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How Event Photography Can Turn Your Special Moment from Great to Unforgettable

corporate event photography for bar opening event in bangkok thailand featuring a bartender finishing a cocktail on the bar in a tiki atmosphere

Table of Contents

Why you should hire an event photographer

Both scientific studies and personal experiences show that memories can be pretty fickle, especially when they lack a tangible anchor, such as a perfume, a photograph, a video, or another keepsake. While professional photography or videography costs can be the first item to be taken out of a budget because surely this friend or acquaintance can handle it with their nice camera and latest iPhones, it is always the biggest regret after being neglected. When the event turns out well, or if you are the center of attention and flowing with adrenaline, you will often find yourself wishing you had a way to extend or relive the good feelings without the anxiety of organizing the event.

Studies also show that humans tend to have a more negative self-image compared to how others view them. Investing in the proper corporate event photographer‘s perspective and style can provide a healing experience for the subjects photographed by immortalizing them in their best light. A gift they can enjoy and look back on for a long time.

Corporate event photography of the violin soloist performer for a work convention in Bangkok, Thailand.

What kind of photos to ask a photographer for an event

How to find an event photographer

Knowing the style of photography you want for your event is the most essential step. Each photographer and videographer will have their own specialty, shooting style, camera, lens, lighting set-up, and editing style. Event photography, in particular, has many sub-specialties, such as corporate event photography, conference event photography, private event photography, family event photography, party event photography, sporting or charity event photography, special events photography, and wedding photography.

You can start by finding inspiration on Pinterest by searching terms like editorial photography, lifestyle event photography, black-and-white wedding photos, and photojournalistic wedding photography. This will help you narrow your search to the correct terms using visuals.

Next, go to Instagram for pictures and TikTok and YouTube for videographers to get the broadest search of galleries for your preferred style. You can also keep the search general by searching for “photographer + city” (ex: “corporate event photographer Bangkok” or “Bangkok event photographer”) as not all local photographers will have correctly optimized their website to include their style or niche for search engines such as Google. You might stumble upon your dream event photographer by including social media in your search efforts.

Finally, you can choose a photographer for corporate events who specializes in candid portrait shots, posed portrait shots, documentary-style, or group photos, depending on the style you prefer from your inspiration search. You can also draft a list of specific shots you want the corporate event photographer to plan for and include in the final shots delivered. Being as descriptive as possible regarding lighting conditions will help the business photographer to appropriately plan for the right lighting and lenses, especially if they are meant to work in low-light settings. Photographing an indoor event or meeting will have very different requirements from outdoor day or night events.

Corporate event photography group shot of a team-building outing event organized by Agoda.

When hiring a photographer for an event, who owns the photos?

If a photographer photographs an event for someone who owns the copyrights to the photos

When hiring a freelance event photographer, local sales laws always cover the service purchase, regardless of whether the service provider has their own contract. When providing services, corporate event photographers can also include additional legal details in the policy sections of their website, such as the Privacy Policy. As events have more factors that cannot be controlled compared to a studio photoshoot, covering extra details, such as the ownership and copyright permissions of the event photos and videos through a detailed and legally-reviewed event photographer contract, will help to ensure that both parties involved are covered and in full knowledge of their rights.

Typically, a business photographer servicing an event, such as a team outing, team-building event, or convention, will retain the right to use the pictures taken during a work event for commercial use as per default copyright laws. This also means that the corporate photographer or event videographer retains the right to use the client’s pictures in their portfolio, website, social media, and ad campaigns unless explicitly stated in a contract or an NDA and negotiated at a specific cost.

Event photography and event videography contracts usually extend the public usage and co-ownership of the pictures and video content produced to the client. This means the client can use the images any way they want, including in paid digital or traditional ad campaigns. Some contracts can set a renewable period for commercial usage rights, meaning the client would need to keep purchasing a commercial license to use the content in paid media.

If someone other than the photographer or client uses the branded content without permission, it is the client’s responsibility to press charges. However, the photographer can also choose to do so. If the client wishes to keep some or all of the content from being used by the photographer, an extra clause or appendix will need to be added to the event photography contract. The client can also request an NDA to prevent the photographer from using their logo on the photographer’s website or to hide specific content, such as confidential behind-the-scenes footage or digital courses.

Candid portrait assembly shot of attendees of a tech convention in Thailand taken by corporate event photographers

How event photographers post images for viewing

Event photographers use a variety of online galleries or shared drives for the client to view and select the edited pictures and videos from the event.

Some of the most popular shared drives used by photographers are:

Some of the most popular online galleries used by event videographers are:

Why do photographers not share RAW images?

Professional photographers must shoot in RAW mode to preserve the most depth in colors and elements while filming so that they can edit and treat the colors in layers, resulting in a richer result. However, shooting in RAW usually makes the initial undeveloped image unshareable as it will usually come out too dark or too flat, and exposing it as is, meaning rendering the photo to jpeg, makes it impossible to fix with more mainstream editing software or apps such as Snapseed, Capcut, or even Facetune. Keeping this large amount of layers and information in the picture or video is necessary for effective color grading and editing. Each professional will have their branded editing style, and an event photography contract will always include both the photography and editing to achieve the results they were hired for.

RAW files cannot typically be shared with the client due to their usually larger volume, both in data and in the number of pictures taken to get the right shot. Photographers and videographers require premium hardware and software to transfer the content and select the best shots to meet the contracted number of content in a timely manner, something they cannot do with the client. Some clients can try to offer to send a large capacity high-speed hard drive to the photographer if they wish to obtain all the RAW files, but even this can take days, if not weeks, of transfer-data speed for the photographer, which is not always possible. Asking for all the RAW files can damage the photographer’s brand as the final results would not reflect their shot choices or editing style and would be a major disservice to the client.

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