Finding and hiring a photographer that can meet your needs from the beginning is the best way to ensure you’re happy with the end results.
This article will introduce you to event photography as a whole, the process of hiring a photographer, some special considerations, and an example event photography shot list.
What is event photography?
Event photography encompasses a broad range of photography niches that are all centered around photographing both organized and candid events as they unfold. Staged studio sets are typically kept to a minimum and there may not be a second chance to get that perfect shot.
Some photographers may specialize in different types of event photography, but at its core, event photography has to do with working in the moment and keeping up with what’s happening next.
Finding an Event Photographer
Searching for a photographer isn’t as easy as it seems, especially if you’re looking for something specific. It always helps to prepare a creative brief, both to take stock of your own needs, but also to share with your team and any photographers you find. With an outline of your event and its goals, you can begin to build a list of potential photographers.
Search with VSCO Hub
If you’re new to this, or simply looking for an easier way to find and hire amazing photographers, VSCO Hub is a great place to start. With AI-powered search by reference image, you can provide your own images as inspiration and we’ll find photographers that match the style you’re after. You can also quickly filter results based on location and experience – narrow down your search with a dedicated Live Events category. Reviewing portfolios is also easier on Hub, with many photographers using albums on their profiles to showcase their work and quick linking to check out their professional websites.
With VSCO Hub, when you’re ready to start a conversation all you have to do is click ‘Request to Connect’ and we’ll start the process for you. You’ll be able to quickly touch base, ask questions, and make a decision that you can feel confident about.
Other ways to search for a photographer
Your own professional network can be a great resource for finding photographers as well. A personal recommendation can often speak volumes more than a quick social media search result. You can also try to find local groups online that cater to event planning or hiring photographers. Social media and popular search engines work on their own algorithms, but with some specific search terms and the time to sift through the results, you should be able to generate some promising leads.
Types of Event Photography
Photography is never one-size-fits-all. Depending on your event, you may require a photographer that has more specialized experience. Here are some categories that you should consider before you start any searching.
Corporate event photography
Different types of corporate events include conferences, product launches, company retreats, and seminars. In addition to having a professional demeanor, it’s also important to have a photographer with an understanding of the brand’s bigger story and mission. Corporate event photographers are often responsible for capturing images of speakers, panel discussions, candid interactions, and products in use.
Wedding photography
The wedding photography market is massive, and it’s one of the most personal. Hiring a photographer for a wedding takes trust – trust that should be verified with a portfolio of work, references, and strong communication. A good wedding photographer should be able to capture authentic, emotive frames without missing beat. Different wedding photographers tend to package their work in different ways, so it’s often worth getting multiple quotes to compare if you can.
Festival and concert photography
Capturing the ambiance of the big stage and energy of a crowd is a specialized skill. Concert photographers are used to working on tight schedules and in confined areas, but should also be able to turn around and capture the energy of the people watching as well.
Private event photography
Landmark events like birthdays, anniversaries, reunions, and celebrations of all kinds are worth bringing a photographer on for. You’ll want the photographer’s style to match the tone of the event, so take the time to review different portfolios and consider different aesthetics. If you have the flexibility, consider branching out with a more creative or conceptual photographer.
Sports photography
Fractions of a second can make all the difference in sports photography. Many sports photographers are technical experts, with high speed cameras and gear like remotes and triggers that are used to help them capture the big moments of any game.
Interviewing and Vetting
Once you’ve identified potential photographers, try connecting via email, direct message, or phone so you can start an interview process. Additionally, you’ll want to share basic details like the date, location, type of event, and your goals for the photos. If you’re unsure what questions to ask during a photographer interview, we’ve got a guide for that, too.
Reviewing portfolios
A photographer’s portfolio should always do the most talking. Ask to see portfolios of previous work, particularly for events similar to yours. Pay attention to their style, the variety of shots, and how they capture moments.
Ask for references
It’s always good to request references or testimonials from past clients. Getting those extra details from previous clients and jobs can provide insights into the photographer’s reliability, professionalism, and how they handled unforeseen challenges.
Availability, pricing, and contracts
With event details ironed out and a portfolio review underway, you may also want to start discussions around a budget and contract. If you have limited flexibility, it could be best to state your budget upfront, or you can always ask the photographer how they would approach pricing for your particular job.
If you decide to move forward, everything will need to be written out and agreed upon with a signed contract. Always have a signed contract in hand before formally starting work with a photographer. Consult an attorney or tax advisor, especially if you have questions or need specific guidance. Beyond the fine print, you’ll want to make sure you have a clear understanding of what is included in the final price so everyone involved has fair expectations throughout the process.
What to Look for in an Event Photographer
Finding the right photographer for your event involves more than just liking their photos. You’ll want to consider the range of their skills and every step of the production process, from event lead up to delivery of the photos.
Experience and specialization
A wedding photographer may not be the best fit for a corporate event, and vice versa. Carefully review a photographer’s portfolio to ensure that their experience aligns with the event you have in mind. Also consider the size and scale of the event – you’ll want even more experience for big events with lots of moving parts.
Style and creativity
Closely examine previous work from photographers and determine if their shooting style aligns with your vision. Some photographers excel at candid shots, while others may excel at capturing small details. Make sure their approach matches with the end result you have in mind.
There’s also editing style, which comes after the actual event. Photographers often have a signature editing style. Whether it’s bright and airy or dark and moody, the editing should work to enhance the event’s atmosphere. You may even ask a photographer for different editing or post-production looks to choose from.
Personality and professionalism
Beyond producing great photos, you want a photographer that is easy to work with. This means the photographer should be responsive, clear, and professional in their communication. Also think about how they may fit in at the event – will they be able to form positive connections with guests and keep you in the loop as needed?
The technicalities
Beyond the creative side of things, photography can be highly technical, especially when it comes to events. Ensure the photographer has professional-grade equipment, including any backups. Depending on the type of event, having a photographer with insurance could also be important. Inquire about their post-production process, including how long it takes to deliver edited photos and what opportunities there may be for feedback along the way.
Event Planning and Preparations
When hiring a dedicated event photographer, it’s worth adding in some extra planning for your event so that the photographer can work efficiently and creatively.
Lighting conditions
Lighting is everything in photographs. If your event is set to be dark or dimly lit, consider how the photographer may use flash or artificial lighting to supplement. If your event is outdoors, consider making the most of any evening, golden-hour light in your schedule, and always have a backup plan for bad weather.
Event flow and timing
Share the event schedule with the photographer in advance and be sure to highlight any specific requests. They need to know when and where key moments will happen to ensure they are in the right place at the right time. If it’s a large scale or special access event, ensure all passes and permits are obtained ahead of time.
Before the event
Consider giving the photographer time to scout the venue before the event. This helps them plan for shots and identify any potential challenges. You can walk them through specific areas and ask for their input along the way. It may even be a good idea to come up with a ‘Pre-event’ section of your shot list to cover photographs of the venue before guests arrive.
Example Event Photography Shot List
The deliverables, or shot list, outlines all the images you expect to receive from the photographer, along with any supporting context. This is typically one piece of a bigger creative brief, and it never hurts to be as specific as possible.
This example for a concert shows what you can practically expect to prepare:
Concert Event Deliverables List Example
Pre-event
Venue Overview: 5-10 Images
- Wide-angle shots of the empty venue to capture its scale and layout.
- Details of the stage setup, lighting rigs, sound equipment, and seating arrangements.
Branding and Signage: 5-10 Images
- Close-ups of any branding, sponsor logos, and concert signage.
- Photos of promotional materials (posters, banners) within the venue.
Artist/Performer Preparation: 20-30 Images
- Behind-the-scenes shots of the performers during sound checks.
- Photos of instruments, equipment setup, and crew working.
- Candid shots of performers interacting with their team.
Event opening and performance
Crowd and Atmosphere: 20-30 Images
- Wide shots capturing the audience as they enter and fill the venue.
- Candid photos of fans interacting, holding up signs, or wearing concert merchandise.
- Shots of the crowd's energy during key moments like opening, encore, and popular songs.
Performance: 40-60 Images
- Close-ups and mid-range shots of the main performers in action.
- Wide shots showing the full stage setup, including lighting effects and background visuals.
- Dynamic shots capturing key moments like guitar solos, drum fills, or emotional expressions.
- Shots of any special effects (e.g., pyrotechnics, confetti, lasers).
Fan Interaction: 10-15 Images
- Shots of the artist interacting with the crowd, including moments of direct engagement like high-fives or sing-alongs.
- Photos of fans reacting to the performance, showing excitement and emotion.
VIP and Backstage: 5-10 Images
- Images of VIP areas, including candid shots of VIPs enjoying the event.
- Backstage interactions between the artist and their team or VIPs.
Post-Event
Crowd Departure: 10-20 Images
- Wide shots of the crowd leaving the venue.
- Candid shots of fans interacting post-concert and purchasing merchandise.
Venue: 5-10 Images
- Photos capturing the venue, showing the aftermath and scale of the show.
File Format Requirements
- Full-resolution JPEGs (300 DPI) for high-quality prints.
- Web-optimized JPEGs (72 DPI) for online use.
Editing Requirements
Basic retouching, color correction, and background enhancements where necessary. Images should have a vintage look and feel to match the classic rock genre of the music.
Review Platform
Photos to be reviewed using VSCO Galleries. Two rounds of feedback requested.
Find an event photographer with VSCO Hub
Hiring and finding a photographer is a process, but it doesn’t have to be intimidating. Check out our Guide to Hiring & Working With a Professional Photographer for a more broad overview of the whole process.
Want to give VSCO Hub a try? Signup, search, and land the perfect photographer for your next event.
