45 Questions to Ask an Event Photographer, With a Shot List Template

Event photography is not wedding photography. The photographer has to cover a program that runs on a schedule, capture sponsors and speakers who expect to see themselves afterward, move through crowded rooms without blocking anyone and deliver images your marketing team can use the next morning. Decide what the photos are for first, then use the questions below to compare photographers.

1. Are you available for our full event hours, including setup or arrivals?
2. How many events like ours have you photographed in the past year?
3. Can we see one full gallery from a similar event, not just highlights?
4. Have you worked at our venue, or in rooms with similar lighting?
5. Will you personally shoot our event, or will it be an associate?
6. Who replaces you if you are ill or can't attend?
7. Can we speak with a recent client from a conference, gala or corporate event?

1. How do you shoot in dark ballrooms or under stage lighting without a flash in speakers' faces?
2. How do you move through a crowded room without blocking attendees or cameras?
3. Do you shoot posed photos, candids or both, and what balance do you suggest?
4. How do you get natural photos of attendees networking?
5. How do you photograph a speaker on stage with slides behind them?
6. Will you bring a second shooter for parallel sessions or a large floor?
7. Do you bring lighting for a backdrop or headshot station?
8. Do you shoot video as well, or can you recommend someone?

1. How many edited images should we expect for an event of our length?
2. How quickly will we receive the full gallery?
3. Can you deliver same-day selects for social media, and how many?
4. How will you deliver the photos: an online gallery, a download link or a drive?
5. How long will the online gallery stay available?
6. What editing is included, and is retouching extra?
7. Can you tag or sort images by sponsor, speaker or session?
8. Do you provide both high-resolution and web-sized files?

1. Who owns the copyright to the photos?
2. What license do we get: marketing, social media, website, print, advertising?
3. Is our license limited in time, or can we use the photos indefinitely?
4. Can our sponsors, exhibitors and speakers use the photos, and with what credit?
5. Can we edit, crop or add text to the images?
6. Do you require a photo credit, and in what form?
7. Will you use our photos in your portfolio or ads, and can we limit that?
8. Can we buy additional rights later, such as paid advertising use?

Tell attendees that photos will be taken, on registration pages and signs at the door, and collect consent where you need it with an event photo release form. Agree with the photographer how opt-outs will work.

1. How do you handle attendees who don't want to be photographed?
2. Will you follow our opt-out system, such as a colored lanyard or sticker?
3. How do you photograph minors, and do you follow our guardian consent rules?
4. Will you delete or withhold photos if an attendee asks?
5. Are there areas or sessions where you won't shoot, such as private meetings or prayer rooms?

1. What is your fee, and is it hourly, half-day, full-day or per event?
2. What does the fee include: hours, editing, second shooter, travel, gallery?
3. What is your overtime rate if the event runs long?
4. What deposit do you need, and when is the balance due?
5. What is your cancellation policy, and what happens if you cancel on us?
6. Do you carry liability insurance, and can you send a certificate naming the venue?
7. What backup gear do you bring: spare camera bodies, cards, batteries?
8. How do you back up images during and after the event?
9. Do you need a meal, a break space or a secure place to store gear?

Send this to your photographer one to two weeks before the event with the floor plan and schedule. Mark must-haves so they know what can't be missed if the day runs late.

Compare these terms with our vendor agreement template and event contract template before you sign.