Choosing a Photographer for Your Special Event

As we gear up for the summer event season, photographers will be in demand to cover everything from Grandma's 90th birthday party to a wedding, graduation party, reunion or another special event. Unfortunately, all photographers are not created equal. There are good ones and there are really bad ones. Your event will occur only once, so you want the best possible photos. Because most people rarely hire a professional photographer, they are often unsure how to evaluate one. Therefore, the following tips will help you make the best choice for your money (and your memories).

First and foremost, check the photographer's web site. Do you see photos of other events like yours? Are most of the photos studio shots or were they taken at other locations as well? Are all or most of the photos posed, or do you see movement and spontaneity? Can you see the subject's entire body, if appropriate, or do you see people with missing feet, legs, or tops of heads? Are there heavy shadows, indicating a less than ideal camera lens?


After narrowing your choices to two or three photographers, give them a call and ask the following questions:

• How long has she/he been in business? What is their professional background?
• If you called a studio with multiple photographers, who will be assigned to your event and can you see that person's specific work?
• How many events like yours has he/she photographed and how recently?
• How many events does the photographer book on the same day? If your event will encompass several hours, you don't want a photographer who might book another event just before or just after yours. You want someone who will take the time to provide quality, unhurried service. Ideally, she/he should photograph only one event per day.
• How is the service priced? By the hour, all day, or in some other manner? Many people seek a photographer who offers all-day coverage. In reality, on average they use only about 6 hours, sometimes less. Therefore, if there is a significant price difference, choose the hourly coverage.
• What will you receive - an album, a CD of proofs, your choice of prints, or something else?
• Does the photographer retouch any of the photos (usually by using PhotoShop)? If so, how many photos are retouched and, if not all, can you choose which ones? Is there an additional cost for this?
• If you receive a CD, will you get the copyright or a signed release to use the photos? This is extremely important if you plan to make copies of a professional's work. The person who takes the photos owns the copyright; therefore, you can make copies only if you have a signed release.
• If your event is not in the immediate area, will the photographer travel? If so, is there a fee?
• If your event is large, will the photographer bring an assistant, either to also photograph or to organize people?
• Is the photographer comfortable working with your event planner and other merchants or does he/she feel they are the most important person at the event? Your photographer needs to be particularly comfortable working with a videographer, since both will be trying to capture the same shots.

When you are satisfied with the answers you receive, you are ready to meet with a photographer or two. Spend enough time with each to get a feel for their personality. You want someone you will feel comfortable with, not someone who is pushy or rude. If your event involves many people, such as a wedding or reunion, try to determine how well the person may work with a group, particularly if children are involved. Ask for references if you feel that is necessary and be sure to check them. Ask your event planner, DJ, caterer and other merchants if they have worked with the photographer. They will have seen the person from a different perspective and may offer valuable insights.

If you are planning a wedding, many photographers offer a free engagement session as an opportunity to get to know you and your fiance. If your photographer doesn't mention an engagement session, be sure to ask. If it isn't offered free, you may be able to add it for a nominal fee. 

Read the contract carefully before signing. It should include the amount of your deposit, the full amount due and the date the balance is due, usually about two weeks before the event. It should detail the services you will be receiving and the length of time the photographer will be on site.

If you are planning a wedding, the photographer should stop shooting when guests begin arriving, generally about a half hour before the ceremony. If he/she doesn't, you will be trapped in front of arriving guests, which takes the magic out of the ceremony and creates stress for everyone. If the contract states the photographer shoots right up to the start of the ceremony, that is a bad sign, indicating they are more interested in themselves than in you. If you are uncomfortable with anything - the person or his/her contract - walk away.

Remember, you get what you pay for, so don't let price be your deciding factor. If the price seems very low, there may be a reason. You don't want someone who doesn't know what he/she is doing or who is in it just for the money and doesn't provide quality service. Good photographers book months in advance, so don't wait until the last minute to hire someone to preserve your special memories but do take time to make a wise choice.