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Getting The Best Out of Your Event Photographer

So you need to hire a photographer to capture your upcoming event? Whether it’s a corporate Christmas party, conference or awards evening, with the number of freelance photographers out there, you aren’t sure where to look, or what to look for.   It may seem like an overwhelming task, but once you have found the right company and perfect photographer, you will end up with spectacular images that truly capture your event.

Here are a few tips to help you get the most out of your event photographer, to get the best pictures and exactly what you are looking for.

Give the Photographer a Schedule

Make sure that your event photographer has access to the schedule of your upcoming event at least one day before the event.  This way you will ensure that they know where to be and when to be there. Your photographer needs to know the essentials, like the address of the venue, the start and end time of your event, and a contact number.   It helps to be organised, this way if there are specific shots you need to be captured, the amount of images you require and how they will be delivered, you will get exactly what you want.  Furthermore, with access to the schedule, your photographer will have the capacity to sequence the order of events, so it can be easily viewed and accessible to anyone who was not there.

Don’t Cut Corners

Lack of experience, photography equipment or knowledge means that your magnificent event will look like it was anything but spectacular.  Having the right photographer and ensuring that they are prepared is essential to capturing your event and showcasing it in the correct light.  If you have a tight budget and can’t afford to have the photographer there the entire time, consider hiring them for a few hours.

The Importance of Briefing

The more information you give your photographer before, the more likely it is you will get exactly what you are looking for. The photographer needs to know what time they need to be at your event, with enough time to set up any equipment they may have. They need to know how many formal shots you are anticipating, and how you will use the photographs after the event.  Consider what you will be using the photographs for, and how they will be incorporated into your marketing strategy. This way both you and your photographer will have a good understanding of what you want.  It is best to assign someone to be the contact person for your photographer on site. This way if there are special guests or specific special shows happening that need to be photographed, the photographer knows where to be.  Make sure the photographer knows the layout of your venue, so they can easily make their way around, know how much light they have, and what is needed, and they can start snapping away.

Provide examples of the images you are looking for. If it is hard for you to convey in words exactly what you are looking for, no matter. Remember that photographers are visual people. If you can find an image of something similar that you would like to capture, show this to your photographer and they will know what to do and what you expect from them.

Make sure your photographer knows if there is something particular you want in the background, or for that matter, anything you don’t want. This way, at the end of the day, when you get your photos, there are no nasty surprises.

Using Your Event Images

Your event images can be used in a number of ways after your events, so make sure you have the right person for the job. Your photos can be used in press coverage of your event, on social media channels to promote your event and exhibit what occurred.  You can also project live images during the event as the photographer takes them, this will allow for a more interactive experience with the guests.  Your images can also be used for promoting your upcoming events, fundraising, your company’s website or future marketing projects.

Thanks for taking the time to read this.

If you have any other questions or suggestions please feel free to pop me a mail at

I look forward to working with you on any future jobs.



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