Planning a Q1 Corporate event? Here’s How to Brief Your Photographer
Event photographer Reading | Event photographer Berkshire
As an event photographer based near Reading, this is always an exciting time of year. Companies are planning everything from Q1 corporate events and awards ceremonies to team-building days and product launches. My role? Capturing the atmosphere, the energy, and those natural, candid moments that make an event memorable.
Sometimes, I get briefed just five minutes before the doors open—but ideally, a photographer’s brief has been thoughtfully prepared in advance. A clear brief helps ensure I capture exactly what’s important to your business, while still allowing me to work my creative magic.
Below are some pointers to include in your event photography brief in order to get the best results:
1. Event Details
- Type of event & expected number of attendees – Helps me plan coverage and equipment.
- Venue & exact room name – especially if multiple events are happening at the same location!
- Event timings – Include setup time so the photographer can scope the venue, and key timings so they’re in the right place at the right time.
2. Photo Style & Usage
- Type of photographs desired – Natural/candid, plus maybe some staged group shots?
- Headshots/team photos – Good to know if these are required at some point during the event.
- Format required – High resolution, low resolution, or both.
- Where the photos will be used – This may influence landscape vs. portrait orientation.
- Highlight shots for social media – Let your photographer know in advance if you need quick turnaround a selection of images for social media posts
- For the final images, are you looking for colour jpegs/black and white or a mixture?
3. Special Considerations
- Special guests or VIPs – Make sure I know who to prioritise.
- People who don’t want to be photographed – Essential to respect privacy.
- Speeches, awards, or key moments – Include exact times and any specific “grip and grin” shots required.
- Dress code – Helps the photographer dress appropriately for the event.
- Lighting conditions – If the venue is dark, special equipment may be needed.
- Shots to avoid – Any individuals, confidential displays, or situations that shouldn’t be photographed.
4. Insurance & Professionalism
- Ensure your photographer has professional indemnity insurance for peace of mind.
As you can see, a little preparation goes a long way!
The more detail you include in your brief, the more your photos will reflect the essence of your event —ready to share on your social media, in PR activity, internal comms, or on future event publicity.
If you haven’t chosen a photographer yet, please take a look at my event photography gallery here and get in touch for an informal chat. I’d love to see how I can help capture your next event.
With best wishes,
Pennie
