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Finding an Event Photographer

A practical guide to sourcing affordable, reliable photography for Applied AI Society events.

Why Photography Matters​

Before you start hunting for a photographer, understand why you're doing it:

  1. Social proof — Photos show the event is lively and popular. Future attendees see real people having a good time. That matters.

  2. Presenter value — Give your speakers and presenters material they can use to promote themselves. It makes the event worth their time.

  3. Records of authority — Build a visual archive that establishes the society's credibility over time.

You don't need fancy, magazine-quality photography. You need clear, well-lit documentation of what happened.

How to Find a Photographer​

The Ideal Fit​

The best photographer for an Applied AI Society event is someone who:

  • Has a good eye and decent equipment (even just an iPhone in portrait mode)
  • Wants to be in the room anyway
  • Is excited to meet the people attending

Think: an aspiring applied AI engineer who happens to take good photos. Or a creative who's curious about the space. Someone who sees the event as valuable beyond the paycheck.

This is a real win-win. They get paid, they get to network, and they walk away with connections that might matter more than the $150. You get someone genuinely engaged, not just clocking hours.

Start with your network​

Ask around. Who do you know that fits this profile? Maybe someone in your community who's building their portfolio. A friend with a good eye. A local freelancer who's curious about AI.

Trust matters more than credentials here. You want someone reliable who shows up on time and delivers what they promise.

Be thrifty, not cheap​

There's a difference. Cheap means cutting corners. Thrifty means getting good value.

Budget anchor: ~$150 all-in for a 2-3 hour event with reasonable commute distance. This is fair for someone building their portfolio or doing it as a side gig. Adjust based on your city and the photographer's experience.

If someone quotes significantly higher, ask what you're getting for the premium. If significantly lower, make sure they understand the deliverables.

What to Capture​

Give your photographer a shot list. These are the moments that matter:

MomentWhy It Matters
People registering / arrivingShows energy and turnout
Programming shotsStage, presenter, engaged audience
Case study sharingCaptures the educational content
Live architecting sessionsThe unique interactive element
Guest speakersPromotional material for them
Water cooler conversationsNetworking and community vibes

Emphasize candid shots over posed ones. Real moments > staged moments.

Deliverables and Exit Criteria​

Be explicit about what you expect. Put this in writing before the event.

Resolution​

  • Full-resolution JPEGs (not compressed for web)
  • Minimum 300 DPI for print use
  • No heavy filters or watermarks

Volume​

  • Target: 50-100 usable photos for a 2-3 hour event
  • "Usable" means in focus, well-exposed, interesting composition
  • It's okay if they shoot 300 and deliver 75 good ones

Turnaround​

  • 1 week for initial delivery is reasonable
  • Ask for a preview of 5-10 photos within 48 hours if you need quick social content

Format​

  • Delivered via Google Drive, Dropbox, or similar
  • Organized by moment type is a plus but not required

Template Messages​

Copy, paste, customize. Don't start from scratch.

Initial Outreach​

Subject: Photography for Applied AI Society event - [DATE]

Hey [NAME],

I'm coordinating an event for the Applied AI Society on [DATE] at [VENUE] and I'm looking for a photographer. [MUTUAL CONNECTION] mentioned you might be a good fit.

It's a 2-3 hour workshop event. We'd need coverage of arrivals, presentations, and networking. Pretty straightforward documentation stuff.

Budget is around $150 all-in. Does that work for you? Happy to share more details if you're interested.

Thanks,
[YOUR NAME]

Confirming Details​

Subject: Confirmed - [EVENT NAME] photography [DATE]

Hey [NAME],

Great, you're locked in! Here are the details:

**Event:** [EVENT NAME]
**Date:** [DATE]
**Time:** [START TIME] - [END TIME]
**Location:** [FULL ADDRESS]
**Rate:** $[AMOUNT]

**What we need captured:**
- People arriving and registering
- Main presentations (stage + audience)
- Case study discussions
- Any live problem-solving sessions
- Networking / casual conversations

**Deliverables:**
- 50-100 usable photos
- Full-res JPEGs via Google Drive
- Delivered within 1 week

Let me know if you have any questions. I'll send a reminder the day before.

Thanks!
[YOUR NAME]

Day-Before Reminder​

Hey [NAME]!

Quick reminder about tomorrow:

**Event:** [EVENT NAME]
**Time:** [START TIME] (arrive 15 min early if you can)
**Location:** [ADDRESS]

I'll be there in a [DESCRIPTION - e.g., "blue jacket"]. Text me when you arrive: [YOUR PHONE]

Looking forward to it!

Post-Event Follow-Up​

Subject: Thanks + photo delivery

Hey [NAME],

Thanks for shooting yesterday! The event went well.

When you have a chance, please upload the photos to [GOOGLE DRIVE LINK / DROPBOX]. No rush on full edits, but if you have 5-10 quick previews in the next couple days, that'd be great for social.

Appreciate you!
[YOUR NAME]

P.S. I'll Venmo/Zelle the $[AMOUNT] once photos are in. Just confirm your [PAYMENT METHOD] handle.

Checklist​

Before the event:

  • Photographer confirmed with date, time, location
  • Rate and payment method agreed
  • Shot list shared
  • Deliverables and timeline confirmed
  • Day-before reminder sent

After the event:

  • Preview photos received (if needed for social)
  • Full photo set delivered
  • Payment sent
  • Thank them (they might do your next event too)

See Also​