How to brief a photographer or videographer for an event

1. Purpose of the coverage

Explain why you want photos and video. Are they for social media during the event, a recap video, a press release, sponsor reports, next year's marketing or internal records? The purpose shapes the style and deliverables. Social media needs fast, vertical clips and quick photo previews; a recap video needs varied footage and good audio; sponsor reports need clear shots of branding and booths.

2. Schedule and run sheet

Share the full event schedule with times and locations for each session, plus arrival times for setup. Mark the moments that must not be missed: opening remarks, keynote speakers, award presentations, product reveals, group photos and special guests. Tell the photographer or videographer about any changes as soon as they happen, and give them a contact person on the day who can answer questions.

3. Must-have shot list

Write a short list of essential shots: the venue and signage before guests arrive, registration, full-room audience shots, each speaker, panel discussions, networking, sponsor booths, catering, team photos and any branded elements. Add names and photos of key people so they can be recognized quickly. A prioritized list helps when time is short and several things happen at once.

4. Venue, lighting and sound

Share venue details: room sizes, lighting conditions, stage layout and any restrictions on where the crew may stand or move. Dim rooms and stage lighting affect what equipment is needed. For video of talks, coordinate with the venue's audio technician so the videographer can record directly from the sound system; clear audio matters more than perfect image quality. If you plan drone shots outdoors, the pilot must follow local regulations and venue rules.

5. Consent and privacy

Let attendees know that the event will be photographed and filmed, for example in registration information and on signs at the entrance. Offer a simple way to opt out, such as a colored lanyard or sticker, and tell the crew about it. Be especially careful with children, sensitive events and attendees who request privacy. Ask the crew to avoid photographing screens or documents with confidential information.

6. Deliverables and turnaround

Agree on exactly what you will receive: the number of edited photos, a recap video and its length, full recordings of talks, short social clips, and vertical and horizontal versions. Discuss turnaround times, including any same-day previews for social media. Ask how files will be delivered and organized, for example by session. A video repurposing editor can later turn long recordings into many short clips, and transcription can add captions or written summaries.

7. Usage rights

Clarify how you may use the images and video: on your website and social media, in paid ads, in printed materials and by sponsors or speakers. Some photographers license images for specific uses, so mention all intended uses upfront. Ask whether the crew may use selected images in their own portfolio.

8. Practical logistics

Provide parking or access details, a place to store equipment, meals for long days, power outlets and wifi access if they need to upload previews. Tell them the dress code so they blend in. Small details like these help the crew focus on capturing the event.

After the event

Share your favorite images with speakers and sponsors promptly, while interest is high, and credit the photographer if agreed.

Briefing checklist

• Purpose and main uses of the coverage.
• Schedule with must-not-miss moments.
• Prioritized shot list and key people.
• Venue, lighting, sound and access details.
• Consent signs and opt-out method.
• Deliverables, formats and turnaround.
• Usage rights and practical logistics.

Our event photography guide and videographer guide explain how to compare freelancers and what packages usually include.