Planning on hiring a photographer for your event? Here is everything you should share with your event photographer before the big day so they can be prepared and you can relax.


As an event photographer, I know how much smoother things run when we have clear information in advance. Whether you are planning a gala, conference, graduation, fundraiser, recital, or private celebration, these details help your photographer capture the moments that matter most.

Man in blue suit speaking into microphone on stage at formal event fundraising gala with spotlight.

1. Share the event timeframe

First, let your photographer know exactly how long you expect them to stay. Are they covering the full event or only a specific portion, like cocktail hour and the main program? Clear start and end times help your photographer plan coverage and make sure nothing important is missed.

Two women dancing joyfully at a wedding celebration, one in a white gown and the other in a coral blazer.

2. Create a shot list

If there is something you definitely want photographed, put it on a shot list and send it ahead of time. This can include:

  • Photos with specific groups of people
  • Key speakers or performers
  • Detail shots like table centerpieces, décor, signage, or awards
  • Special moments such as the first dance, speeches, or a ribbon‑cutting

Even if it feels like “common sense,” it is always better to spell it out. A simple shot list keeps everyone on the same page and helps your event photographer prioritize the images that matter most to you.

Brown paper bags labeled '$100 Off Ritmo Retreat & Swag Bag' and '$50 Gift Card' at a raffle table at latin dance social.

3. Provide the run of show or timeline

If you have a run of show, program, or timeline, share it with your photographer. This lets them know where they should be at each point in the event and which moments cannot be repeated. Highlight anything that is time‑sensitive or especially important, such as:

  • Performances
  • First dance or entrance
  • Award presentations
  • Surprise moments or announcements

When your event photographer understands the flow of the day, they can be in the right place at the right time.

Couple dancing in Mardi Gras outfits with colorful beads and sequins at a festive latin dance social

4. Identify VIPs

If your event includes VIPs, make sure you share their names, roles, and photos in advance. This might include executives, special guests, honorees, keynote speakers, or family members. When your photographer knows who the VIPs are, they can prioritize capturing them throughout the event and during important interactions.

Congresswoman in teal blazer smiles at a formal meeting table with name placards and water bottles at a roundtable

5. Note any guests who should not be photographed

Sometimes guests prefer not to be photographed for personal, professional, or privacy reasons. Let your photographer know if anyone falls into this category so they can respect those boundaries. Clear communication helps your photographer balance documenting the event while honoring your guests’ comfort and consent.

Runner wearing Livestrong jersey, celebrates with raised fists at BMW Berlin Marathon race.

6. Explain the lighting situation

Lighting makes a big difference in event photography, so it helps to describe the space in advance. If your event is indoors, share what the lighting looks like:

  • Is the room dim or mood‑lit?
  • Is it very bright with overhead lighting?
  • Will there be colored stage lights or spotlights?

If your event is outdoors, your photographer will consider the time of day and typical weather, but it still helps to mention any tents, shade, or special lighting. With this information, your event photographer can bring the right equipment and be prepared for the conditions they will be working in.

Bride and groom celebrate outdoors at garden wedding with bridal party, surrounded by lush greenery and pink flowers at outdoor wedding

You want your photographer to show up prepared for your event, maybe even a little over‑prepared. The more information you can give, the better they can plan, anticipate important moments, and deliver a gallery you love.

If you are planning an event and need an event photographer, I’d be happy to help you through this process and make sure everything is covered. Reach out to inquire about event photography, and we can talk through your timeline, shot list, and vision for your day.