How to write a Corporate Event Brief

Planning a corporate event takes months of effort, so when it comes to capturing the day, you don’t want to leave your event photographer guessing. A clear, well-structured photography brief is the key to ensuring every important moment, person, and detail is captured. Whether it’s a conference, gala dinner, awards night, or product launch, the right brief will save time, reduce stress, and make sure the images you receive are exactly what you need for marketing, PR, and internal use.

1. Focus on Deliverables

Start with the end in mind. What do you want from the photos?

• Headshots or VIP portraits before the event?

• Candid networking shots for social media?

• Stage and keynote images for press releases?

• Wide crowd shots to showcase turnout?

Be as specific as possible about the deliverables you need. For example: “10-15 images of keynote speaker on stage,” or “A variety of images suitable for LinkedIn and internal newsletters.”

2. Simplify the Timings

Your photographer doesn’t need your full event run sheet — keep it simple. Instead, provide a photography-focused timeline that highlights:

• Arrival and set-up time

• When key speakers, awards, or entertainment are happening

• Any must-have moments (e.g., ribbon cutting, group photo, product reveal)

This way, the photographer knows exactly when to be in position without wading through catering schedules or AV notes.

3. Identify VIPs and Key Guests

Corporate events often involve senior executives, board members, or special guests. Make a list of who they are, ideally with photos, and when they’ll be available for pictures. This ensures no important person is missed and that your communications team gets the shots they’ll need for reports, media releases, or LinkedIn updates.

4. Capture the “Feel” of the Event

Beyond the key shots, think about the atmosphere you want conveyed. Do you want the event to look lively and social? Professional and polished? Warm and inviting? Communicate this to your photographer so they can tailor the style of images — for example, more candid crowd shots for a networking event or more formal stage photography for a black-tie gala.

5. What Not to Put in the Brief

It’s easy to overdo a brief, but remember your photographer doesn’t need every event detail. Leave out things like:

• Catering menus or serving schedules

• Seating charts (unless there’s a reserved VIP table you need photographed)

• Detailed AV or production notes

Keep your brief relevant to photography — this helps the photographer focus on what matters most.

6. Practical Extras

Finally, include some quick housekeeping items:

• Contact person for the day

• Venue access details (loading dock, parking, check-in)

• Any restrictions (e.g., no flash during performances, confidentiality agreements)

These small details can make the difference between a smooth run and unnecessary delays.

Wrapping Up

A great corporate photography brief doesn’t have to be complicated. Keep it focused on deliverables, timings, VIPs, and the feeling of the event — and leave out anything that doesn’t help your photographer do their job. With a clear brief, you’ll get the images you need to showcase your event long after the lights are packed away.