An event photograph may be familiar to the person who took it but unclear to everyone else. A useful caption explains the important context without describing every visible detail. It should help a reader understand why the image belongs with the story.
Start with the activity
Explain what is happening and where it fits within the event. “Participants compare their practice recordings during a workshop” gives more context than “a great day with great people.” Include the event name and date when those details are needed to distinguish it from another occasion.
Only identify people when their names are confirmed and appropriate to publish. Do not guess which person is the organiser from where they are standing in a group photograph.
Keep claims within the evidence
A photograph can show a room at a moment in time; it does not by itself establish the total attendance or the outcome of an entire event. Use separately confirmed information for those claims.
If an image comes from an earlier event or is used as an illustration, label that clearly. Avoid attaching a dramatic description that implies something happened outside the frame when you do not know that it did.
Check permission, credit and placement
Confirm that the image can be used for the intended publication and include the photographer’s credit where required. Take particular care with identifiable children and with people pictured in a sensitive context. A public event is not a reason to abandon thoughtful editorial judgement.
Keep captions with their matching image files so they do not become separated during editing. Use clear filenames and check the final page to make sure the correct caption appears under each photograph.
For a fuller written account, see our event recap guide. To propose a gallery or event story, use the Intsetse FM contact page and ask about the station’s submission requirements before sending a large set of files.