Venue: Book at least 3–6 months in advance.
Vendors: Lock in your caterers, DJs, photographers early.
Permits: Get any necessary licenses/permits (especially for public or outdoor events).
A minute-by-minute schedule of the event including:
Setup and teardown times
Guest arrival
Speaker/dance/music timing
Photo sessions or media time
Helps unify branding, decor, lighting, and photo style.
Share with your photographer in advance.
Master checklist: Tasks leading up to the event
Day-of checklist: Setup, logistics, contacts, emergencies
Assign someone to manage each core area: logistics, catering, media, etc.
Have a point of contact for the photographer.
Visit beforehand to assess:
Lighting conditions (natural light vs artificial)
Photo-worthy spots (stage, step-and-repeat, crowd area)
Background clutter to avoid
Camera bodies: Dual setup (wide + zoom)
Lenses: 24-70mm, 70-200mm, or fast primes (f/1.4–f/2.8)
Flash: External speedlight with diffuser
Extra: Batteries, memory cards, bounce card
Venue before guests arrive (wide, clean)
Candid guest interactions
Speakers/performers in action
VIPs or organizers
Wide crowd shots + detail shots (food, signs, decor)
Wear neutral/dark clothing
Be discreet but confident about positioning for shots
Don’t hesitate to direct a quick group photo or move to a better angle
Deliver within 2–5 days
Curate a highlight reel (20–50 best shots)
Consider color grading for brand mood
Provide web + high-res versions to client