Event Photography Service Request Form

Please remove this client intake form insights section before publishing.

Here’s a detailed breakdown of the Client Intake Form, explaining why each section is important and how it helps photographers deliver the best service while managing client expectations.

1. Client Information

Purpose:

• Ensures basic contact details for follow-ups and contracts.
• Identifies the event type (wedding, conference, etc.), which dictates the photography approach.
• Venue & guest count help in planning gear, lighting, and logistics.

Key Insights:

• Knowing the event duration prevents under/over-booking.
• Multiple venues may require travel time or additional fees.

2. Photography Services Selection

Purpose:

• Helps clients choose coverage level (full-day, half-day, hourly).
• Second photographer is crucial for large events (e.g., weddings).
• Deliverables (digital gallery, prints, albums) set expectations for final products.

Key Insights:

• Hourly vs. full-day pricing impacts budget discussions.
• Additional services (drone, photo booth) can upsell revenue.
• Special requests reveal unique needs (e.g., cultural traditions)

3. Service Options Section:

• Purpose: Offers a detailed menu of photography services, allowing the client to select the specific options they require.
• Significance:
  Specificity: Breaks down photography services into granular categories (e.g., e-commerce, catalog, headshots), ensuring clarity and avoiding ambiguity.
  Customization: Allows clients to tailor the service package to their specific needs.
  Post-Production/Retouching: Addresses crucial post-processing requirements, including file formats and retouching levels.
  Usage Rights: Defines how the client can use the photographs, protecting the photographer's intellectual property and ensuring proper licensing.

4. Detailed Expectations Section:

• Purpose: This is the most crucial part of the form. It aims to capture the client's vision and creative direction in detail.
• Significance:
  Vision Clarity: The open-ended question encourages clients to articulate their desired style, mood, lighting, and composition.
  Reference Materials: Prompts clients to provide examples or inspiration, helping the photographer understand their aesthetic preferences.
  Reduced Miscommunication: By gathering detailed information upfront, the photographer can minimize misunderstandings and ensure the final product aligns with the client's expectations.
  Creative Direction: Allows the photographer to truly understand the clients desired outcome, and allows the photographer to use their skill to bring that vision to life.

3. Client Expectations & Event Details

A. Event Timeline & Key Moments

Purpose:

• Helps photographer plan shots around critical moments (e.g., vows, speeches).
• Avoids missing important events due to poor scheduling.

Key Insights:

• For weddings: First look, cake-cutting, dances.
• For conferences: Keynote speeches, networking sessions.

B. Shot List & Priorities

Purpose:

• Identifies must-have shots (family groupings, decor details).
• Prevents post-event disputes ("You missed Uncle John!").

Key Insights:

• Corporate clients may want branding shots (logos, staged group photos).
• Wedding clients often prioritize emotional moments (first kiss, parent reactions).

C. Style Preferences

Purpose:

• Aligns editing and shooting style with client tastes.
• Avoids dissatisfaction with final edits (e.g., "We wanted moody, not bright!").

Key Insights:

• Traditional = Posed, formal.
• Photojournalistic = Candid, storytelling.
• Editorial = Magazine-like, dramatic.

D. Editing & Delivery Preferences

Purpose:

• Sets turnaround time expectations (24hrs for conferences vs. 6 weeks for weddings).
• Clarifies if B&W versions are needed.

Key Insights:

• Some clients want fast previews for social media.
• Editing style (light & airy vs. dark & moody) affects post-processing workflow.

E. Permissions & Restrictions

Purpose:

• Avoids legal issues (e.g., no-photography zones in venues).
• Ensures privacy for certain guests (e.g., celebrities, sensitive family situations).

Key Insights:

• Some venues require insurance or permits.
• Conferences may have NDA requirements.

4. Additional Notes & Agreement

Purpose:

• Captures last-minute requests or unique concerns.
• Client signature formalizes agreement before the contract.

Key Insights:

• Photographer’s notes help in personalizing service (e.g., "Bride is shy, avoid aggressive posing").

Why This Form Works

1. Prevents Miscommunication – Every detail is documented upfront.
2. Streamlines Workflow – Photographer knows exactly what to prepare.
3. Upsell Opportunities – Clients can add services (drones, albums).
4. Legal Protection – Permissions and restrictions are in writing.

Improvement Suggestions:

• Add a budget range field to tailor packages.
• Include a weather contingency plan for outdoor events.
• For weddings: Ask about cultural/religious customs that may affect photography.