Event Prep Form

Please complete this form to the best of your ability. Most fields are not required; just provide the information you have.

Primary Contact

First name

Last name

Company name

Phone

Preferred Contact Method

Text

Call

Event Basics

Event Name

Event Type

Event website (if available)

Event Dates and Times

Venue Name

Event Address

Schedule and Logistics

Timeline / Key Moments

Important Locations/Rooms

Expected Attendance

Estimated Lighting Conditions (indoor, outdoor, mixed, low light, etc)

Where should we check-in on arrival?

On-site parking, load-in, and access instructions

Any areas we cannot photograph/film?

Creative Direction and Priorities

What is the goal of the photo/video coverage? (marketing, sponsors, social, archive, press, internal, etc)

Must-have shots

Nice-to-have shots

Links to inspiration (optional)

Brand guidelines

People, VIP, and Shot List

VIPs/Speakers to prioritize (names + roles)

Sponsor priority list (names, shots/logos)

Group photos needed? (Which groups, when?)

Deliverables and Usage

Photography

Preferred Orientation Mix (Mostly vertical, mostly horizontal, mixed)

Turnaround Time

Standard Delivery (3-5 Business Days)

24hr selects (+$300)

Video

Video coverage type (raw b-roll, highlight edit, interviews, testimonials, other)

If raw b-roll, preferred clip style? (longer continuous, short clips, balanced)

Audio capture needed? (Y/N + details)

Required talking points/interviews (names + schedule)

File Delivery and Access

Delivery Email

Delivery method preference (we typically send a Google Drive folder)

Any internal deadlines (sponsor decks, press releases, recap email date)

On-site Amenities

Water/meal provided? (Y/N)

Break area location (optional)

Preferred attire (Black / Business / Branded / Costume / Casual / Other)

Weather plan (if outdoors)

Emergency contact onsite (name + phone)

Uploads (optional)

Event schedule / run of show

Venue map / floorplan

Sponsor list / deliverable requirements

Brand guidelines

Other files

Anything Else?

Additional notes / special requests