Delivering event photos: a checklist for media teams
From card to client in a day, with the sizes people will actually post.
The best event photos lose value every hour they sit on a card. Artists want to post the morning after, promoters want photos for the next event page. Fast and organized beats perfect and late.
Night of
- Shoot the artist, the crowd, the room and the details (flyer, decks, signage). Promoters need all four
- Get a few clean portraits of each artist away from the booth if you can
- Back up the cards before you sleep
Next morning: a first look
Send each artist five to ten of the best shots within 24 hours. A quick first look gets you posted and tagged while people still care about the night. The full gallery can follow.
The full gallery
- Cull hard. Twenty great photos beat two hundred good ones
- Group by artist or by part of the night, so people can find themselves
- Export the sizes people post: 4:5 for feed posts, 9:16 for stories, full size for press
- Set your credit and usage terms on the gallery so they travel with every file
- Send each artist their photos, not a link to everything
Sizes that get posted
See photo sizes for social for the exact numbers.
After
Follow up once: ask the artist to tag you, and ask the promoter if they want you back. A short thank-you with three of your favorite shots works better than an invoice reminder.
On presskit
Upload a whole night, cull with sharpness and duplicate checks, and send each artist their own delivery. They accept it into their library, and their EPK pulls from there with your credit on every photo.