How to…write an event photography brief

A clear, thoughtful brief is one of the easiest ways to get the best out of your event photographer – and make sure the right moments get captured. Whether you're planning a large awards ceremony or a small reception, this guide will help you communicate exactly what you need through a simple step-by-step format that’s easy to share and act on.

• 1: Start with the 5 Ws

  Description text goes hGive your photographer the essential context for your event:

  • Who is organising it

  • What the event is

  • Where it’s taking place (venue name and full address)

  • When it starts and finishes (date and times)

  • Why the event is happening — what’s the purpose or goal?

  For example:

  • Who: Futuristic Megatron 9000 Ltd

  • What: is hosting the Young TimeTravellers Innovators Awards Ceremony

  • Where: at The Grosvenor House Hotel, Park Lane, London, W1K 7TN

  • When: on Thursday 1 May 2060 from 6pm–9pm

  • Why: to celebrate today’s emerging talent in the far future…

• 2: Write a list of your expected photography outcomes

  List what you expect in roughly chronological order. Here’s an example with ideas:

  Before guests arrive:

  • Images of room set-up

  • Details of table decoration and place settings

  • Shots of items guests will receive in goody bags against a branded backdrop

  • Photo of the main award in front of the hotel / nearby landmark / branded backdrop

  • Photo of CEO on stage in front of main screen (deliver this photo immediately to comms/social media team)

  During the event:

  • All of the speakers at the podium

  • Winners’ reactions at tables on hearing they’ve won

  • Winners on stage receiving the award (with background logo branding visible)

  • Show the diverse audience having fun and looking engaged

  • Organise a group shot on stage with all the winners/speakers at the end of the ceremony

  • Deliver to comms team (include contact details) an image of each speaker before they’re off stage for immediate social posts

  • Deliver all high-res JPEG images the following day to… [add recipient details]

  Any experienced photographer will also shoot around the brief, picking up on anything important, so it doesn’t need to be exhaustive – just cover the key points.

• 3: Share the running order

  You can also share a simplified running list of the event. Include:

  • The expected arrival time of the photographer

  • The contact they’re meeting for a walk-through or final briefing (helpful if anything has changed at the last minute)

• 4: What to expect on the day

  • At the event, you can expect your fully briefed photographer to check in with you – and then transform into a discreet, dependable professional who captures the magical moments inconspicuously.

  • They should not be bothering you with anything that’s already in the brief, especially during the hectic time as guests begin to arrive!