There are two main types of photography
that may be called for at an event; posed group or head shots, and less
formal action shots taken during formal and social activities. Photographs
act as archival material, rewards to the participants when copies are
displayed on company walls and websites,
and/or distributed to the individuals in the photos, and PR and marketing
tools in company brochures,
press kits, websites,
etc. This is yet another item that should be in the budget right from
the beginning. If photo documentation is important to the event, the
last minute assignment of a company employee to try attempt the desired
shots is unlikely to have the hoped for results.
Before the event, it is desirable to do a site walk through with the
photographer and an event schedule. Look for areas that make good
photography stations (a spectacular staircase, fountain, scenery,
event
promotional materials as background, etc.) and note them down. Look
at lighting--will available light suffice, will a flash do the job,
or will it be necessary to set up umbrella lights? Discuss what events
will take place in what rooms, and the photographer’s what, where,
who, and when. For example, if there are VIPs who should be photographed
with certain people, give the photographer a list with the names and
combinations wanted.
When hiring a photographer, look at samples of work done for similar
events. Ask for references and then check to see if he or she fulfilled
the shot list schedule, and dressed and behaved appropriately, showed
up in time to setup without interfering with event
activities, stayed for the agreed upon time, and met contract obligations
within the time agreed on. The following should be part of the contract:
