The Complete Corporate Photography Checklist for Event Planners

The Complete Corporate Photography Checklist for Event Planners

6-8 Weeks Before: Booking and Briefing

• Define photography needs: service type, scale, delivery requirements
• Get 2-3 quotes with a consistent brief
• Confirm: who specifically will be shooting
• Confirm: backup equipment policy
• Confirm: usage rights (full commercial, no restrictions)
• Confirm: delivery timeline (standard and rush options)
• Confirm: business liability insurance
• Sign contract, pay deposit
• Schedule pre-event briefing call for 2-3 weeks before event

2-3 Weeks Before: Pre-Event Briefing

• Share complete event schedule/run-of-show
• Identify priority moments (top 10 non-negotiable shots)
• Identify VIPs, speakers, award recipients by name and appearance
• Compile sponsor-specific shot list
• Confirm delivery requirements (standard vs. same-day priority selects)
• Confirm any do-not-photograph sessions or restrictions

48 Hours Before: Final Confirmation

• Confirm event is proceeding as planned
• Resend venue address and parking/access details
• Share any late-breaking schedule changes
• Confirm day-of contact phone number

Day Of: On-Site

• Introduce photographer to venue coordinator
• Introduce photographer to event day-of point of contact
• Brief photographer on any changes from original run-of-show

Post-Event: Delivery and Distribution

• Receive same-day selects (if applicable) and post to social media
• Forward gallery to social media, communications, and web teams
• Compile and distribute sponsor-specific photo packages
• Book next engagement (annual conferences: rebook immediately)

Download our event shot list template. Request a quote.