Wedding Advice | Event Planning Tips
This article highlights How to Create a Photography Brief & Timeline. A photographic brief is designed to provide all the essential information to an event photographer or videographer prior to event day.
A well structured brief and timeline will allow a photographer to make best use of their time and cost.
To begin with you may like to put the main event details at the top of the brief. This is to make sure everyone is on the same page.
- Information about the photographer (supplier): name, contact details etc.
- The event information: client information, event details, date, time, duration, dress code, overview and so on.
We recommend you download our Planning Kits which includes a photography brief template (and so many more super helpful templates) to help you plan, manage and execute incredible events.
As the photography brief progresses you may like to include more content with respect to the event itself. This may include:
- Photography Budget.
- Vendor objectives & responsibilities.
- Project deliverables.
- Photo locations and addresses.
- VIPS to capture & names listed.
- Specific items to capture & listed.
- Special instructions.
- Event times, including specific arrival & departure times for the vendor.
- Set-up notes & specifications.
- Timeline – outlining main points/times.
To finish off the brief you may like to attach a detailed running order. A running order is very helpful for a photographer to ensure they are aware of all event proceedings so they can be in the right place at the right time.
Some other elements that are worth considering when contacting your photographer and also outlining in your photography brief include:
- Items to supply once vendor is hired (to complement any staged photos)
- Environment – does it lend itself to nice photos
- Time of day – take into account where the sun is at particular times of the day and when the sun sets if this is required for your photos.
- Contingency options – in case of inclement weather.
- Accessibility of guests – especially those you would like to star in the photos.
- Technology – would you like to include drone images for example?
- Quantity of photographers – having more than one photographer may be required to capture all your elements.
- Guest jobs – depending on the event we recommend you have some of your trusted staff or guests be in charge of important jobs, such as rallying the guests for their designated photograph and assisting the photographer as required.
- Expect the unexpected – weather can turn at any moment, try to use unexpected changes to your benefit and capture some nice photos in the rain, or huddled under an umbrella. These images will make up some wonderful memories as you look back.
A Photographer Knows Best
And finally, do not hesitate to ask your photographer for their words of advice and wisdom. They are the professionals and may have some innovative ideas that you had otherwise not considered.
We hope this clarifies and gives you some ideas on How to Create a Photography Brief & Timeline.
Good luck with your event planning.