Event Photography and Video: How to Brief Your Team

Key facts

Booking

Photographers and videographers for peak weekends book early, so brief and confirm them as soon as the date and venue are fixed

Drones

Drone use is regulated by the Italian civil aviation authority (ENAC) and EU rules

Guest consent

EU data protection rules apply to photographing and filming guests

What to put in the brief

• The event's purpose, the schedule and the key moments, with times
• The venue and its rules: where photographers can stand, and whether flash or drones are allowed
• Who must be photographed: family groups, VIPs, speakers, sponsors or awards winners
• The look you want: documentary, editorial, formal or cinematic, with examples
• The languages and the contact person for each area

Shot list and timeline

• Weddings: preparation, the ceremony, family portraits, the couple's portraits, the reception, speeches and the dance floor
• Corporate events: the venue, the arrivals, the speakers, the audience, the awards and the networking
• Conferences: keynotes, breakout sessions, exhibitors, sponsors and delegates
• Give the photographer time for portraits and group photographs, and warn guests in advance

Light and location

Golden hour makes portraits, and the timing of the ceremony and the couple's portraits should respect it. Indoors, ask the venue about the natural light and the lighting plan. Avoid strong backlighting during the key moments, which can spoil photographs.

Rules and permissions

• Ask the venue in writing what it allows: professional equipment, tripods, flash and access to certain rooms
• For public monuments and museums, check with the site's authority whether professional photography needs permission
• Ask any videographer who flies a drone how they will comply with the rules, and check that the venue allows it
• Tell guests that photography and filming will take place, and how to opt out

Deliverables and rights

• The number of edited images, the format and the delivery date
• A same-day highlight or preview, if you want one
• Video: length, edits and formats, and whether raw footage is included
• Usage rights: what you and your company may do with the images
• Travel and accommodation costs if the photographer comes from another region

Frequently asked questions

Sources

• ENAC: Italian civil aviation authority