5 Mistakes to Avoid When Hiring an Event Photographer
Why This Decision Matters More Than You Think
You’ve been asked to find a photographer for a corporate event in Montreal your company is putting together. It could be a trade show, it could be for marketing or it could even be an annual party. Whatever it’s for, you’re dealing with the same pressures: limited time, a fixed budget, and a boss who wants it handled right away.
On top of that, you need to get it right. These photos aren’t just for fun, they’re going to serve a purpose for the company. Some of these shots may get used in an internal report, they could be used for marketing or even to promote future events. There are certain things that these shots need to capture well and you need someone (possibly multiple someones) who can make sure all of those shots are taken care of.
So here’s the problem you’re faced with: How do you go about finding someone, and how can you be sure they can do the job? If you get the wrong person, that’s a problem. Like, a big problem. You won’t know that they didn’t get the shots you need until after the event is over.
What Does an Event Photographer Actually Do?
An event photographer documents key moments during corporate events—such as speakers, networking, branding, and candid interactions—while adapting to fast-paced environments and challenging lighting conditions.
What Are the Biggest Mistakes When Hiring an Event Photographer in Montreal?
The most common mistakes when hiring an event photographer are:
1. Choosing based on price alone
2. Not reviewing full event galleries
3. Hiring someone without corporate event experience
4. Not defining a clear shot list
5. Overlooking delivery time and usage needs
Each of these mistakes can lead to missed moments, unusable photos, or added stress during your event—especially if you’re working on a tight timeline.
Mistake #1: Choosing an Event Photographer Based on Price Alone
This is one of the most common problems I see when companies hire an event photographer, and it’s not unique to photography. No matter what it is, many people make their choice based on nothing more than which option is the cheapest. It could be hiring a roofer, buying a TV or booking a motel room, there’s one fact that doesn’t change: the less you spend, the more it costs you.
That statement is no less true when hiring a photographer. Many people are tempted to simply go with the cheapest quote they can find because they don’t understand what’s really involved in capturing all those moments properly. They think they’re just hiring a technician to push a button. It’s just photos, right? Anyone can do it. And in a city like Montreal, there are lots of people to choose from.
Here’s the problem. Corporate events are like any other event: the moment only happens once and then it’s gone. You can’t redo them. There are several things that make the job difficult, the first of which is lighting. Most indoor events don’t have the most friendly lighting setups. Being able to work with bad lighting is a skill that comes from experience.
The average cheap photographer most likely has neither the skill nor the right equipment to do the job. And yes, when it comes to dealing with bad lighting, the equipment does make a difference in the hands of someone who knows how to use it properly. You don’t want a bunch of missed moments because the photographer wasn’t able to handle the lighting and you ended up with shots that are dark, blurred, or both, right?
When you hire an established and experienced event photographer in Montreal, you’re not just paying for photos. You’re paying for reliability. They have the skills to get the job done and they’re using the right tools. This is where experience makes the biggest difference.
Quick takeaway:
The cheapest option often leads to missed moments, poor image quality, and unreliable results.
Mistake #2: Not Reviewing Full Event Photography Galleries
Highlight reels don’t tell the whole story. Looking at an Instagram profile is only going to show you a few curated highlights. Anyone can take one or two good shots. Luck happens. The difference between luck and skill is consistency. I’ve seen photographers with strong Instagram portfolios struggle to deliver consistent results across an entire corporate event.
In a good photographer’s portfolio, you should be able to see examples of what an entire day’s worth of coverage would look like. You want to see that they can handle fast-paced environments, bad lighting, impromptu portraits - everything that could possibly come up.
If you hire a photographer based on a few social media posts, you’re not getting the whole picture (pun intended). It’s possible that the few shots you see are the only good ones they were able to get from the event you’re looking at. You’re running the risk of hiring someone who actually doesn’t have much experience handling the kind of (possibly chaotic) environment you need them to perform in.
Quick takeaway:
Review full event galleries, not just Instagram highlights.
Mistake #3: Hiring a Photographer Without Corporate Event Experience
Photography is like music: it’s not all the same. The fact that someone is a great singer doesn’t mean they can sing any style. Just try to picture Pavarotti singing an AC/DC song. It doesn’t work at all, right?
It’s the same with photography. Different types of photography require different skillsets, tools and experience to handle the different workflow. Being a great family portrait photographer doesn’t mean they’re a great real estate photographer, for example. Similarly, being good at other kinds of photography doesn’t mean that someone is necessarily going to be good at corporate event photography. Corporate events move fast, and there’s no time to figure things out on the fly.
A corporate event photographer needs to constantly be aware of everything that’s going on around them to make sure they get whatever is happening. They also need to constantly think about the key shots you actually need. It’s not just about taking good photos, it’s about taking the right ones.
If it’s a large convention with events that take place in multiple rooms, they need to be on top of what’s happening in each location so they can be sure nothing important is missed. An inexperienced photographer can get overwhelmed easily and that will lead to missed shots. Corporate event photography in Montreal often involves challenging indoor lighting and fast-moving schedules, which makes experience even more important.
Quick takeaway:
Choose a photographer with proven corporate event experience.
Mistake #4: Not Defining Your Event Photography Shot List
If you don’t define success, you won’t get it. The photographer needs you to explain what it is that you’re looking for. If you can explain your use for the photos (PR marketing through social media, promoting future events, etc) the photographer will have a much better idea of what shots will fit your requirements. You should point out any VIPs that are in attendance or signage or branding that should be included in the shots. Any sponsors that have a presence on-site should be pointed out. Perhaps you might need shots of the setup before attendees arrive or emphasis on candid photos of people interacting with each other.
Many people overlook this step. The wrong photographer will let them. The right one will communicate with you to make sure you’ve told them what you need from them.
Quick takeaway:
Define a clear shot list and expectations in advance.
Mistake #5: Overlooking Event Photo Delivery Time
You need a clear indication of delivery time and how you can use the photos. Otherwise, you might find out that the photos will only be ready in two weeks and you won’t have anything for your social media deadline of tomorrow night. That’s a problem. In many cases, marketing teams need photos the next day—or even the same night. If that’s not discussed in advance, you’re stuck.
People tend to assume that the photos will be delivered right away because everything’s digital now. The truth is that it still takes a fair amount of time to get the photos ready. They still need to be processed, which takes time. Bad shots need to be culled from the collection and brightness and colour need to be corrected. This takes time, especially with multi-day events.
Photographers can sometimes go home with several thousand shots from a single day, especially if there is more than one photographer covering the event. Those shots need to be sorted through, which is a time-consuming process. A reliable photographer will make sure you’ve told them your deadline in advance and will either make sure they meet it or tell you before you sign them that they can’t do it in that timeframe.
Quick takeaway:
Confirm delivery timelines and usage needs before booking.
What Should You Look for in an Event Photographer?
When hiring an event photographer in Montreal, look for:
1. Proven experience with corporate events
2. Consistent full galleries (not just highlights)
3. Clear communication before the event
4. Understanding of business and branding needs
5. Reliable turnaround time
How Do You Avoid These Mistakes?
Avoiding these mistakes comes down to choosing an experienced event photographer, reviewing their work carefully, and clearly communicating your expectations before the event. This becomes much easier when you understand how event photography fits into your overall event planning and timeline.
Hiring the Right Photographer is About Reducing Risk
Remember why you’re doing this: your boss asked you to. This event is important and they’re trusting you to make sure it’s a success. You want to make sure everything is done properly. The photography is part of that and you need to make sure that you hire someone who’s already proven that they can get you what you need. Not every event needs the same level of coverage, but the ones that matter to your company deserve to be handled properly.
If you’re planning an event in Montreal or Ottawa and want to make sure nothing gets missed, I’m happy to walk you through what coverage would look like—and what you actually need based on your event.
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Ideally, you would want to start your photographer search once you have the date and venue confirmed. Remember that a photographer can only work one event at a time. Booking sooner rather than later is a good idea.
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There are several problems that can pop up, but here are three main ones: 1 -The photographer can’t handle the the lighting. You get blurry and/or dark photos. 2 - The photographer can’t keep up with the pace of the event. Many key shots are missed. 3 - They aren’t able to handle the large volume of photos and they can’t deliver by the deadline.
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In short: everything. An event photographer can be expected to get photos of every speaker and photos of the audience during large presentations, candid and posed portraits of attendees interacting with each other, close-up product shots and product displays during trade shows as well as sponsor branding and many other things.
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Of course! An experienced corporate event photographer is able to figure out a way to get the shots you need under all kinds of lighting conditions, even outdoor events at night.
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The short answer is yes, some photos can certainly be delivered the same day. You shouldn’t expect full delivery because there are simply too many photos for the photographer to go through in such short time, but they can certainly get a selection of key photos ready for delivery the same day if they know in advance.
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You can certainly try. The issue is that photographers can only book one event at a time. If you wait until the last minute to find someone, you’re going to have a difficult time getting someone with experience because many photographers will already be booked. Some photographers also shoot weddings and a wedding photographer is booked anywhere from 6 to 18 months in advance, for example.