When you’re hosting a major event or conference it’s always a good idea to brief your event photographer and for them to make sure that you get the shots that you need and want. Here are some things to consider when putting together a list of your event photos for your awards night or function.

Your Event Schedule: When, Where and What?
Ensure your photographer is at the right place at the right time by providing a schedule of the event. Aspects like arrival time, start time, doors open, keynote speakers, awards and entertainment.

In some scenarios the photographer may need to change gear such as lenses when the subject that they photograph changes. For example, they may be shooting wide room shots on a tripod and if asked to shoot a “quick portrait” of a couple the photographer will have to change lenses because nobody looks flattering photographed with a wide angle!



Purpose of the Event: Why is the event being held?
There are many different ways to capture something in a photograph so it is important to tell the photographer the purpose of the event and why the photographs are being taken?

Will they be used for reference, brochures, social media, marketing or given to guests as a way to remember the event?
If there are specific shape or size requirements that you need from a photograph, then make these known in the event photography brief so that the photographer shoots the event correctly. Blank or empty space in a photo is sometimes just as important as action so make sure this is communicated.

A quick 1, 2, 3 to get it right on the night:

• What do you want the event photo to say?
• How will the event photos be used?
• What do you need photographed?

Who is coming to your event?
It might be easy for you to list a load of VIPs names on a list but your photographer probably won’t know who they are. Pointing out certain guests is the best way you can guarantee you’ll be getting those important guest shots. You may also want to gather the VIPs before the event starts to grab a photo before they disappear in to the crowd and become hard to round up.

Surprise!!!
Let your photographer know if you have any surprises planned!

If you need photos of a special surprise, the photographer needs to be aware of it and in the right place at the right time.

Pyrotechnics also need to be mentioned to the photographer so that they don’t stand too close to them or can get in the best spot to get a great shot with them. Photographer shows examples of what you want.

Sample photos are a great way to make your ideas clear
If you’re not exactly sure how to explain what you are after in the event photos, surf the internet to see if you can find examples of images that you like and can show the photographer. A good photographer should easily be able to identify the style of images you are after and create it in their own style.




• Group Photos
If you have ever tried to get groups of people together for a photo, you’ll know how frustrating it can be. To make it easier and faster it’s a good idea to have a few helpers rounding up people. This will ensure the photography is carried out with maximum speed and efficiency and guests can get back to enjoying the event.

• Special requests
Do you have unique aspects of the event that need capturing?

If there are certain images you need. Be specific.

There will be occasions when you will need specific photos of your event for different reasons. Whether that might be photos of the awards for EDMs, or photos of the table decorations for the florist. If there are certain photographs you need please let your photographer know in advance.

Deliverables: What do you need and when do you need it?
It’s important to communicate your expectation on delivery of your event photos with your photographer prior to the day of the event. If you need 10 by 9am then say that, if you don’t need them for a week, your photographer will appreciate the pressure being taken off and you’ll still receive them in good time.

Most photographers will ask for 3-5 working days for delivery of images from a large event, however they should be able to work to tight deadlines when required, but it does need to be organized in advance! If the photographer is busy with other work, they can organize a photo editor to post process the images on their behalf.

Keep your brief to the point
A one page brief with the key points, times, speakers etc is best for the photographer. They don’t need all the information you have from bump in times or the minute by minute schedule – it’s difficult to pick out the really key aspects of the event.

Follow this advice on creating the perfect event photography brief and not only will your photographer will appreciate it, but they will be able to deliver the best event photos possible and guarantee you a successful night.

Their instagram account is also a source of photography inspiration.