If you study any photograph closely, that has been printed, you will find that it is composed of hundreds of small dots. The density and size of the dots change throughout the photograph to produce the different shades of gray. The number of dots appearing in any given area of the photograph changes the sharpness of the details in the printed version of the picture. These are called "halftones" and have been reproduced from an original photograph with the aid of a printer's screen.
Another possibility available now is to have the photograph scanned by a scanning program on a computer or using digital photos. The resultant photograph can then be stored and modified in a graphic editor program.
Color photographs may not always reproduce well in black and white copies but still can add nicely to a publication. We strongly recommend that you have a compatriot, armed with a 35 mm camera to photograph the pictures you wish to publish or a digital camera as these are now almost as cheap as regular cameras.
Additionally, having photographs taken during presentations and other activities may distract from the event. Do not hesitate to stage photographs after the meeting, they will be much more attractive if you do. Insist that your photographer try to have a contrasting background, it helps.
Lastly, remember not to attempt to "crowd" the photograph. Too many people in a single photograph detracts from the whole. Sometimes it is better to take several photographs, than just one so that the best can later be selected from amongst the choices.
Don't shoot the picture from a long distance. Say excuse me and get up in front of the subjects and get a good close-up of the subject.