Music Portal: Submission Guidelines

Wednesday August 23, 2017
Introduction This document provides guidelines for submitting music to Getty Images. We will explain the steps required to help ensure your submissions are hassle free. Webite Preparing Your Submission
  • All music submitted must be broadcast quality, 16-bit, 44.1 kHz WAV files.
  • Tracks should be of the highest technological quality possible, with no buzz, hiss, dead space at start/end of track or dropouts, or other flaws (allowing for artistic effects).
  • MP3s will be rejected. Creating & Uploading a Submission - Table of Contents Create Submission Name Your Submission Add Writer and Performer Add a Publishing Company Import Team Members Add Track Title Upload Track Master & Alternate Tracks Adding Descriptive Keywords Completing Your Submission
    1. Create Submission
    2. Back To Top Click Create Submission under Working Submissions. A text box will appear under Working Submissions.
    3. Name your submission
    4. Back To Top Enter a name for your submission. Click Save.
    5. Add Writer and Performer
    6. Back To Top Click the Edit Team Details icon. Click Add an individual. In the pop-up, Check the writer or performer box (or both if applicable). Under Details enter First name, Last Name, Contact phone (not required), and Contact email. If Performer is checked, you must select at least one instrument from the Instruments dropdown menu. If Writer is checked, select the writer’s Performing Rights Organization (ASCAP, BMI, etc.) from the dropdown menu and enter the CAE/IPI in the field below. (If applicable. Check our FAQs page for more information about Performing Rights Organizations). Click Save. Repeat the above steps to add more team members if applicable.
    7. Add a publishing company. *Skip this step if you do not have a publisher.
    8. Back To Top Click Adding a publishing company. Under Details enter Company Name, First name and Last name (of owner of publishing company), Contact phone, Contact email, Performing Rights Organizations, and CAE/IPI number. Click Save
    9. Import Team Members
    10. Back To Top If the submission you are working on uses the same team members from a previous submission, you now have the option of importing those team members to your current submission. Do this by clicking on Import team. In the dropdown menu, select the submission that has the team members you wish to include. Click Okay. *Note: You will have the ability to edit team member information or delete team members after the import is complete. Once you have added all of your team members, click My team is complete.
    11. Add Track Title
    12. Back To Top Enter the track title in the text box. If the track is available for Performance Royalty Free licensing click yes if not, click no. For more information on Performance Royalty Free licensing please check here. Click Save. If you are registering a track that is in the public domain, please first check that the original writer has been deceased for 75 years or more. If so, click the “yes” box under the public domain section. When editing your team, enter the original composer’s name, if possible, as the Writer of this track. If this is a fresh arrangement of an older work, please check the box marked “Is arrangement?”. When editing your team, enter the arranger’s name in the writer section as well, making sure to click the box that says “Arranger?”
    13. Upload Track
    14. Back To Top Click the upload icon to attach your 16-bit, 44.1 kHz WAV file. Select your file and click Open. Your track will upload automatically. If you upload the wrong file you will need to click the trash icon to remove it. Click the Edit team members for track icon. Select from the dropdown menus all the writers, performers, publishers associated with this track. In order for your submission to be processed, you must have at least one writer and one performer selected for each track. Click Finish. A pop up will appear asking if you would like to Copy team members to all tracks. Click Yes or No to continue with your submission.
    15. Master & Alernative Tracks *You can skip this step if your submission is a master track only, but make sure to designate your submission as Master.
    16. Back To Top Within a working submission, you can assign each track a status of Master or Alternate. The Master is the full length, full mix version of a track that you may have broken into alternate versions, i.e. 30 second, 60 second, instrumental, stingers/bumpers, underscores, or even the same song arranged in a completely new genre. If your track does not have any Alternates, simply designate it as a Master Track. There are a few things to remember when uploading Masters and Alternates:
      • All Alternates must be on the same submission as their Master Tracks
      • If a Master Track is opted in for performance royalty free use, the Alternates should also be set to this status, and vice versa.
      It is best practice to upload your Master file first, enter the appropriate metadata, and then upload your Alternates, assigning them to the Master. This way, all of your metadata will be automatically populated to the alternate files, potentially saving a lot of time! Remember that your Alternates may have different metadata than their Master files. Once an alternate file has been populated from the Master file, you can go into the alternate file and change any specific metadata for that track. If you enter metadata for an alternate file and then link it to a Master file afterwards, the original metadata will be overwritten with the Master file metadata and will need to be corrected to match the characteristics of the Alternate Track. Once you’ve set up your new submission, click the note icon to add tracks: For our example we’ve named and uploaded all our files for this submission. ‘Really Great Track’ is our intended Master Track. Once you’ve named and uploaded your files, it is time to add your metadata. Since ‘Really Great Track’ is going to be our Master Track, we will edit it first. ‘Really Great Track’ is our Master file so we set the pull-down menu to this option. Then we add relevant metadata and keywords. Click ‘OK’ once you have assigned your Master file and entered your metadata and keywords. Now we have opened our first Alternate Track to be edited. We choose the title of our first upload that we assigned as the Master Track: Our metadata from our Master Track will autopopulate to our Alternate Track. We will need to edit the metadata and change Vocals from Vocal Female to the default, and change the Track Type from Lyric – Full Length to Instrumental. This is because our Alternate Track is an instrumental track, whereas our Master Track was a Lyrical Full Length Track with a Female Vocal. Add your keywords and click ‘OK’. You will need to make edits with each subsequent Alternate Track added to your submission to account for any differences to your Master Track.
    17. Adding Descriptive Keywords
    18. Back To Top Most of the data needed to index your music in our search tool is covered in the Edit Track Characteristics pull downmenus. Genre, mood, instrumentation, etc., are well-established characteristics of an audio search, but they don’t cover everything. There are many unique genres, instruments, moods and themes not found in these menus. Descriptive keywords can fill the gap and make your music stand out in a search. When choosing descriptive keywords, think about synonyms or terms that put a more direct meaning to the metadata that you have already entered. For example you may have created a particularly triumphant sounding track. You can choose Up/ Positive as a Mood from the pull-down menu, and then add Success, Victory and Celebration as descriptive keywords. If you are working in a distinct and specific style or with a unique instrument that you didn’t see in the drop-down menus, you can add them here, for example: “ragtime piano,” “zither,” “glitch-hop,” etc.
      • The most important rule to keywording is to stay relevant. If a keyword does not directly relate to your upload, do not add it.
      • You are limited to 100 characters (around 10 keywords). Don’t waste this opportunity by adding data already chosen in the pulldown menus.
      • Separate all keywords with commas. Leave a space between word pairings, for example: Race Car, Sports Car, Ignition, Driving.
      • Spamming and/or submitting irrelevant keywords can make your files less relevant to buyer’s searches and increases our processing time.
      • When uploading Sound Effects you need to make sure to choose Sound Effect for the Track Type. Otherwise, the system will think you are uploading music and require you to fill out the other metadata fields.Other than descriptive keywords, metadata classification is not required for sound effects. Once you select Sound Effect in the Track Type field, the requirement to populate the remaining fields in the Track Characteristics page is lifted. If you hit the OK button and still see prompts to fill out the other dropdown metadata fields, make sure that you have chosen Sound Effect under the Track Type menu.
      Note: Keep your keywords completely relevant to the sound effect that you are submitting. Keyword spamming will result in poor searches for your file and is grounds for having your work sent back to you for re-upload. Back To Top
    Completing Your Submission Once you have added all of your tracks, click Tracks Complete. Clicking Tracks Complete will bring you back your submission homepage.
    • If additional edits need to made to the title click the Edit submission details icon.
    • If you need to edit your team members for the submission click the Edit team details icon.
    • If you need to add or delete tracks from your submission or make other edits to your track click the Edit tracks icon.
    • If you would like to delete this submission from Working Submissions click the Delete submission icon. Once you delete your submission, you will not be able to retrieve the information.
    Important: To complete your submission and submit it for review, click on the Submit to Getty for review icon. Your submission will not be reviewed until this step is completed. Submissions that have been successfully submitted for review will appear under Received Submissions. You will not be able to edit a submission once it has been submitted for review.
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