Event Photography Checklist: Tips, Tricks, and What It Includes
Planning to cover an event—whether it’s a wedding, a corporate gala, or a family reunion—can feel overwhelming without a plan. That’s where a solid event photography checklist comes in. It keeps you focused, prepared, and ready to capture the magic from start to finish.
If you’re shooting at a unique Utah County venue like the Sparks Museum & Event Center, you’ll want to take advantage of its Americana backdrops, neon signs, and vintage details—all of which deserve a place on your shot list.
In this guide, I’ll break down everything you need to know: from pre-event preparation to post-event marketing follow-ups. Whether you’re brand new or a seasoned pro, these event photography tips and tricks will keep you on track.
TL;DR: The Quick Answer
Here’s what this checklist includes at a glance:
Pre-event prep: Research, gear cleaning, travel planning
On-site execution: Venue scouting, client communication, shot list coverage
Essential shots: Establishing, candid, group, portrait, and detail shots
Post-event workflow: Lightroom metadata, exporting strategy, marketing follow-up
Pro tip: Use creative tools like film cameras or vintage lenses to stay engaged
Pre-Event Research & Preparation
Look for imaginative shots beforehand.
Before the big day, your job as a photographer begins with thorough preparation.
Research the client and event. Know the purpose of the event, the VIPs to look out for, and the overall vibe the client is aiming for.
Gear prep matters. Clean your cameras, pack your lenses, charge your batteries, clear your memory cards, and double-check your flashes.
Plan your travel. Look up directions, traffic patterns, and parking details. Always add a 30–45 minute buffer to avoid rushing.
If you’re headed to wedding receptions in Provo, for example, planning extra time ensures you can capture the elegant details before guests arrive.
On-Site Venue & Client Coordination
Arriving early is your secret weapon. Use that extra time wisely.
Scout the venue. Pay attention to lighting, stage layouts, and unique features. At a place like the Sparks Museum event venue, you’ll find neon signage, retro cars, and Americana décor—perfect detail shots clients will love.
Confirm with the client. Review the event agenda, ask about must-have shots, and clarify any restrictions.
Identify a point of contact. This person can quickly identify VIPs and keep you informed.
For more insider venue tips, check out our guide to unique event spaces in Provo.
Essential Shot Types Every Event Photographer Should Capture
Here’s what your event photography checklist should always include:
Establishing shots – Wide frames of the venue to set the scene.
Candid interactions – Guests mingling, laughing, or reacting naturally.
Close candids – Emotion-rich expressions during speeches or moments.
Group shots – Organized photos of teams, families, or VIPs.
Posed portraits – Key individuals or groups in well-lit setups.
Detail shots – Décor, signage, food spreads, and event branding.
Shooting at a family gathering? Our blog on planning reunions in Utah County demonstrates how these shot types are also ideal for milestone events.
Post-Event Lightroom Workflow
Once the event wraps, the editing work begins.
Add metadata—tag images with event type, location, client names, and VIPs.
Organize with collections. Break down galleries by sections (ceremony, reception, keynote, networking).
Stay consistent. Use presets or batch edits to keep a cohesive style across the event.
This workflow helps whether you’re covering a corporate gathering or business events in Provo, where quick turnaround and searchable galleries are most important.
Smart Exporting Strategy
Exporting isn’t one-size-fits-all. Here’s what works best:
Full-resolution gallery for the client’s archives and printing.
Social media–sized files (smaller resolution) as a bonus, perfect for Instagram or Facebook.
Favorite highlights set for quick sharing or marketing promotions.
This layered approach makes clients feel cared for—and keeps your work optimized for multiple platforms.
Marketing Follow-Up (Don’t Skip This Step)
Post highlights on your portfolio or socials
Your work doesn’t end when the images are delivered. Smart event photographers utilize follow-up as a means to foster long-term relationships.
Add clients to your mailing list. Use tags to organize by event type (e.g., weddings, corporate).
Send a friendly check-in. One week after delivery, ask if they need prints, albums, or additional edits.
Post highlights on your portfolio or socials. Tag the client (with permission) for organic reach.
If you’re marketing to event planners, consider linking them to venue-focused posts, such as our piece on Provo corporate event spaces, to keep your services top-of-mind.
Staying Engaged & Creative on the Job
After dozens of events, some photographers hit autopilot. To keep your work fresh:
Experiment with a film camera or vintage lenses during downtime.
Challenge yourself with unusual angles or compositions.
Play with reflections, shadows, or bold framing.
Creativity keeps you sharp—and clients notice when your portfolio feels alive and unique.
Final Checklist: What Does It Include?
To recap, your event photography checklist should include:
✅ Pre-event research, gear prep, and travel planning
✅ Venue scouting and client communication
✅ A full range of essential shots (establishing, candid, group, detail)
✅ Lightroom editing workflow with metadata
✅ Export strategy for full-resolution and social media
✅ Marketing follow-up to build client relationships
✅ Creative engagement techniques
FAQs About Event Photography
Q: Can I use my own editing style, or should I follow the client’s preference?
A: Both matter. Always deliver a polished version in your style, but if the client has specific requests (e.g., black-and-white edits), honor those too.
Q: How many photos should I deliver from an event?
A: It depends on event size, but aim for 50–75 final images per hour of coverage.
Q: Do I need backup gear?
A: Absolutely. Two camera bodies and extra lenses are standard for professional event photography.
Why This Checklist Matters
Event photography is about more than showing up with a camera. It’s about preparation, execution, and thoughtful follow-up. By using this checklist, you’ll cover all the bases and impress your clients at every stage.
And if you’re looking for an inspiring venue to practice these skills, the Sparks Museum & Event Center offers one of the most unique event spaces in Utah County.
👉 Ready to upgrade your workflow? Download the full Event Photography Checklist now and bring confidence to your next gig.
Planning your big day? Explore some truly amazing locally owned venues on our wedding venue map. Let’s join forces to champion these wonderful businesses and keep the magic alive!