If You Want to Use Video in Your Exhibit

Whether or not you’re an experienced videographer, you may decide to make a video showing your process or progress. Shooting video takes practice but it can add a lot – especially if your exhibit is a demonstration or focuses on performance art.

A smartphone or camera mounted on a tripod and pointed at what you want to record, with enough light to show what is happening, might be all you need to shoot video.

Placing Video in Your Exhibit

When you have a completed, rendered video file that you want people to be able to click on and watch in your exhibit, first you need to upload the video to a website that will host the video, where the video will play when someone clicks on the thumbnail in your Exhibit. YouTube is the most common platform to use. Vimeo is another platform suitable for hosting video of original performances.

The Athenaeum website cannot host video files, so video files should not be uploaded to the Media area.

If you don’t have a YouTube channel or Vimeo account, please go to one of those websites and follow the instructions to establish a channel, and upload your video.

“Embed” the video in your exhibit using the url of the video.

The Athenaeum Tech Team has access to a YouTube channel where video can be hosted, for those exhibitors who want to show video but are unable to manage a channel.

Please feel free to add links to helpful resources in the comments on this post.

Video Tips

The video camera and the sound pickup on your smartphone is fine for shooting video of your project. You can start by checking out this video for some advice: How to Record Art Videos with Your Phone. Feel free to search for other advice videos or articles.

The camera and microphone on your laptop, a DLSR camera, video camera or GoPro on a tripod or a gorilla pod, is another way to record video. You may need to add a microphone. Here’s a video with some advice: How I film my videos. Feel free to search for other advice videos or articles.

Editing Your Video Footage

Look up how to transfer a video file from your phone or camera to your computer.

Perhaps you shot video of your project or performance that is exactly what you wanted, starts where you wanted it to, and ends neatly. (This might happen if you have a camera operator while you perform or demonstrate.) Most of the time, when we shoot video, segments need to be stitched together to show a logical progression, or some of the video of a process is great and there are parts that need to be omitted: walking into the frame after turning the camera on, the dog starts barking in the background, or there’s a lengthy bit of process that you want to shorten. You will likely need to edit video.

Video editing takes practice. If you have never used video editing software before, expect that you will have a learning curve. Shoot some practice video and start learning basic processes like clipping and rendering. Start now; exhibit publish date is approaching! Alternatively, reach out to a friend who has done video editing and ask for help.

Check for video editing software that came loaded on your computer: for Mac it’s iMovie, and some Windows computers come with a basic video editing program. Some other video editing software that you may see recommended in advice videos or articles and that are available for download are: Adobe Premiere ($$), DaVinci Resolve (free version and $$ version), and OpenShot (free). We cannot make a recommendation; everyone has different needs and computer specifications.

Image of Wells Cathedral with trees and grey sky

How to Edit and Manage Images

Taking digital images, editing them, and using them in your exhibit is an easy-to-learn skill. Tools, support articles, and help from the Athenaeum tech team abound!

Let’s start with the important information. Scroll down for more on understanding image size and file type.

Athenaeum Site Standards

Profile Image

250px x 250px head shot

Your profile image should be a 250×250 px head shot. If you are uncomfortable putting a photo of yourself on this site, consider using your device or an image that shows something about your art or craft. Remember it will be small when viewed. You can consult with Athenaeum tech team staff for alternative profile image ideas.

Featured Image

1300px wide x 300px tall horizontal format

Your featured image, a horizontal, banner format image, will show in the “exhibit catalog”, which is the directory of exhibits. You can see this catalog if you navigate to Exhibits>Past Exhibits. The image also appears as a representative banner at the top of your exhibit page when a viewer opens it.

This image needs to be 1300 wide x 300 px tall, with a possible 350 pixels if necessary. Why no more than 350 pixels tall? Because we want both your chosen featured image AND the title of your exhibit to show in the browser page when the exhibit is first opened. Please crop, resize, or edit an image into that format. If you don’t have an image suited to a banner format, consider a creative layout, or contact Athenaeum technical staff for help. If you happen to insert a featured image that is beyond requested size, Athenaeum technical staff will make changes to align with the guidance.

Page Images

Maximum 1200px in any one dimension, maximum file size 2 Mb.

Presenting your exhibit online using a WordPress template should incorporate lots of images to break up your text. LOTS of photos! Even so, please consider this guidance on image size to keep page load time reasonable, and our storage requirements manageable. Also, please remove any unused or duplicate images from your media folder.

Image Naming

In order for us to easily manage images across the site, please rename your image files using this convention: <Year>_<Your Name> <Image Title>.

For example, my picture on the Athenaeum page is titled: 2020_MacEveny_staffphoto.jpg.

Image Compression

We’ve all seen web sites which take forever to load. Often this is due to the use of oversized images or a slow connection. Compression of the image can reduce the size of your image files, while not sacrificing apparent image quality. Many photo editors have tools inside of the program to compress and preview your images. Often you can compress an image to half the original size or better without noticing any image degradation. You may find it best to save your original file, then compress a copy and compare the image to the original to determine if image quality is still acceptable. Continue to do this until you find one which is not acceptable, and then go back to the last acceptable version. Remember to compress copies of the original image, as compressing an image which is already compressed can give you distorted results.


Also called “alt tags” and “alt descriptions,” alt text is the written copy that appears in place of an image on a webpage if the image fails to load on a user’s screen. This text helps screen-reading tools describe images to visually impaired readers and allows search engines to better crawl and rank your website. Accessibility matters; please use this capability for each image! WordPress gives you a text block to easily enter alt-text content.

Basic concepts

Pixels vs Inches

Digital images consist of thousands of tiny individual squares, called pixels. When discussing image size for website photos, ultimately all that matters is the number of pixels contained in the file. Do not pay attention to the PPI/pixels-per-inch count, nor the inch/cm measurement from your image editing software. 

We want to keep image resolution (as measured in pixels) reasonable, and file size in Kbytes or Mbytes small, for optimum page load time and storage management.

File Size

Your file size is measured in kilobytes or megabytes. While dimensions of your image or one factor contributing to file size, other factors include level of detail, compression, and file type.

A late model phone cam takes 12 megapixel photos. That is 4000 x 3000 pixels, which is a large file with an incredible amount of detail. By comparison, my MacBook Pro screen is 2560 x 1600 pixels, and my phone screen is considerably smaller.

We suggest that for website photo purposes a maximum 1200 pixels in any dimension is a good maximum size, and our file size upload maximum for the site is 2 Mb.

Actual file size is also determined by the file type and the level of compression. Most cameras default to a JPEG format, which also compresses your image and loses some data and quality in the process. PNG files are the other commonly used format, and they do not compress and instead create fairly large files. Here is a comparison using the same image in different dimensions/formats:

Image DimensionsImage format & qualityImage size in Kb
3024×4032PNG/best18,200 Kb (18.2 Mb)
3024×4032JPG/best3,800 Kb (3.8 Mb)
3024×4032JPG/med2,100 Kb (2.1 Mb)
800×1200 pxPNG/best2,000 Kb (2 Mb)
800×1200 pxJPG/best1,300 Kb (1.3 Mb)
800×1200 pxJPG/med215 Kb

File Type

In general, we would recommend a JPEG format for your web images. That has been the standard format for web images for quite a while now. Other formats are available for specific needs. A image format decision tree I’ve shamelessly swiped from this web site, Best image sizes for websites in 2021: tools, speed testing & FAQ (foregroundweb.com), is below:

Cropping vs Resizing

When you are editing your image, you have two options to reduce image size.

Cropping: If there’s a particular part of the image that’s important, vs extraneous image detail you can trim, cropping is your best bet. You select a rectangular subset of the photo, and by cropping, you remove everything else. Most artisans use cropping a lot to focus in on their subject matter!

Resizing: If your image works well to illustrate your subject as a whole, but it’s just too large, you can resize it smaller. There’s generally a “constrain proportions” box that keeps everything to scale when you do resize.

Cropped to 1200x900pxResized to 1200x900px

Still vs Video

Most digital cameras and phone cameras can take both still photos and video. We encourage that you use both! Still photos can be uploaded to your media library on the Athenaeum site. We would prefer that you upload any video content to YouTube and embed the video in your exhibit page. If you do not have a personal YouTube account, we can work with you to upload it to our branch account.

Releases and Waivers

See our release form article for more information:

SCA release form FAQ and forms (these are the same as the forms we’re providing on the Athenaeum site):




Please rename your releases as you save them using the “fillable” form. For example, 2021_MacEveny_Creative.pdf. Waivers and releases should be uploaded through the Upload Tool at the bottom of the Exhibitor Release page, or emailed to our Exhibitor Wavers and Releases Mandalorian, The Honorable Aurora Rose Prindel, at athenaeum@baronyofmadrone.net.

Photo Tips

Digital Photography



Photo Editing



Editing Tools, Apps and Sites





Image of Wells Cathedral with trees and grey sky

Tutorial: Editing Images for the Web

Taught by Meisterin Gera Gangolffin

Dates & Times:

Wednesday, May 28, 2021 7PM (PST)

Tutorial Description

We’ll discuss editing and managing images for your exhibit.

Specific subjects:
* digital photo basics
* Athenaeum image standards and recommendations
* image editing tools and demos
* image Q&A

How-to reference page is here:

Video recording of this class is located here:

Previously Recorded Tutorial Sessions

Video Tutorial 06/25/2020: Exhibit Pages and How to Create Them (1)

Video Tutorial 06/28/2020: Exhibit Pages and How to Create Them (2)


Tutorial: Writing for the Web v.2: Research Paper Transformation

Taught by The Honorable Lady Alicia du Bois

Dates & Times:

Tuesday, May 18, 2021 7PM (PST)

Tutorial Description

There are several differences between writing content for a web page and writing content for something like a research paper or piece of documentation to accompany an Arts & Sciences project.

This tutorial focuses on transforming the structure, voice, and content of a research paper to an online audience. We will cover things like audience selection, user reading behavior, and how to capture your audience’s attention throughout your post.

Alicia du Bois may appear as though she is from the late 14th century, but she has another identity as a modern Web Technology professional. With over 20 years in the field, she has seen a lot of good, bad, and ugly writing on the web and is always trying to improve her own writing.

The link to the recording will be available here after the class is complete.


Tutorial: Writing for the Web v.1 Writing from Scratch

Taught by The Honorable Lady Alicia du Bois

Dates & Times:

Sunday, March 14, 2021 7PM (PST)

Tutorial Description

There are several differences between writing content for a web page and writing content for something like a research paper or piece of documentation to accompany an Arts & Sciences project.

This tutorial focuses on the planning, organization, and writing style considerations you should understand before writing a web post. Then we talk about the editing process so you can be sure you are publishing quality content your readers will actually read!

Alicia du Bois may appear as though she is from the late 14th century, but she has another identity as a modern Web Technology professional. With over 20 years in the field, she has seen a lot of good, bad, and ugly writing on the web and is always trying to improve her own writing.

Previously Recorded Tutorial Sessions

Video Tutorial 03/14/2021: Writing for the Web v.1 Writing from Scratch


Tutorial: WordPress Basics

Taught by The Honorable Lady Alicia du Bois

Dates & Times:

Saturday, March 13, 2021 7PM (PST)

Tutorial Description

This tutorial introduces you to WordPress as someone who might create posts or pages (content). It covers the following topics:

  • What is WordPress?
  • What can you do with WordPress?
  • Creating a post
  • Creating a page

Previously Recorded Tutorial Sessions

Video Tutorial 03/13/2021: WordPress Basics


Resources for Exhibitors

There are a lot of pieces and parts to creating your Exhibit page. The Athenaeum team is here to help your art get onto your page! Here are some resources we thought you would find helpful.

If you have any questions, please use the Exhibitor Feedback form or ask us in the Artisans of Athenaeum 2020/2021 Facebook Group.

Photo Resources

I’ve been receiving a lot of questions about images/photos. The size of your images matters! Below is a handy article that explains how to make the images that come from your phone (or other digital camera) smaller without sacrificing quality. If you’ve tried uploading and gotten an error that suggests making your image smaller than 2500 pixels, then this is for you!

How to Understand Pixels, Resolution, and Resize Your Images in Photoshop Correctly

If you’re having trouble resizing or uploading your photos, please let us know. This article talks about Photoshop but other image editors (such as The GIMP) can be used.

WordPress Tutorials


Release Forms and Citations

Your Athenaeum Showcase exhibit is a page in the Barony of Madrone’s website, which is an official SCA website. The SCA requires that official SCA websites follow modern copyright rules, including using releases and citations.


When you registered as an exhibitor you agreed to this statement:

I must sign and upload a Photo Release Agreement and a Creative Works License Agreement before my display will be published.

Exhibitor Agreement

Releases give the Athenaeum Showcase website permission to DISPLAY your creative work (your Exhibit) and the related photographs, illustrations, and other images on the page. There are three kinds of release forms that you MIGHT need DEPENDING ON THE CONTENTS OF YOUR EXHIBIT:

  • Creative Work Grant of Use Form
  • Photography Release of Use Form
  • Model Release(s)

At a minimum, you will need to submit the Creative Work Grant of Use form to give us permission to display your exhibit. This form assumes that your exhibit only has text without any original photographs, but may include your original art or illustrations, poems, songs, maps, or stories. It may, however, also have free clip art, cited photographs, and cited illustrations. We will talk about citations in the next section.

If your Exhibit includes photographs that you or someone else has taken of your work, then you will also need a Photography Release of Use form filled out by the photographer.

For the steps to fill in the Creative Work Grant of Use form and Photography Release of Use forms, go to the Exhibitor Release page.

When to Submit a Model Release

If you include a photograph in your exhibit of a person (for example, modeling clothes or assisting with a project) and they are identifiable, you probably need to submit a signed SCA Model Release Form. If you are the model, then you need to submit a model release form for yourself.

If the picture is not “portrait-style” (portrait style means the photo shows one or a few people posing for the camera) and the person in the photo is not easily identifiable, or if it was taken in a public space (such as at an event or at court), then a model release is NOT required. /The Athenaeum staff may review your photographs and decide a Model release form is required. If so, we will contact you before publishing your page.

Fill out the form with the same information as the Photography Release of Use form, and submit it on the Exhibitor Release page.


When you registered as an exhibitor you agreed to this statement.

I acknowledge that I am responsible for citing any copyrighted materials I use or refer to in my exhibit and for checking the usage rights for any copyrighted material.

Exhibitor Agreement

You can think of “citations” as acknowledgement that you are referencing or using other people’s work in your Exhibit, such a photo from a museum website, articles from journals, or passages from a book. The goal is to give credit where credit is due and for your audience to be able to go to that source and find out more!

Ideally, for every source you reference, there should be two parts to the citation. First is the inline citation which appears in the text following an excerpt/quote, or under an image in your exhibit. It can be as simple as author, book, and page number, or list the source in the caption under an image. The rest of the detail should be in the Citation section at the end of your Exhibit page.

The second part, the Citation section, shouldn’t be confused with a bibliography, though there is a lot of overlap. Technically, a bibliography is any work that you referenced or used in your research whether or not you actually include it in your exhibit. For our purposes, we are asking you to write citations for anything you include in your exhibit.

There are many different ways to write citations and many people have strong opinions. They differ in the information included, the order of the information, and the formatting.

Find one you like and be consistent. Some common styles are:

  • APA style
  • MLA style
  • Chicago (Turabian) style

To keep it simple, here are some examples you can follow using the MLA Style in a rather loose and informal way.


Creator Last, First Name. “Title of Web Page.” Website Name, Date accessed, URL

Handyman. “Multi Strand Finger Loop Braiding.” Instructables, July 1, 2010, https://www.instructables.com/id/Multi-Strand-Finger-Loop-Braiding-or-How-to-braid-/

Website Image

Artist’s name [first name then last], title [italicized], date. Medium. Website name. URL. Date Accessed.

Circle of Rogier van der Weyden, possibly Vranke van der Stockt. Men Shoveling Chairs (Scupstoel). 1444–50, Pen and brown ink over traces of black chalk, Metropolitan Museum of Art . July 1, 2020 www.metmuseum.org


Author(s) Last, First Name. Title. Publisher, Year Published

Hu-ssu-hui, Paul D. Buell, E N. Anderson, and Charles Perry. A Soup for the Qan: Chinese Dietary Medicine of the Mongol Era As Seen in Hu Szu-Hui’s Yin-Shan Cheng-Yao : Introduction, Translation, Commentary, and Chinese Text. Kegan Paul International, 2000.


Author(s) Last, First Name. “Article title” Publication, vol., number, page #s

LaBouche, Alexis and Greydragon, Rhys Terafan, “Observations of a Joust”. Tournaments Illuminated. 3rd Quarter 2008. # 167

Online Video

Last, First Name. Video title. Website name, host site, Date Accessed, URL

Donner, Morgan. Easy FingerLoop Braiding. Morgan Donner’s Sewing Party, YouTube, July 7, 2020, www.youtube.com/watch?v=GQpEcGfv-rY

External Resources

SCA Websites: Release Forms FAQ
SCA Model Release Form
How to Cite Anything

Top Image: Example of Martin Luther’s handwriting, a passage from “Dass diese Worte Christi, ‘das ist mein Lieb,’ &c. noch feststehen”, a manuscript published in 1527. From the Royal Library at Copenhagen. Courtesy of Wikimedia Commons, this image is in the Public Domain.

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