Event Photography and Providing Excellent Service
Based on my experience, here's what I have found to be very helpful when it comes to providing excellent event photography service. Your product (your final images) is always most important, and you should always deliver high-quality images; however, your customer service seals the deal, and that begins with the initial inquiry.
Response Time Matters
Once you receive an event inquiry, respond immediately or as soon as you are able. If all you can do at the moment is follow up with a quick "I've received your message and will be in touch shortly," that lets the person reaching out know they've been heard.
In your follow-up, ask for the details. It's important because the more information you have, the more accurate your quote can be. Determine where the images will be used, whether print, website, social media, or paid advertising, and your licensing prices may vary depending on usage. After you have covered date, time, location, and costs, it's time to plan for the event.
Also, it’s best practice to send an email confirming yourself a few days prior to or the day before your event. This email can also serve as a reminder to ask any last-minute questions.
Ask for the Shot List in Advance
What is a shot list? It's a list of images that the brand, event organizers, or organization needs to have. These are your must-haves. Similar to wedding photography, think first kiss, first dance, the rings, those are all the must-have images from the day. For non-profit or corporate events it’s still the same premise. This shot list comes from your brand director or point of contact. Are there award recipients who need photographs, sponsors or donors, important figures in attendance that need to be documented. Once you have that information, you can start working on your timeline.
Having a shot list in advance is incredibly helpful for everyone involved. No day-of strategizing and last minute scrambling.
What goes into the shot list? People, locations, small details, the scheduling and order of events. Usually the event organizer will provide you with the details and timestamps to coordinate where you need to be and when.
Something that I have found that works really well, if you have all the people needed for a group shot together in one place, take it right then and there. Rounding them all together again is a big task. Some may leave early.
The main photographer covers the higher priority images, and the second shooter covers the rest.
Know Your Day-of Point of Contact
This is your go-to person on the day of the event for any questions. They act as the liaison between you, the guests, and the executives. They help you find secure, out-of-the-way locations to store your gear, and help manage gathering people together for photographs. They can also serve as your backup to ensure your shot list has been completed.
Bring Your All Your Equipment Even if You Don't Think You'll Need It
I've been asked to photograph a small exhibit before the start of an event as a last-minute addition. This would technically be a separate session, as it requires additional lighting and my tripod instead of my standard corporate event setup. Since I enjoy working with this client, I did it quickly before the event started. Without my tripod, I would never have been able to get those shots.
Bring all your gear, including backup batteries, chargers, flashes, and camera bodies, lenses, flash triggers. I've found hidden spots to charge a battery in a pinch. You never know what you'll need on the day of the event. Things happen, and that's okay, but it's important to be prepared.
Event photography is about more than capturing great images — it's about making your client feel confident and taken care of every step of the way. From that first response to the final image delivery, every touchpoint is an opportunity to show them they made the right choice. When preparation meets communication, great work follows. If you're planning an event and looking for a photographer who takes the details seriously, I'd love to connect.