June 01, 2001
Meetings & Conventions: Planner's Portfolio June 2001 Current Issue
June 2001 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Tonda McKay and Jacki Moss, photographers for Zebra Productions, 4825 Trousdale Dr., Suite 223, Nashville, Tenn. 37220


  • Does the photographer have experience shooting events in convention halls and dealing with lighting, composition and movement?
  • Have you seen a portfolio or a Web site that shows the photographer’s work?
  • Is the photographer willing to travel?
  • Who keeps the negatives? If you want to keep them, make sure it is written into the contract; otherwise, they belong to the photographer.
  • What are the photographer’s hourly and daily rates? How many hours are included in a daily rate?
  • What is the rate for additional hours?
  • Does the rate include the cost of an assistant? If not, what is the charge (hourly and daily) for an assistant?
  • Who is responsible for the photographer’s parking, meals, transportation and delivery charges?
  • What is the cost for film processing and contact sheets?
  • What do prints cost in each size? Is there a price break on multiple copies of the same print?
  • What is the turnaround time to receive the contact sheets and prints?
  • Ask for a written quote, and make sure it includes a time period during which the quote is valid. Understand that the quote is an estimate. The numbers of prints ordered and the duration of the shoot will determine the final cost.
  • Once a verbal agreement has been reached, get the terms in writing to be signed by both parties.
  • Plan to book the photographer at least three months in advance.

  • Two weeks before the event, confirm the final details of the shoot with the photographer. Be sure to mention any last-minute participants who might need to be photographed.
  • Make sure the photographer and the assistant have all the necessary passes to gain access to the event and the facility.
  • Develop an itinerary including location, time of shoot, subjects and type of shots required (group, individual head shots, etc.). Request vertical, horizontal or both.
  • If head shots are required, be sure to notify the photographer in advance so she will bring the necessary equipment.
  • If subjects need to be identified, assign responsibility to a staff member and have him accompany the photographer to the shoot.
  • Notify all subjects that they will be photographed.

  • Don’t try to cut corners by hiring the photographer to simply shoot the event and hand over the film. If problems occur when developing the film or prints are unsatisfactory, the photographer cannot be held accountable. A professional photographer will ensure the film is professionally developed and will deliver high-quality prints.
  • If participants want photographs of the event, have them contact the photographer directly.
  • When ordering prints, be specific about the products you want, including prints (specify size), transparencies, slides and contact sheets.
  • Do not expect the photographer to do product shoots at an event unless previously arranged, as these require special equipment and extensive setup time.

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