Hiring an event photographer or videographer: what you need to know

Whether you’re planning a corporate conference, a brand activation, an employee event, or a non-profit gala, hiring a professional photographer or videographer can elevate your event and provide lasting value. But if it’s your first time working with a content team, it’s natural to have some misconceptions or an incomplete understanding of what the process involves.

In this post, we’ll walk you through what to expect before, during, and after the event when hiring a photography or videography team.

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Common misconceptions about event photography and videography

Many first-time clients assume that great photos and videos are simply “captured” on the day of the event. In reality, what happens behind the scenes (both before and after your event) is just as important as what happens on-site.

Here are some of the most common misconceptions about professional event photographers and videographers:

“They can cover everything.”

A single photographer or videographer can’t be in multiple places at once. That’s why having a clear set of priorities and a detailed shot list (or adding a second shooter if necessary) is essential to ensure the most important moments and people are captured. If you’re planning a larger event or an event with a complex agenda, you may like to consider hiring a second photographer or videographer.

“We’ll get every single image.”

Professional photographers take time to curate a selection of the best images that tell the story clearly and beautifully. They remove duplicates, test shots, and anything unflattering or unnecessary.

“We’ll get the edited content immediately.”

High-quality editing takes time. From selecting images and colour grading to fine-tuning sound or stitching together highlight reels, post-production is a crucial step that can’t (and shouldn’t) be rushed. So don’t expect to get the edited photo or video content immediately after the event. That said, most content teams can accommodate faster turnarounds if given advance notice and typically this comes at an additional cost. Teasers or rush galleries by a specific date are common requests, just be sure to provide plenty of lead time.

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Hiring an event photographer or videographer: what to expect from start to finish

Let’s break down what a great photo/video experience should look like, from your initial inquiry to final delivery.

1. Inquiry & consultation

It starts with you reaching out with key event details: date, location, and what kind of coverage you’re looking for. Depending on the size and scope of your event, you may have a phone or video consultation with the team to align on your goals, deliverables, and special requirements.

2. Proposal & booking

Once the scope is clear, you’ll receive a custom proposal outlining services, pricing, and deliverables. After reviewing and approving it, you’ll confirm the booking with a deposit.

3. Pre-event preparation

This is where the magic really begins. The team will ask for a run-of-show or schedule, along with a shot list (especially if there are VIPs, sponsor moments, or branded activations to capture). When possible, a venue walk-through can help assess lighting and logistics.

You’ll also confirm basic logistics like arrival times, parking info, security passes, and any access restrictions.

4. Event day

On the day of the event, a professional content team blends into the background. They move with discretion, capturing candid interactions, emotional moments, and key highlights without disrupting the flow. If the schedule shifts or lighting changes, they adapt quickly.

Your job? Let them know of any last-minute updates, and then trust the process. Once the essential shots are captured, it’s time to let the creative team do what they do best—document your event with an artistic eye.

5. Post-production & delivery

After the event, your team will begin editing and curating the content. For photography, that means selecting the strongest images, colour correcting, and making light retouches. For video, it involves stitching together footage, syncing audio, adding music or graphics, and telling a cohesive story.

Once ready, you’ll receive your final content via an easy-to-access platform, along with any licensing or usage guidelines.

6. Final follow-up

This is a chance to share feedback, clarify anything you need, and even discuss future collaborations. Many clients build long-term relationships with their content teams, which means more consistent visuals and smoother processes over time.

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Tips for hiring an event photographer or videographer

Not sure what to look for when hiring an event photographer or videographer? Follow these tips:

Don’t focus solely on price

While sticking to a budget matters, you should also look at a photographer or videographer’s style, portfolio, and experience with similar events.

Inquire about their process

We’ve outlined our process above, but not every event content team’s process is the same. Ask key questions early on about how they prepare for your event, how long delivery takes, and what is included in the editing process.

Read the reviews

Take the time to thoroughly Google reviews to see what others who’ve worked with them have to say. Red flags to look for include slow or unprofessional communication, an inconsistent portfolio, hidden fees that pop up after you book, or vague service descriptions on their website.

Find a team that understands your brand goals

A good event content team will take the time to understand your brand and its marketing goals before the event. While understanding the technical aspects of photography and videography is also important, being knowledgeable about your brand is crucial for the team to produce content that aligns with your goals and bolsters your marketing strategy.

Get the most out of your investment in event content

Remember that event photography and videography isn’t just about capturing memories, it’s also a content goldmine (if leveraged correctly). To get the most out of it, make sure to repurpose smartly. The photos and videos you receive from this event can be reused in press kits, social media, on your website, and even in sales presentations.

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How to set up your event content team for success

While a professional team brings a lot to the table, your input plays a big role in getting the best outcome. Here’s how you can help ensure a seamless experience with your hired event photographer or videographer:

Identify VIPs and key guests: Make sure your event content team knows who to prioritize for coverage.
Flag brand or sponsor activations: These moments often have marketing or partnership value, so it’s best to inform your content team in advance so they get the spotlight they deserve.
Share shot lists and visual references: Want a particular style or angle? Send examples. Want the photos to match your brand aesthetic? Provide guidelines.
Be realistic with expectations: Understand that edits take time, and trust the team’s creative choices in curation and storytelling.

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Ready to work with an event photographer or videographer near you?

Hiring an event photographer or videographer is more than just hiring someone to “show up with a camera.” You’re hiring a creative partner who will help tell your story in a compelling, visually powerful way. If you’re ready to work with a professional event content team in North America, let’s chat.