How to use this
Feel free to print this page, complete it, and return it to ensure smooth communication.

1. Define Your Objectives & Image Usage

Event type:
☐ Conference ☐ Congress ☐ Incentive ☐ Gala ☐ Product Launch ☐ AGM ☐ Other: __________

Primary uses (check all that apply):
☐ Press & media ☐ Website ☐ Social (organic) ☐ Social (paid ads)
☐ Email / newsletters ☐ Sales decks ☐ Internal comms / intranet
☐ Annual / ESG report ☐ Recruitment / employer branding

Main audience for these images:
________________________________________________________________________________________________________________________

Why this matters:
Your goals determine how the day is shot — from sponsor visibility for partner reporting to candid people shots for recruitment and internal comms.

2. Share Key Event Details With Your Photographer

Event name:
________________________________________________________________________________________________________________________

Date(s):
________________________________________________________________________________________________________________________

Venue & city:
________________________________________________________________________________________________________________________

Expected attendance & profile (C‑suite, HCPs, distributors, etc.):
________________________________________________________________________________________________________________________

Run of show attached? ☐ Yes ☐ No

Point of contact (name, phone, WhatsApp):
________________________________________________________________________________________________________________________

Having a single, clearly named day‑of contact helps planners and photographers coordinate smoothly.

Key moments to capture:
☐ Registration ☐ Keynotes ☐ Panels ☐ Awards ☐ Networking
☐ Gala / dinner ☐ Product demo ☐ Other: ________________________________________________________

VIPs / speakers (names & roles):
________________________________________________________________________________________________________________________

Venue access / restrictions / safety requirements:
________________________________________________________________________________________________________________________

The more context you provide (schedule, VIP list, venue constraints), the more precisely the photographer can plan coverage and positioning.

3. Shot List Essentials (MICE in Prague)

Use as a starting point; customize per event.

• Arrival & atmosphere: exterior venue, signage, registration, sponsor booths, general room shots showing scale.
• Program: speakers on stage (wide/medium/close), panels, Q&A, audience reactions, product demos.
• Networking: coffee breaks, lunches, workshops, candid group moments.
• Awards & highlights: handouts, applause, VIP interactions, group photos.
• Sponsors & branding: logos in context, sponsored sessions/activations, contractual “must‑capture” moments.
• Optional portraits: executives, speakers, team photos for internal comms or recruitment.

4. Deliverables & Timeline

Expected number of final images (guide only; final count depends on event):
☐ 60–150 (workshop / half-day / short corporate session)
☐ 150–300 (full-day conference, multi-session event)
☐ 300+ (multi-day conference, large MICE event)

Typical outputs per package:

• Workshop (90 min): 60+ images
• Half Day (3 h): 120+ images
• Corporate Day (4 h): 150+ images
• Conference (8 h): 300+ images
• Multi‑Day: 500+ images

Editing:
☐ Professional color & exposure (all packages)
☐ Basic retouching (on request)
☐ Specific VIP retouching (on request)

Formats & resolutions:
☐ High‑res JPEG (print/reports)
☐ Web‑optimized JPEG (1920 px) for social/press

Delivery timeline:
☐ Private gallery within 24 hours (Workshop / Half Day / Corporate Day packages)
☐ 48‑hour previews + full gallery in 3 business days (Conference / Multi‑Day packages)
☐ Express full gallery within 24 hours (all packages)*

Delivery method:
☐ Private online gallery (all packages)
☐ Shared drive / WeTransfer (on request)

* Express full gallery within 24 hours fee: €300

Standard delivery:

• Workshop / Half Day / Corporate Day: private gallery within 24 hours
• Conference / Multi‑Day: 48‑hour previews, full gallery in 3 business days

5. Usage Rights & Licensing (Clarify Up Front)

Copyright owner:
☐ Photographer (standard) ☐ Client (buyout, +€500) ☐ Other: ________________________________

Standard license (included in all packages):
Perpetual, worldwide, non‑exclusive right to use images for:
☐ Website ☐ Social (organic & paid) ☐ Email / newsletters
☐ Sales decks / presentations ☐ Internal comms / intranet
☐ Press & media ☐ Reports (annual/ESG)

Extended usage rights (€500):
For buyouts, copyright assignment, or use beyond the standard license (e.g., large-scale advertising campaigns, product packaging, licensing to third parties).

Photographer portfolio use: ☐ Allowed ☐ Allowed with approval ☐ Not allowed

Raw files required? ☐ Yes ☐ No
* RAW files: €999 per day

Third‑party releases needed? ☐ Yes ☐ No

Typical brief language:

“We require perpetual, worldwide, non‑exclusive commercial use across web, social (organic & paid), sales decks, internal comms, press, and reports. Photographer may use images for portfolio and marketing with our approval.”

6. Quick Planner Checklist

Before sending this brief, confirm:

• ☐ Objectives & image uses defined
• ☐ Event details & run of show shared
• ☐ VIP/speaker list & must‑have shots identified
• ☐ Deliverables, formats, and timeline agreed
• ☐ Usage rights (channels, term, territory, ads) confirmed
• ☐ Budget range & decision deadline set

Use this checklist when briefing your photographer to ensure nothing important is missed.

7. Brand & Visual Style

Brand/style notes (e.g., light & airy, high contrast, specific color tone):
________________________________________________________________________________________________________________________

Clear style notes help align the final images with your brand and creative brief.

8. Recommended Package

Not sure which package fits?

• Up to 90 minutes, meeting/training: Workshop Package — €300
• Up to 3 hours, product launch / press briefing: Half Day — €500
• Up to 4 hours, presentations / team event: Corporate Day — €500
• Full-day conference or MICE event: Conference Package — €900
• Multi-day congress or executive program: Multi‑Day Executive Package (custom quote)

Request a quote / Book