How to Choose a Photographer & Videographer for Your Event

🎥 How to Choose a Photographer & Videographer for Your Event

Your photos and videos will outlive the event—make sure they’re in good hands. Look for professionals whose style matches your event vibe, whether it’s romantic, documentary, editorial, or cinematic.

Tips to Consider:

Check their portfolio for consistency and storytelling.

Ask about packages, turnaround time, and backup plans.

Ensure they’ve shot similar events (e.g., weddings, corporate, birthdays).

Meet in person or via video call to see if the chemistry is right.

A great photographer or videographer doesn’t just capture moments—they help you relive them.

1. 🎯 Define Your Style & Goals

Start with the end in mind:

Do you want photos that are:

Editorial & Dramatic (magazine-style posing and lighting)

Candid & Natural (documentary-style, capturing real moments)

Romantic & Airy (soft lighting, dreamy tones)

Bold & Colorful (punchy, fun, lots of personality)

And video?

Highlight Reel only or Full Ceremony/Session Coverage?

Drone footage? Interviews? Bloopers? (No shame, we love a blooper reel.)

Tip: Create a mood board or Pinterest board of shots you love to help guide your selection.

2. đź“– Do Your Research & Stalk Their Portfolios (Lovingly, Of Course)

Look at full galleries, not just their “best of” shots.

Watch entire highlight videos to check pacing, emotion, audio quality.

Make sure their editing style is consistent and fits your vision.

Bonus: If they’ve shot at your venue before—that’s a win!

If their work makes you feel something now, imagine how it’ll feel when it's your moment.

3. 👯‍♀️ Vibe Check, Please

You’ll spend a lot of time with this person—especially the photographer. Like, a lot. Make sure they:

Make you feel comfortable

Have a sense of humor (bonus if they can wrangle rowdy guests)

Can direct without being overbearing

If you wouldn’t want to grab a coffee with them, think twice about them documenting your big day.

4. 🧾 Understand What’s Included

Photographers and videographers structure packages very differently. Ask:

How many hours of coverage?

Are second shooters included?

Will you receive raw footage (for video)?

Do you get edited photos, albums, online galleries, or USBs?

How long does it take to get everything?

Pro tip: Don't assume you’re getting the full ceremony video just because they’re filming. Always confirm.

5. 🗓️ Book Early—Like, Now

The good ones go FAST, especially for weddings or December events in SA.

Typical booking timeline:

Weddings: 8–12 months out

Milestone birthdays or corporate: 3–6 months out

Short lead time? Look for freelancers or newer talent with great reviews and hustle

6. đź’¸ Budget Realistically

Photography and video can be pricey—but it’s one of the only things you take home after the event. Expect:

Photography packages from R5,000 to R35,000+

Videography from R7,000 to R40,000+ (depending on drone, edits, duration)

Make sure to ask:

Is VAT included?

Are there travel costs or accommodation requirements?

7. âś… Ask These Questions Before Booking

Can we see 2–3 full galleries/videos from similar events?

How do you handle low lighting or rain (for outdoor events)?

What happens if your equipment fails or you can’t make it?

Are you insured and licensed?

What’s your turnaround time?

8. 🎬 Bonus Tips for On-the-Day Magic

Prep a “must-capture” shot list (e.g., Grandma hugging you, first look, flat lays).

Assign someone from your party to help gather family for group photos.

Schedule in “golden hour” shots (just before sunset—chef’s kiss ✨).

Provide a vendor meal (or snacks)—happy creatives = better results.

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