WHAT TO INFORM AND ASK YOUR EVENT PHOTOGRAPHER & VIDEOGRAPHER
Planning a memorable event takes careful consideration of numerous details, from the guest list to the decorations and everything in between. One often overlooked aspect of event planning is communication with your event photographer and videographer. These creative professionals play a crucial role in capturing the essence and moments of your event, so it's essential to keep them informed. Here are ten things you should be sharing with your event photographer and videographer to ensure the best possible results.
WHAT YOU SHOULD INFORM YOUR EVENT STAFF
timeline
Ensure that your event photographers and videographers are well-informed of the event venue and timeline. This is essential as the event staff members will typically need to come an hour in advance to set up their equipment, positions and figure out their shooting angles. This also gives them ample time to navigate around the venue to figure out which area of the location will get them the best shots and angles.
must have shots
If there are specific must-have shots that you require for yourself or your client, make sure to make a list of must-have shots and moments you want to capture. These could include specific group photos, candid shots of guests, or particular activities that are important to you. Share this list with your photography and videography team in advance so that they are better prepared in preparation for the event.
theme
Whether it's a formal gala, a casual family gathering, or a themed party, your photographers and videographers, communicate the theme and style of your event to the photographers and videographers so that they can adjust their creative approach and equipment to match the ambience. This also gives them time to find inspiration that will best suit the theme of the event.
vips
Provide a list of special guests, VIPs, and key individuals attending your event. This ensures that these important people are prominently featured in the event coverage.
rules
If there are specific rules or restrictions regarding photography and videography, such as not using flash during certain parts of the event, inform your creative team so they can plan accordingly and decrease the chances of blocking or disrupting certain moments of the event.
key moments
In the event that there are key moments that need to be highlighted or covered more than other parts of the event, ensure your creative team is properly informed so that these moments are captured beautifully. Knowing that these moments hold more significance will also ensure that the creative team will put in more effort to ensure all goes well for these special moments.
surprise elements
We understand that you may wish to keep everything a surprise but your creative team is a part of your team and needs to know every single information in regards to the event. If you have surprise elements planned during the event, such as a flash mob or a firework display, inform your photographers and videographers in advance and how it will start and where it will be held so that the creative team is properly prepared to seamlessly film the surprise elements without interrupting the performance.
what you should ask your event staff
portfolio
If this is your first time working with the company, don’t be shy to ask for a portfolio of their work. This ensures that you know what the company specialises in and whether or not their vision and creative style aligns with your goals. This also gives you an outlook on their experience. Just because an organisation has been in the business for a long time, does not mean that they may necessarily be better than newer upcoming companies. So have a browse and go for the company that best aligns with your visions.
running overtime
Does your event risk the possibility of running overtime? This may be an issue in the sense that you may have to pay accordingly or they may not even be willing to work more than the given amount of hours. Additionally, there’s always the chance that the company may have another event afterwards so it’s best to ask your creative team what their schedule looks like for the day.
packages
Clarify what is included in the package you’re taking as this may vary for each photographer and videographer. Here are a few questions to consider asking:
JPEG or Raw?
Digital or Print?
How many photos will I receive?
How’s the retouching service
If there’s something you’d like to include, don’t be shy to ask for a quote as it may be cheaper if you’re already taking a whole package. There’s no such thing as not being able to customise what you’re willing to pay for.
fee
Quite possibly the most important question for any service is the fee. Don’t waste your time and go straight to the point and ask for a rundown of what your company of choice is charging you for. Prices vary greatly for each photographer and videographer and some may charge per hour or per day, so it’s best to get the big question out of the way to eliminate future disappointments.
Effective communication with your event photographer and videographer can make a world of difference in the quality of your event documentation. By sharing these crucial details, you'll help them capture the essence of your event, ensuring that you have cherished memories to look back on for years to come. Remember, a well-informed creative team is more likely to exceed your expectations and deliver exceptional results.
