The Dos and Don'ts of Event Photography

Written by Phillip Van Nostrand, wedding & hospitality photographer

If you host events, there are a few steps you go through every time you start planning. Creating a floor plan, getting food and beverage ironed out, having some sort of entertainment and, most likely hiring a photographer. While hiring a photographer may seem like an obvious and simple task (find someone who takes pictures, pay them for a couple of hours, done), there can be a lot of nuances to doing it well.

Having a bad photographer on your event can be frustrating, annoying and disappointing, not to mention make you look bad. On the other hand, having an exceptional photographer on your event can actually enhance the event. Here are some dos and don’ts for both planners and photographers alike to ensure your event is covered properly every single time.

Dos for event planners/organizers

• Have two photographers for events with over 100 people
• Share time, location and photo needs in your original inquiry. That’s helpful for the photographer to price out the event
• Describe the dress code in advance
• Explain what the photos will be used for. For newsletters, websites and blogs, you will want more of the photos to be oriented horizontally.
• For social media coverage like Instagram and TikTok, you will want more vertical photos
• Be clear about the purpose of the event
• Give a timeline a few days in advance
• Feed your photographer! It’s not necessary for events under five hours, but it’s so nice
• Ask your community or friends who they would recommend for photography. A personal referral is the best way to find someone great

Dos for photographers

• Ask to get on a phone call before contracting the event. You must hear what the planner is looking for, even if it seems obvious to everyone. Sneaky assumptions are event killers
• Get in touch with the planner a day before the event to let them know you are ready. Text them on your way to the event
• Have a little personality. The best photographers know how to make people relax, feel good about themselves and have fun
• Think about what will make this event a success for the planner. For branded events, they are usually reporting to a boss and need to show the event was worth it. How can you show people enjoying themselves, interacting with branded elements and using the space as it was intended?
• Create magic if it’s not happening already. This includes getting people to cheers, asking people to try an activation moment, etc.
• Keep your ears open to conversations. If you know a funny story is being told, a little waiting gets the best candid shots
• Highlight the organizers of the event. Ask to take a group shot, even if they didn’t suggest it
• Send over 10-20 photos immediately after the event with a thank you (I’ll send photos from my camera to my phone via WiFi on my commute back to my apartment and text them to the planners before I arrive home)

Don’ts for event planners/organizers

• Assume your photographer knows what you are looking for
• Go with the cheaper option. Cheap photographers deliver assets late, arrive late, dress inappropriately, miss key moments, over-promise and under-deliver and can cause more of a headache in the long term than the money you saved in the short term is worth
• Look at photographers’ Instagram profiles or websites for image samples (instead, ask to see a full gallery delivered to a client recently)
• Google or use Yelp to find your photographer

Don’ts for photographers

• Show up late. On time is at least 15 minutes early
• Be on your phone in view of others
• Just photograph the beautiful people. Everyone in the room matters. Oftentimes the unassuming ones are the most important guests for the host
• Leave without saying goodbye to the planner/host
• Make excuses for things that go wrong (arrive late, miss a shot, etc). Own your mistakes and do better next time

Hopefully this helps your process and makes you consider some things you haven’t thought of when it comes to hiring your photographers. Happy event planning!