What’s it for?
Before we get to the list, I ask what the event is for. It isn’t an editorial shoot, even when I shoot it in that style. It’s a record of what actually happened that day. Tell me if the photos need to help you hire, thank the people who showed up, or sell next year’s event, and the list mostly writes itself. When a shot list is hard to write, it’s usually because that question hasn’t been answered yet.
What’s a shot list, and do I need one?
It’s the handful of frames that have to exist when the day’s over, the ones somebody’s going to ask for.
You need one if anybody other than you is going to use the photos. Sponsors, the board, next year’s marketing. If it’s just a record of the night, don’t bother.
What belongs on it
Here’s what’s worth writing down:
- The people who have to appear: your executive director, the keynote, the award winners, the donor who funded the room. Names and a description, or a photo, if I haven’t met them.
- The moments that only happen once, like the ribbon cut, the check handover or the standing ovation. There’s no second take.
- What sponsors were promised: logos, banners, activation spaces, and anyone who was promised they’d show up in the recap.
- The room before anyone’s in it. An empty, finished room is what next year’s sales deck runs on.
What doesn’t belong on it
Anything you want “a few of” is coverage, and it’s my job to get it without being told.
Long lists of posed groups. Every group photo costs three to five minutes of somebody’s evening. Thirty of them is two hours you didn’t plan for.
How specific should it be?
Specific about people and moments, loose about everything else. If it reads like a schedule with names attached, you’ve got it right.
When should you send it?
Whenever you’ve got it. A week out is great, the morning of is fine, and if you hand me something at the door I’ll work from that.
If something needs setting up, like a posed group, a portrait corner or a specific backdrop, tell me ahead of time and it’ll be ready. Everything else I can just go capture.
