July 01, 1999
Meetings & Conventions: Planner's Portfolio July 1999 Current Issue
July 1999 ChecklistPLANNER'S PORTFOLIO:




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


  • Does the photographer have experience shooting events in convention halls? Anyone can point and shoot a camera; an event photographer accounts for lighting, composition and movement.
  • Ask to see a portfolio or a Web site that shows the photographer's work. Keep in mind that event shots usually are not part of a portfolio. However, if the portfolio shows good work, and the photographer has experience shooting events, the same quality work can be expected.
  • Who keeps the negatives? If you want to keep them, make sure it is in the contract; otherwise, they belong to the photographer.
  • What are the hourly and daily rates? How many hours are included in a daily rate?
  • What is the per-hour 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?
  • Is the photographer willing to travel?
  • Ask for a written quote and make sure it includes a time period in which the quote is valid. Understand the quote is an estimate. The numbers of prints ordered and the length of the shoot will determine the final cost.

  • Make sure the photographer has all the necessary passes to gain access to the event and the facility.
  • Develop a detailed itinerary for the photographer including location, time of shoot, subjects and type of shot(s) required (group, individual head). Request vertical, horizontal or both. Include time for the photographer to have a meal.
  • If head shots are required, be sure to notify the photographer well in advance so ar- rangements can me made to have the appropriate equipment on hand.
  • 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 so they are prepared for the photographer.

  • Beware of a photographer who simply will 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 into high-quality prints.
  • Book the photographer at least three months in advance to ensure he is available the day of the event.
  • Once an agreement has been reached, make sure the photographer signs the contract.
  • If event participants want photography from the event, have them contact the photographer directly.
  • Two weeks before the event, confirm the final details of the shoot with the photographer, including last-minute participants.
  • When ordering prints, be specific about the products you want, including color: 4-by-6 prints, transparencies, slides, contact sheets.
  • Do not expect the photographer to do product shoots at an event. Product shoots require special equipment and a lengthy setup time; they should be arranged separately

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