An event photography shot list
that knows every VIP by sight.

A row for each session with its must-get shots and a photographer's name, then what the run of show leaves out: the room before doors, arrivals and registration, each sponsor's promised shots, the VIPs by name, group photos, award handovers, the headshot station if booked, candids in the breaks and a wide of the full room. Mark which rows feed the same-day selects, so the social team knows what arrives first.

The final run of show, the VIPs and speakers with a photo of each, the sponsor list with what each package includes, the group photos wanted, how attendees agreed to be photographed and who opted out, stage access and the lighting plan, the same-day deadline and the full-set date, the usage the client needs, and parking and access times. Ask on a call, then send the answers back as the board, so the client corrects one document.

Get a reference photo, name, title and sessions for each one in advance, and keep the VIP list to hand during the event. Ask the client for someone who knows everyone to point VIPs out on the day, and agree the pairings they want, such as the CEO with a sponsor. Catch pairs when they meet naturally, then ask for a posed frame before one of them leaves.

Whatever each sponsor package promised, so ask the organiser for the list. Typical items are their logo on the stage or the screens, the stand busy with visitors, the sponsor's lead with the CEO or a speaker, their speaker on stage, and branded spaces such as a sponsored lounge. Give each sponsor its own checklist, tick each shot as you take it, and deliver a folder per sponsor if the client has cleared sponsor use.

Count the rooms that run at the same time, not the size of the crowd. A common shape is one photographer per stage running at once, plus one for sponsors, candids and group photos, and a separate photographer for a headshot station that runs all day. A one-stage conference with a sponsor hall is often a two-photographer job, and same-day selects may need someone editing as well.

Agree it per deliverable in the quote. A workable default is a small set of edited selects the same day for social, sent by a set time to one named person, then the rest, edited and in folders by session, within the following week. Headshots and sponsor folders can follow separately. Price same-day editing as its own line, because it takes hours of someone's time during the event.

Ask the organiser how consent was collected at registration and how opt-outs are marked, often with a coloured lanyard or sticker. Put the rule on the board and brief every photographer before doors. If someone asks on the day, stop, set those frames aside and keep them out of the same-day selects. Take extra care around children and at any session the client marks as sensitive.

Say who may use the photos, where and for how long. A usual starting point is the client's own channels, with the photographer keeping the copyright. Sponsors, speakers, the venue or a partner brand using the photos is third-party use, so list it in the quote or price it separately, and say whether any image may run in paid ads, which is often licensed as a wider use.

It can draft one from the run of show for you to correct. Attach the agenda, VIP list and sponsor list, and Storyflow's AI drafts the coverage table with must-get shots per session, a VIP list and a checklist for each sponsor. You decide who covers what. It can also turn the coverage table into an Excel file for a client who works in spreadsheets, and draft a call sheet PDF for the day.

No. Storyflow plans the coverage and holds the brief; it does not host galleries, deliver files, send contracts or invoices, or take payments. Deliver the same-day selects and the full edited set through Pixieset, Pic-Time or SmugMug, and send contracts and invoices through HoneyBook. Put the gallery link on the board's delivery schedule so the marketing team finds everything in one place.

Not during early access. Storyflow is paid-only during early access, with plans from $7.99 a month billed annually ($9.99 monthly). A free plan launches before the end of 2026, and anyone a paid member invites to a board joins free. The client's marketing team pays nothing to read the plan.