If your organisation is planning its 2025 corporate events calendar and budget, be sure not to overlook professional photography. Investing in high-quality images will not only impact how your event is perceived in the moment but also how it is remembered.
Whether it’s an intimate boardroom lunch or a multi-day conference, professional photography captures the energy, engagement and professionalism of your event, preserving key moments and ensuring your brand’s story is told in the most powerful way possible.
However, when working with a photographer, clarity in communication is essential. A well-thought-out photography brief ensures both you, as the client, and your photographer are aligned in terms of expectations, style and deliverables.
Here’s how you can develop a photography brief that delivers on its promise:
1. Start with a clear overview
Begin your brief by outlining the scope of the project. What is the event? Who are the key people involved, and what are the key objectives? Ensure your brief highlights the purpose of the event so the photographer understands the bigger picture.
2. Define the key moments to capture
Photography is all about capturing authentic moments that tell the story. A detailed description of the key moments you want to highlight will guide the photographer’s approach. Be specific about the interactions, actions and reactions you want to see in the shots. This will avoid any misunderstandings or missed opportunities on the day.
3. Tone and style
Clearly define the style of photography you want to achieve. Will it be candid, natural shots, or do you need posed moments as well? This will depend on the event itself. Let the photographer know what to focus on, whether it’s wide shots that showcase the room’s energy, medium shots to show group dynamics, or close-ups of meaningful gestures like handshakes or the signing of important documents.
4. Set the scene with the right approach
Photographers must know how to blend in and maintain discretion, particularly in corporate settings. Specify how you want the photographer to approach the event. Should they maintain distance, use a long lens, or engage minimally with attendees? Setting these expectations ensures the photographer stays unobtrusive and the event’s flow isn’t disturbed.
5. Lighting and composition
Natural or ambient light is often preferred in corporate settings to maintain authenticity. Specify whether the photographer can use flash, and if so, under what circumstances. You may also want to request a particular composition style, such as wide shots to capture the entire room or close-ups to highlight important details.
6. Timing and deliverables
Be clear on the event’s duration and the number of photos you expect. For large events, you might want more photos, but for smaller, more intimate settings, a curated selection may suffice. Also, specify your deadline for delivery.
7. Practicalities
If there are any logistical elements that might impact the photographer’s work, such as the need to familiarise themselves with the event space or venue, include that information. It’s also helpful to specify dress codes and any other relevant expectations.
8. Budget considerations
If you have any cost constraints, be upfront about them. Specify how many photographers are required, and present and invite ideas to help you extract the most value from your budget.
9. Factor in print costs
While most content is digital these days, your organisation may still wish to send key clients or VIPs a memento of a special event in the form of a printed photograph. Printed photography can be a thoughtful and impactful gesture, but quality prints aren’t inexpensive. Be sure to account for these costs in your budget if hard copies are part of your plan, so there are no surprises down the track.
10. Editorial use
You’ll no doubt hope to use your professional photographs in your organisation’s marketing materials, on social media, and in your internal communications. Be transparent if you also intend to use the images for editorial purposes, such as by sending them to journalists with a press release, for example. The photographer may require a credit on any published images.
A well-crafted photography brief ensures your event is beautifully preserved, aligning the photographer’s approach with your vision and goals. By following these steps—defining the purpose, key moments, approach, lighting, timing, and deliverables—you will receive a collection of photos that not only capture the spirit of the day but also create lasting memories that support your organisation’s story and objectives.
