Help Me Help You: Take the Guesswork out of Request a Photography Quote
Let’s talk about something surprisingly common in the world of event photography: vague, incomplete, and sometimes vanishing requests. A typical email lands in my inbox:
"Hello, we need a photographer for an event in Geneva in the week of 3 February. Can you send a quote?"
Seems straightforward, right? Not really. Because missing from this request are some crucial details—ones that make the difference between me being able to send a quote within minutes or sending three follow-up emails into the void… and getting ghosted.
So, if you want to get a quick, precise, and actionable response from your photographer (and avoid unnecessary back-and-forth), here’s what your request should include from the start.
1. The Basics: Date, Time, Location
It might seem obvious, but you’d be surprised how often these key details are missing. Saying "the week of February 3rd" doesn’t help when that week is already packed with bookings. Photographers need to check availability, and we can’t do that if we don’t even know which day and what time you need us.
Better request:
"We need a photographer for a panel discussion in Geneva on February 5th from 10:00 AM to 12:00 PM at [venue name]. Can you confirm availability and provide a quote?"
Now we’re talking. I can check my schedule, assess logistics, and respond immediately with either a confirmation or an alternative.
2. The Scope: What Needs to Be Photographed?
Not all events are the same. A two-hour session could mean anything from a high-profile panel discussion with strict access to a networking event where we need to roam freely. Knowing in advance what you expect helps photographers tailor their approach and pricing.
Good info to include:
Do you need coverage of just the panelists or also audience reactions?
Are there group photos or portraits required before/after the session?
Should images be delivered in real-time for press or social media?
All of these influence not just the quote but the workflow on-site.
3. Budget Realities: Let’s Not Play the Guessing Game
Budget talk doesn’t have to be awkward. If your organization has a predefined budget range, just say it. Professional photographers price their services based on expertise, turnaround speed, post-production time, and equipment used. Knowing your budget upfront allows us to see if we’re a good match before we both waste time on back-and-forth emails.
Example of a transparent request:
"Our budget for this two-hour panel is approximately [X amount]. Let us know if this aligns with your rates."
This doesn’t mean we’ll always adjust pricing, but it helps avoid mismatched expectations.
4. Who’s Handling the Follow-Up?
Another common issue: the initial request comes from someone who won’t actually be handling the booking. This is especially common in large organizations where junior staff or interns are assigned the task of “finding a photographer”—but don’t have the authority to finalize anything.
Pro tip: If you're delegating the outreach, make sure:
✔️ The person emailing actually has the decision-making power to confirm the booking.
✔️ They respond to follow-ups instead of ghosting the photographer after the initial request.
✔️ They have all the necessary details before reaching out.
There’s nothing worse than spending time crafting a quote only for the conversation to go silent because "the request was just exploratory." If you're not ready to book, just say so upfront.
5. Ghosting: A Quick Reality Check
Look, I get it – plans change, budgets shift, and sometimes priorities get reshuffled. But leaving a photographer hanging after multiple follow-ups isn’t just highly unprofessional – it wastes valuable time that could be spent working with serious clients.
A simple “We’ve decided to go in a different direction” or “Our budget doesn’t allow for this right now” is all it takes. No hard feelings. Just closure.
FinalLY, Good Communication = Better Photos
If you want a smooth, stress-free experience and the best possible images from your event, start with a clear and complete request. It saves time, avoids frustration, and ensures that when the day comes, your photographer is fully prepared to deliver exactly what you need—without any last-minute chaos.
So, let’s make life easier for everyone. Help me help you.
