Corporate Event Photography Brief: What to Include

A good photographer can only capture what they know about. The more your photographer understands about your event before the day, the better your photos will be. Here's a simple brief you can copy for conferences, launches, networking nights and awards, covering the details that matter most.

Start with the event basics

Give your photographer the essentials up front: the event name, date, venue address, start and finish times, and a contact name and mobile number for the day. Add where they should arrive, how to get in with their gear, and any dress code or security requirements. It's a small thing that saves the first fifteen minutes of a busy event.

Share your run sheet and the moments that matter most

Send your run sheet or running order as early as you can. A photographer who has it can be in the right place before things happen, rather than catching up afterwards.

Then mark the moments that matter most: the welcome, the keynote, a panel, a product reveal, an award presentation or the closing remarks. If you can't cover everything, say which moments are must-haves, and the photographer will plan around them.

Build a shot list

You don't need a long list, but a short one makes a big difference. Cover the types of photos you'll want to use afterwards:

• Arrivals and registration

• Speakers and presenters, plus audience reactions

• Networking and candid conversations

• Group shots, such as the team, the committee or award winners

• Branding, signage and sponsor logos

• Venue details, such as the setup, catering and decor

Tell your photographer about branding, sponsors and VIPs

Name the people who must be photographed, such as speakers, sponsors, executives or special guests, and if possible nominate someone on the day who can point them out. Mention any guests who shouldn't be photographed, and any branding or sponsor shots you've promised to deliver.

Agree on delivery, turnaround and usage

Say when you need the photos and how you'd like to receive them. If you need a few images for social media on the night, tell your photographer upfront, because faster delivery, such as same-day or next-day, may cost extra. As a guide, I deliver fully edited images in a private gallery within days.

Also say where the photos will be used. Your own website, socials and internal communications are straightforward. Wider advertising use can change the quote, so it's best to mention it at the start. For more on what affects the price, see my guide to event photography costs in Melbourne.

A copy-and-paste brief template

Copy this into an email and fill in what you know:

• Event name and date:

• Venue address and arrival time:

• Start and finish times:

• Contact on the day (name and mobile):

• Run sheet attached (yes or no):

• Must-have moments:

• Speakers, VIPs and sponsors to photograph:

• Guests who should not be photographed:

• Branding and signage to capture:

• Delivery date and how you'd like to receive the photos:

• Where the photos will be used:

Planning a corporate event?

I photograph events for agencies, venues, coworking spaces and industry associations across Melbourne. See my corporate event photography page, or get in touch with your brief and I'll put together a quote. Got other questions? Check the FAQ.