Start with the purpose.
Will the images support press coverage, member communications, sponsor reporting, recruitment, or next year’s event marketing? List the intended uses before writing a long shot list.
For portraits or workplace photography, share the people, locations, preferred visual style, intended uses, and available time.
Share the working agenda.
Include times, rooms, receptions, breaks, and any off-site activity. Flag sessions that overlap and moments that cannot be repeated, such as an award presentation or executive appearance.
Prioritize people and sponsors.
- Identify the essential speakers, leadership groups, and award recipients.
- List sponsor commitments, priority booths, and scheduled demonstrations.
- Name an on-site contact who can help identify people and handle access.
- Explain restrictions, approval requirements, and any subjects who should not be photographed.
Agree the deliverables.
Separate selected highlights from the finished gallery. Specify timing, recipients, intended image uses, file requirements, and any portrait needs. Confirm the agreed scope in the written quote.