The event photography invoice is for the service of hiring a photographer to take pictures of a business or social gathering. Depending on the event, the photographer’s responsibilities will be to capture the event in its entirety, including any speeches, presentations, acknowledgments, and any other notable moments of the occasion. If requested, the photographer may be responsible for image editing and providing an event timeline, collection, or gallery in video format.
Event Photography Pricing/Rates
An event photographer should make pricing very clear and fair to customers. A simple way to offer pricing is by giving two options—a full day (8 hours) or a half-day (4 hours) price. When offering a full or half-day price, the photographer should include a photo count. Include a travel fee if a customer inquires about an event outside your normal area of business. List the areas (counties, cities, states) on your pricing page or give a mile radius from a location you are willing to serve. Event photographers and all photographers offering services should require a retainer fee (50% is the norm). A retainer fee protects a photographer from lost time (last-minute cancellations and no-shows).
Event photography covers award presentations, banquets, birthday parties, conventions, conferences, galas, political events, meetings, and reunions. Use a wedding invoice specific for a marriage ceremony.
Event Photography Contract
An event photography contract details the event and all the legal rules pertaining to the shoot and the use of the photos thereafter. A contract should be signed before any money is transferred from the client to the photographer. A photography contract should cover the following:
- Shoot location (including the date and personal info of client and photographer)
- Total amount of shoot + non-refundable deposit
- Copyright law (who has control over the photos after the shoot is complete)
- Model release (allows the photographer to use the images to promote their services in the future)
- Other services (every photographer is different, therefore enter what is needed)
Event Photography Tips
When collecting payment and using an invoice, check off the following when preparing a shoot.
- Always require a non-refundable down payment, up to 50% of the total project cost.
- Come up with a screening process for all clients by putting together a list of questions. This will help get to know clients better and prepare for shoots the right way.
- After signing an event photography contract, provide the client with a copy.
- Photos should only be released to the client when payment is made in full. Use our online invoice software to bill and collect payment.