Event Planning Guide - Event Photography & Videographers

A photographer or videographer is a great addition to any event. You will want to remember the event you worked so hard to create, and your guests will appreciate a memento of their attendance. Consider whether or not you would like a photographer (or team of photographers) to roam the event, or if you want to create a special location for photographs to be taken. Many weddings combine the two, and have candid shots of their guests enjoying the event, while also having more formal portraits taken of the wedding party and immediate family.

You should also determine how you will distribute prints (or videos) to the guests after the film is developed or the video has been copied (if you intend to do so). If it is a company event, you can likely distribute them internally, but if you have to mail pictures or videos, make sure you have a system in place to do so. Designating a staff person to document the name of the person being captured, as well as their address, is a good way to accomplish this. You may also set up a website (separate from or in conjunction with the photo/videographer) and have guests order specific photos in this way. This can also be a fun interactive experience for guests who wish to relive the event. If you are capturing the event on video, making copies of the video available, or distributing them to each guest if possible, is also a nice finishing touch.

If your budget does not allow for a professional photo/videographer, designate a specific staff person to snap Polaroids and hand some of them out to guests. Better yet, provide your guests with disposable cameras, or have Polaroid cameras available to them, and let them capture the action! This can be a fun addition to a whimsical, arty event, and young people especially enjoy it--a game or challenge can also be incorporated, and a prize given to the guest that takes the best candid shot! You may also request that a specific staff member or guest document the event on their own video camera in return for a free ticket/meal/drinks at the event.

If you do hire a professional photographer, make sure to be specific when finding out what is included in their fees. Does it include their time, film, proofs, negatives and prints? Some photographers don’t include any prints in their prices, so this can be a substantial additional cost if you are not aware of it. Also make sure to have the photographer inspect the venue prior to the event to make sure that the lighting and background are acceptable, of if they need to bring additional equipment.

We have many professional photographers and videographers on contract at Event Solutions, and they can capture any event--from fashion show to baby shower to star-studded gala--with artistic, beautiful and memorable images that you and your guests will treasure for years to come.

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