Planning an event can be a humungous task, and capturing it perfectly is equally important! Not only to reminisce, but also for promotional or future marketing purposes. One key player in making this happen is your event photographer. Coordinating effectively with them can significantly enhance the outcome of the photos. Here are five tips to ensure you and your photographer are on the same page for stellar results.

p.s. We check all these boxes – and more! We would LOVE to coordinate with you, and capture your next big event!

1. Clear Communication:

• Expectations: Have a clear discussion about your expectations regarding the style, mood, and the key moments you want to be captured.
• Schedule: Share the event schedule with your photographer well in advance. Highlight the crucial segments you want them to focus on.
  • This also help with arrival time, specific coverage, and if you need a second photographer for your event!

2. Venue Walk-through … Maybe:

• Familiarity: We don’t necessarily suggest you arrange a walk-through of the venue with us – we’ve photographed in nearly every venue in Savannah, now. But, knowing which ballroom or meeting room you’re using can definitely help us bring the right gear, and get the best photos!
• Plan B: Discuss alternative plans for photography in case of unexpected weather changes, especially if your event is outdoors.

3. Create a Shot List:

• Must-have Shots: Create a list of must-have shots, including VIP attendees, speakers, and key moments. Most of the time, this is all very obvious during the event. But we usually study these lists ahead of time, to make sure all VIPs are treated exceptionally, and your event keeps moving without a single hiccup!
• Candid Moments: Express your interest in candid shots to capture the essence of the event – or the opposite, if you event requires zero candids. It’s rare, but happens!

4. Coordinate with Other Vendors:

• Timing: Coordinating timings with other vendors can help capture crucial moments without any interference. We’re happy to chat with an A/V teams ahead of your event to discuss lighting or logistics. Not required, but we’re happy to help!
• Space: Ensure the photographer has the necessary space to move around and capture the event from different angles. Trust me, we’ve fit in some tiny spaces, but if we can plan ahead, we do!

5. Stay Flexible:

• Adaptability: Events can be unpredictable. We stay flexible and rely on over a decade’s worth of expertise in adapting to all sorts of situations.
• Feedback: Provide constructive feedback during the event if necessary, but don’t feel like it’s required. We know you have a lot of guests, friends, colleague, and VIPs present, we’re here to help, not be a needy vendor!

Coordinating with your event photographer is a blend of clear communication, preparation, and flexibility. Implementing these tips can help ensure that your event is captured in the best light possible, creating memories and promotional material that will serve you well long after the event is over.

Ready to capture your event perfectly? At Savannah Corporate Photography, we prioritize coordination and communication to deliver photos that exceed your expectations. Contact us to discuss your upcoming event, and let’s make it memorable together!