelines, and overall quality of work.

15. Documentation and Reporting

 Maintain detailed records of all visual content projects, including contracts, creative
briefs, and final deliverables.
 Provide regular reports on the success of visual content projects.

16. Continuous Improvement

 Gather feedback from internal stakeholders on each project.

 Use insights to continually improve processes and collaboration with visual content
creators.

Prepared by: Reviewed By: Approved By:

Name: Name: Name:

Position: Position: Position:
Date: Date: Date: