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Prepping and submitting your images during the workshop

Posted by Rod Barbee on May 3, 2017

A major part of a Crossroads workshop is the image review sessions. During these we’ll select and refine the images we’ll be submitting to our partner organizations.

You’re expected to know the basics of your computer: how to create and move folders, find things, etc., and how to use your image editing/organizing software. There will be no official class time devoted to teaching this.

It is very important that, just as if you were on an assignment, you submit your images on time. Generally, you’ll need to start submitting images on the second full day of the workshop. Below are some guidelines and some how-tos.

Image files

  • File size: Full size jpg, Do not resize. 100% quality setting.
  • Color Space: Adobe RGB (1998)
  • Filename: Use your first initial and last name. If your last name is really long, then the first four letters will do. Examples: JJohnson16.jpg or JJohn16.jpg.
  • Metadata: Your name in the copyright field (see below for a tutorial on creating Metadata presets in Lightroom). Other metadata, like Caption, City, State, etc. can be useful, especially for your own needs.
  • Minimal editing. Adjust mainly for light (exposure, shadows, blacks, etc.). Don’t add a lot of saturation or vibrance, etc. as we need a uniform look.

How to submit

  • We would like you to use a clean USB jump drive. Get a name brand one and test it out ahead of time. It doesn’t need to be huge, probably a 4 Gbyte drive will do. An extra drive never hurts. Please label your drive(s) with your name.
  • Make sure the drive is clear. No extra files or folders, just your submissions for the workshop.
  • Organize each day’s shoot in a folder in this format: Your-Name-WorkshopName-day-XX.
    For example: Joe-Johnson-Sitka-day-1, Joe-Johnson-Sitka-day-2, etc.

Working in Lightroom

Your instructors use Lightroom for the majority of their image organizing and processing. Frankly, we rarely need to go to Photoshop.

But this workshop is not the place to open Lightroom for the first time and learn to use it. If you’re new to Lightroom there is an invaluable (and free) Quick Start Guide available from Victoria Bampton (aka The Lightroom Queen). You can get it here.
Beyond the Quick Start Guide, Victoria’s Lightroom Missing FAQ books are highly recommended.

Importing images

You’ll save yourself a lot of angst, confusion, hair pulling, and gnashing of teeth if you are consistent in the way you import your images.

For the purposes of the workshop, when you import your images into Lightroom we suggest that you tell Lightroom to place the images in a Subfolder named “Crossroads” and to organize by date.

The main image folder you choose to use is up to you. Some people use the My Photos folder, some people choose to create another folder.

When using my laptop on the road, I simply have a folder on the C: drive named “Images.” All my images are imported into this folder and Lightroom creates the necessary subfolders to keep things organized by shoot date.


Metadata Presets

During the import process, you have the option of applying a metadata preset. If you create a metadata preset for your copyright information and apply that during import, your images will have that information embedded.

Here’s how: From the menu in the Library Module, go to Metadata > Edit Metadata Presets. When the preset editor opens, scroll down to the IPTC Copyright and IPTC Creator areas and fill out any information you wish to embed in your images.

When done, click on the drop-down at the top of dialog box and save your preset as a new preset.

Exporting your images from Lightroom

Nearly every day you’ll be handing us images. The easiest way to get your images on to your jump drive is Exporting them from Lightroom.

File naming preset

Above I noted the file naming format we want you to use. You may already be using a different format (I know I do!). We suggest creating another file naming preset and using that for your submissions during the workshop.

Here’s how to create a new file naming preset: From the menu in the Library Module go to Library > Rename Photos…

Click on the drop-down in the Filename Template Editor and choose Edit. Creating a preset is pretty straightforward. You can type in any text that you need in your file name, such as your name, and then use the insert buttons to insert all sorts of things. In this example, I’m using a name followed by a sequence.

When you’re done setting this up, click on the drop-down and choose Save Current Setting as New Preset…


Select any images you’ve chosen for submission and click on the Export button at the bottom of the left hand panel in the Library Module. The Export dialog box will open.

  • At the very top of the dialog box, choose Hard Drive using the Export To: drop-down.
  • Under Export Location, choose Export To: Specific Folder. Click Choose and browse to your jump drive.
  • Check the Put in Subfolder box and type in the name you wish to use for the folder according to the guidelines above.
  • Under File Naming, if you need to change the name to conform with our guidelines, check the Rename To: box and choose your file naming preset and sequence start number.
  • Under File Settings, choose JPEG as the format and AdobeRGB(1998) as the Color Space, image quality 100.
  • Under Image Sizing, leave the Resize to Fit box unchecked.
  • Do not use any Output Sharpening.
  • Under Metadata you can leave it as All Metadata.
  • Under Watermarking, DO NOT check the Watermark box.


Be sure to save these Export settings as a preset by clicking on the “Add” button under the preset list on the left side of the Export dialog box.

When you’re all set, click the Export button and your images will be processed and sent to your jump drive.

The next time you need to export images for submission, select your images, click on the Export button and in the preset column on the left side of the Export dialog box, choose the preset you created.