Event photography brief: what to send your photographer before the big day

Events do not come with a second take. The keynote happens once, the ribbon gets cut once, and the sponsor will ask for their photo whether or not anyone planned it. A one-page brief turns event coverage from hoping into planning.

1. The run of show

Send the schedule with real times, not "morning session." Mark the moments that matter most with a star. If times shift on the day, tell the photographer as soon as you know.

2. The people list

List speakers, VIPs, sponsors, honorees and your own leadership. A small headshot next to each name helps a photographer find the right person in a crowded room. Note any group photos you need and who should be in them.

3. Must-have moments

Write the shots you will be upset to miss: the full room during the keynote, the sponsor banner with people in front of it, the check presentation, the product reveal, the team at the booth. Keep this list focused. Ten must-haves are useful. Sixty are a wish.

4. Venue details

• Load-in time and where to park or unload
• Where the photographer can stand, and where they cannot
• Stage and lighting conditions, especially dark ballrooms
• Rules about flash during speeches or performances
• Wi-Fi or a quiet spot if same-day selects are expected

5. One contact on the day

Name one person with a phone who can answer "where is the CEO right now?" Photographers lose the most time looking for people.

6. Consent and privacy

If attendees include minors, patients or anyone who should not appear in marketing, say so. Many events add a line about photography to registration or post a notice at check-in. Ask your venue and organizers what is expected for your type of event.

7. Delivery expectations

Agree on when selects arrive for social posts, when the full gallery arrives, and which sponsor or speaker images need to go out first. Lens event packages list a delivery window on the package so everyone plans from the same date.

Half day, full day or a crew?

A focused evening event fits half-day coverage. A conference with a morning program, a lunch and an evening reception is usually a full day. When two things happen at the same time, or you need both photo and video, look at a small crew. The event coverage category has package starting points, and Team Builder can price a multi-person crew in one quote.