Thinking about hiring a photographer for the first time? It’s kind of scary, right?

There’s the financial investment, the thought of being photographed, the worry that you won’t like the finished result, and the fear of sitting through a sales pitch when they’re done. (Admittedly, this last one might just be me).

Still reading? Great.

Last month’s blog was all about working with a documentary photographer like me (if you missed it you can read it here), and this month it’s all about the finer details that will help you get the most out of your shoot. I’m naturally quite an organised person (stationery fans of the world unite!), so these bits matter. It isn’t a fun part of the process, but as the saying goes, fail to prepare, prepare to fail.

The first hurdle is finding a photographer for your job.

A mood board of assorted images including sea green and white paper straws, a neutrally decorated modern lounge set and a a text-based graphic stating: It's all been done but not by you — *Example of a Canva mood board*

Chances are that you already know what kind of style or aesthetic you want to go for in your photos. If it’s not something you’ve thought about then a mood board might help you work out what you want (either an old-school magazine cut-and-paste job or a digital one in Canva like this will get you started) but if a photographer has a particular style that speaks to you and that you feel is a good fit for your brand then you may have found your person.

Having a clear understanding of your style and preferences may also mean a photographer is not the right fit for you - and I won’t take it personally. Wouldn’t you rather work with a photographer who gets you and can deliver what you want, rather than one who is up for ‘having a go’? Working out these details will help you to find a photographer that aligns with your style and won’t leave you with a disappointing set of images you’re unlikely to use.

If you haven’t already found the right person for the job ask around your local business networks or Facebook groups and use Instagram searches such as #mytownphotographer or #mytownfoodphotography depending on your niche. If you’ve seen another business with pictures you covet, do some digging and see if they’ve tagged anyone or just reach out to ask them who they hired.

When you’ve narrowed it down and signed on the dotted line, whether it’s to shoot your business, rehearsal, festival or event there are some practicalities that your photographer will need to know. And having the answers ready from the get-go will help get your working relationship off to a flying start.

A black and white photograph of the top of a piano during a music school rehearsal. There are two bowler hats, a pair of glasses, a glittery microphone and numerous pens and sheets of paper with a running order with numerous amendments.

Timings and Performance Schedules

For events where your photographer will be on the ground all day, try to provide them with a detailed schedule. Even if the running order isn’t confirmed until the last minute, any key timings are helpful: set-up times, performances, and any important events or presentations you want captured during the day. If you’ve agreed on pre-event coverage ensure that this is included in the schedule and if the shoot spans multiple days, outline the specific hours you want them to cover.

Access

Is there anything about the venue or location that your photographer needs to be aware of? Is there parking? Is it accessible by public transport? Are there on-street restrictions, is it in a low-emission zone, do you need a specific app to pay for your parking? I highly recommend having a relaxed and well-prepared photographer arrive at your shoot!

People

If there are specific employees, suppliers or performers you want to be featured, list them out. Share their socials and/or websites so your photographer can do their research in advance and plan their shot list. Similarly, if there are individuals who are unable to be featured in any way, please let your photographer know in advance. You must let everyone know in advance that someone is coming in to shoot so that they have the opportunity to decline being on camera if necessary.

Power

Photographers are used to carrying around a lot of kit and being prepared for all weathers and eventualities, but should you have the luxury of a production office (caravan/broom closet/tent - anything goes!) or any kind of space where they can charge batteries or plug in the laptop (vital if you’re viewing shots as you go) it would be great to know about it in advance.

Photography of a long trestle table inside a marquee. Along it are rows of wooden chairs andon top of the table is a basket containing a flowering plan and bank of power sockets. — *Press area at Goodwood Revival 2023*

Photo Use

How do you intend to use the photos once delivered? Website/socials/print? Knowing this in advance will help inform how the images are delivered to you. I use a secure online gallery called PixieSet, from where you can download your digital files and order physical prints from a professional lab if you’d like physical prints or wall art.

Deadlines

On a tight timescale? Be upfront if there is a deadline you need to meet. It may mean that your photographer has to block out extra time after the shoot to ensure a speedy turnaround time which may come at extra cost.

A woman stands in a field holding a pair of scissors in one hand a flower garland in the other. On the floor are a collection of large letters which when added to an archway will be come the entrance gate to the Kent Food Fest. — So to sum up, preparation is everything!

I hope you’ve found this blog post helpful and if you have any questions just leave them in the comments below. I have a feeling that as soon as this goes live I will remember 10 other really important things so stay tuned for updates!

Booking a photographer for the first time? What your photographer needs to know

So to sum up, preparation is everything!

The Behind-The-Scenes I’d Sell An Organ To Shoot*

How to Prepare for Your Creative Brand Shoot