You have one opportunity to capture your event in all of its glory, before it is gone forever. Choosing the right event photographer and ensuring they are well prepared is essential. Here are the reasons why I think it is so important and my top tips for capturing stunning event photography.

Brief in Advance

The morning of the event is always hectic with lots of demands for your attention. Having a written and/or verbal briefing with the photographer in advance of the day always saves precious time and ensures the photographer can get off to a flying start.
Some of the key items to cover in a brief may include:

What Style of Photography are you Looking For?

Do you need any staged formal shots, shots of speakers and performers in action, reportage, artistic shots of the food, venue and branding, pictures of people networking and engaging, pictures of the staff in action, the registration desk, etc?

What Style of Photography are you Looking For?

Do you need any staged formal shots, shots of speakers and performers in action, reportage, artistic shots of the food, venue and branding, pictures of people networking and engaging, pictures of the staff in action, the registration desk, etc?

Are There Any Key Timing to Note?

Have you requested that all keynote speakers meet at 8:30am in the main room for a group photography? Are you giving out a secret award at the end of the day and need the photographer to be poised ready to capture the moment? If so, don’t forget to convey this information to the photographer!

Importance

If there are multiple rooms in session at the same time do you expect the photographer to visit all rooms to capture a couple of quick shots from each? Or which rooms/speakers/sessions are the most vital? Would you prefer more time to be dedicated there?

Extra Requests

If you need a headshot for a new member of staff or a specific picture for your website now is the time to request it!

It’s All in the Detail

Any extra details you can share about the rooms and the venue can be really appreciated by the photographer who can ensure they are well prepared and bring along the right lenses and other equipment. For example, is natural light available or will the blackout blinds be drawn? How will the stage and speaker be lit? Is the lighting static or rotating or flashing? Is there a large projection screen behind? Will the speaker have a lapel microphone and be able to roam the stage or will they be static at the lectern? Are there any special effects?

How Soon Do You Need the Pictures after the Event?

Do you need any specific pictures to be prepared urgently? For example, you may have a press release that needs to be issued the morning after the event and need to have a few select shots ready to send with the release.
Momentum after an event is really important so how soon will you receive the rest of the edited shots? I’m keen to have all photographs within one week in most cases but you will need to agree this with your photographer as editing post event can take time.

Be Transparent

Don’t forget to let your speakers know that photographs will be taken at the event so they are not surprised to see the camera angled at them as they are presenting in full flow.
Also notify attendees and let them know that photographs will be taken and what the photographs will be used for (e.g. future marketing and promotion of the event).

Be Prepared

If someone attending your event is not willing to be photographed how can you handle this? What is the process? How can the photographer be aware at the time of taking the shot or during the editing stage? This is particularly important of young or vulnerable people are attending your event.
A simple but effective way is simply to ask them to be mindful of the photographer and to provide a coloured lanyard, badge or wristband in a bright colour which will show up in editing if they happy to stumble into a shot unnoticed.

In Conclusion

A great event photographer will stealthily and unobtrusively capture the key moments and essence of your event. Like us Event Planners a good Event Photographer will work hard, often walking for miles and barely taking a break to ensure that the event is reported in its full visual glory.
In this information-overload-of-a-world pictures are more treasured and accessible than ever, as the rise of Instagram and the performance of social media posts including pictures proves. Pictures truly are worth a thousand words and justifying the spend from your event budget on an Event Photographer is truly worth every penny.

When people find out you plan events, are they always hitting you up for free advice? If you find that happening a lot, it’s time to put an end to it. Use these seven tips to bring in more revenue, by giving out less free advice.

There’s an ironic situation that plagues most event planners. Many ‘potential’ clients try to get free advice. Yet by doing what they ask of you, you’ve not only given away your services but devalued them as well. After all, everyone knows you get what you pay for.
But you don’t want to be rude in saying no.
So how do you navigate around those tire kickers who only want suggestions and have no intention of ever giving you the amount your advice is worth? They come to you under the appearance as a potential client and leave with a solid outline for their event with nearly a penny exchanged.

7 Ways to End Free Consultations and Event Advice

1. Know where the request is coming from. It’s likely they simply don’t know what they’re asking.
2. Turn the tables and ask to pick their brain.
3. Charge for proposals.
4. Create a freebie that answers the most common questions you receive.
5. Offer a consultation and be clear where you begin charging for your time.
6. Use humor to communicate your need to make a living. Don’t be afraid to be direct.
7. Limit your free advice the way apps limit their free features. Never give them everything they want for free and they’ll be more apt to pay you.

You Get What You Pay For. So Stop Being Cheap.
There will always be people who try and get something for nothing. But you don’t have to be the person who gives it to them. However, you must be the one to set the boundaries and here’s how you can do it:

6. Use Humor

   If someone offers to ‘pick your brain’ over lunch you can always use humor to diffuse the situation like, “Lunch would be very nice but I tried paying my mortgage last month with ‘brain pickings’ and for some reason, the bank wanted real money.” Most professionals understand this gentle reminder and you may both have a good laugh over it. But don’t try this over email. Humor can seem snarky without hearing tone.

7. Free Advice Should Only Be Why and What, Never How

   If you find yourself giving free advice after all, always speak in generic terms. Give the why and what if you must, but never the how. If they press you for details, explain that you customize each event proposal to the specifics of the client. It’s why your business has been so successful. Then suggest a personal consultation and lay out your fee structure for doing so.
   If charging for a consultation doesn’t feel right to you, explain that you charge for the initial consultation but if they become a client, that amount will be applied to the event planning fee.
   What Things Should You Give Away for Free?
   As mentioned above, creating giveaways and other valuable content can give you something to refer others to when they start asking for your knowledge. But you don’t want to stop there. Giving away knowledge in the proper format aids your career but only if it’s preserved. It can elevate you as a thought leader or top in your field, which allows you to command a higher price from your clients. Here are a few suggestions on what you should give away for free;

   • Good content on your website. Including the suggestions in #4.
   • Volunteering in an industry association either physically or by writing an article.
   • Blog content.
   • Newsletter for subscribers. This keeps people interested in you and up-to-date on best practices in between events.
   • Speaking opportunities in your industry (this doesn’t need be free but does continue to elevate your brand)

Bartering.

Okay, so this is a little bit of a tangent, but another time it makes sense to give advice away for free is in a mutually-beneficial relationship. But the critical point here is ‘mutually-beneficial’ because when you give your offerings away for free, you are discounting their value so you need to make sure you’re getting something really good out of the deal too. For instance, a great event photographer volunteers their services if you’ll help out in a high-profile charity event. While exposure doesn’t pay the bills, networking can. So if there’s a true benefit to you bartering service for service, go for it.

Turn These Requests into a Business.

If you continue to get requests for help after you initiate a charge for proposals and consultations, guess what? You have a new business. Some people want the guidance of an event professional but can’t afford to have someone on staff for the entire event, before and after. But what they can afford is someone to point them in the right direction with ideas and tips and a good organizational structure.
If you create a formula, with a few plug-ins for variables from event to event, you could create a watered down version of what you do and begin charging for it in a few different ways such as:

• As a preliminary consultant. Establish what they need and create a plan for them to follow. You could charge this as an hourly fee or a flat service fee.
• Day-of assistant or manager. You come in only the day of the event to be the heavy and ensure everything runs smoothly. This also allows your client to enjoy more of the event knowing someone else is taking care of the work that day.
• By writing a book.

  If you create a magic formula for planning and managing an event, you can share it with the world by writing a book. While there is an initial time investment, a book provides another stream of revenue and is an easy suggestion for you to give when people are asking for free advice.

All of these ideas can help fill in any blank space you have in your event planning calendar and still allow you to get paid for it. If you’re already receiving a lot of requests for information and advice, it would be an easy addition, and perhaps a lucrative one.

In Conclusion

The next time someone wants to ‘pick your brain’, tell them you prefer to leave the work to the professionals, of which you would expect to pay. A friend asking you if they should have roses or hydrangeas as a centerpiece is very different than someone wanting a complete proposal for a party they never plan on hiring someone for. You can’t stop them from asking but you can recognize who they are and refuse to participate in their ruse. Let someone else’s brain be picked.

Are you planning on doing business with a foreign entity in their country? Maybe you’re hiring a vendor at an international destination or perhaps you’re outsourcing some planning work to someone in the country where your next event will be held? If so, there are a few things you should know and tips that can make working with international clients more enjoyable and lucrative for everyone.

Working with international clients requires a bit of research on your part before agreeing to the terms of any contract that either of you is drafting. In this article, I touch upon things you should consider and ways to make the working relationship and payment schedule as smooth as possible. Still, laws for individual countries vary. It’s important you research the specifics before signing (or drafting) anything.

Tips on Working with an International Client

There are many differences in culture and expectations when working with international clients. While the following advice will provide information about things you should consider, these are simply suggestions for all countries. Never assume because you’re working with someone who shares a good command of your language that all people conduct business in the same way.

1. Avoid using slang or colloquialisms in client email.

   Some of our phrases can be very disturbing when literally translated. Before sending each email, reread them and remove any slang, humor, or sarcasm. These things often get lost in translation.

2. Be aware of time zones

   . An international client could be half a day off of your schedule. Sending an email during your business day could be the middle of their night. Before doing this, understand their work hours. Some international clients work on a Canadian schedule because it’s more convenient for them if they work with many Canadian companies. But never assume this. It’s important to understand whether they mind receiving emails in the middle of the night. Some people turn their phones off. While others could be notified of your email at 3 a.m. their time. It’s also best for this reason to pre-arrange any calls needed to find a time that suits both schedules.

3. Seek clarification if you don’t understand what’s being asked or stipulated.

   Sometimes, as mentioned earlier, things are lost in translation. If something’s unclear don’t assume they mean the most common definition. Some languages and their words do not have direct translations.

4. Know the legal components with a contract.

   Your standard event client contract may not cover you in the country you are doing business. It’s important you work with an attorney that can help you understand the details of the transaction. For instance, the French court system allows a person involved in a civil/business case to withhold documentation that may be damaging to their case. This is not the situation in Canadian courts and you may want to advise your client of these differences. You should also be aware of the power of the courts in the country of the person you’re doing business with. For instance, recent changes to French law allow courts to alter contracts based on financial hardship.

5. Know the cultural differences.

   It’s important when working with a foreign client that you perform your due diligence to understand what is acceptable and what is not in a business arrangement. For instance, using someone’s first name without being told to may be too forward, while talking about price too early in the process may be considered rude in a country. Making contact on a holy day may be too brazen. Understand these differences at the beginning of the working relationship so you don’t negatively impact your opportunity.

6. Watch out for holidays.

   Canada has different holidays compared to other countries. Plus, for most of our population working on the weekend is not unheard of. That is not the case with all other countries. Office Holidays can help you better understand when your foreign client is working and when they aren’t. This will assist in schedules and expectations with answers over email communications.

7. Turn to those who know.

   There are many (online) communities around the globe that can help you understand the differences between your country and the one you’re trying to do business with. They are also able to translate concepts for you in a less formal way. You may be able to ask them questions that you wouldn’t feel comfortable discussing first with the client, particularly if there is a language barrier. Local chambers of commerce may be able to help as well.

8. Understand cultural expectations.

   In some countries celebrations are often capped by doing shots of an alcoholic beverage. “If you were to not drink it or have any sort of reaction to that initial taste, it would definitely lower your standing within a meeting.”

Things Event Planners Need to Know About Getting Paid by International Clients

1. Understand how you will get paid.

   Working with an international client is not as easy as asking them to mail a check. If they don’t have a Canadian bank account and you do business in Canada, you will incur large fees from your bank. Paypal is probably one of the easiest and least expensive ways to receive foreign money. However, Paypal will charge you a processing fee much the way a credit card company does.

2. Be specific about currency.

   Never assume the preferred currency. Make sure you specify how it will be paid and in what form. You might want to be paid (or pay) in your currency but you could also calculate the exchange rate for them and pay it in local currency. Be clear about which you are doing so there are no misunderstandings.

3. Agree in writing.

   While contracts may vary from country to country, you are still safest to have the terms in writing. Payment amount and terms should be listed. What’s considered an acceptable timetable in Canada for a deliverable or payment is not always the same overseas.

4. Use referrals.

   You may have very little recourse in another country when it comes to a breach of contract so using a known venue or vendor will give you more peace of mind. Ask other event planners who have worked in the area or turn to the expat community. Working with someone who has worked with someone you know and/or trust will be much less risky than simply searching on Google.

In Conclusion

If you’re looking to do more overseas work it’s important you perform your due diligence. Explore the country and the culture. Learn a little bit about the laws governing business and choose known entities to avoid greater risk.