How to Hire a Photographer

The item on your event planning checklist seems simple enough: hire a photographer. No big deal. You have choices, especially with so many photographers out there. In reality, there is so much more to event photography than most people realize, including the photographers that claim to do it. Unfortunately, you probably won’t know that you hired the wrong person until it’s too late.

The following guide will help you with the two critical questions:

  • What do you really need?
  • Who do you need to hire?

What Do You Really Need?

There are three primary purposes for event photography:

  • Documentation. At the base level there is having a record of what happened. In addition to capturing basic images of speakers, awards, attendees, and the space, it’s also good to capture other details, such as signage, branding, and venue setup. (While some of these photos can be captured by staff with their cellphones, unless they are curated into your system, they won’t be available when the phone’s owner moves to another job.) Even if these photos don’t serve editorial and marketing purposes, they are extremely useful for port-mortem event evaluations and planning for future events.
  • Capturing the Essence. Beyond basic documentation are the images that allow attendees to relive the experience, that take others into the heart of the event in a way that makes them wish they had been there. They tell your story and they sell your story. They connect people with each other and with your organization. Your organization needs more than just photos—it needs an image bank that reflects a visual narrative of its life, energy, and purpose!
  • The Big Picture. Do not take for granted the opportunity your event offers your organization. Looking beyond the immediate need, every event is an occasion to expand your image library by capturing images with uses ranging from institutional branding to editorial to development and beyond. It’s not accidental. It’s an intentional pursuit of a higher mission than simply meeting an event shot list.

What separates these images from the rest?

  • Timelessness. You might get 3-5 use years before they appear dated.
  • Flexibility. They can be used in multiple sizes, formats, and media.
  • Hidden Gems. Beyond the podium shots and grip-and-grins, you will find images of individuals that can be used for profiles, articles, and/or marketing.
  • Broad Focus. Different people in different roles in your organization will have different requirements and needs that go beyond the basic scope of the event.

The first thing to do is to determine just what you can get out of your event, photography-wise. If you don’t know, ask someone. If you can’t find anyone who knows, call me. Even if it seems overkill, if you don’t consider the possibilities, you probably won’t find out what you missed until it’s too late.

Think broadly, beyond the narrow scope of documenting the event:

  • Besides the participants, who will be attending?
  • Is this a recurring event that needs collateral for selling and/or growing the event?
  • Beyond a handful of photos for a news release or small online image gallery, what are some other possible uses?
  • Who else might be interested in the photos?

The thing to keep in mind is that there are typically no do-overs once an opportunity is missed. When the speaker has left the podium or left the room, when the honorees are mingling or leaving, when the guests are gone, will you have the photos you need? Quite simply: can you afford the risk of not hiring the right photographer?

Who Do You Need to Hire?

The answer depends on your expectations and whether the photographer will understand what it takes to meet (and exceed) those expectations.

Some events may only call for simple documentation where all you need is for someone to show up with a camera.

But for those critical events—when it matters, when you need someone to understand and anticipate your needs—you need much more than a simple event photographer. You need someone who has backgrounds in both photojournalism and commercial photography.

Consider this: a skilled photojournalist has a sharp eye for narrative and timing, anticipating moments before they happen and framing them powerfully. This skill is invaluable in events, where capturing the essence of an experience in real time is key. A commercial photographer, on the other hand, has a deep understanding of composition, lighting, and client expectations, which helps create polished, impactful images that convey a story or mood. Both of these backgrounds equip the photographer with the structured discipline and critical skills beyond what most event photographers are able to develop on their own.

In essence, the best event photographers benefit immensely from the rigorous training and experience they gain in these other fields, which help them bring intentionality and mastery to event work that goes far beyond the typical “spray and pray” approach. Their prior experience allows them to produce work that consistently stands out.

One Last Thing…

The very first thing you should ask someone before even considering bringing them onto your property is this: can you add us as a named insured on your liability policy?

Because, if they do not carry a general liability policy, they expose you to potential financial and legal risks, such as being held liable for property damage, bodily injury, or other incidents at your event. It’s the difference between being a good photographer and being a professional photographer.

Consider all the possibilities and needs and hire your photographer accordingly.