First corporate event...I need advice too.

[DoublyDan]

First off sorry for the long post, but I am trying to avoid all the clarification questions.

I am going to be doing my first event and would like for you all to give me some advice.

I'll be shooting a Corporate event. It's their Holiday party (they don't to call it a Christmas party because of the possibility of religious differences of their employees). The party will have approximately 400-500 people in attendance and they would like for me to do some walking around and shooting the various groups as they are mingling.
#1 In your experience would you shoot while they are eating? It's a buffet type dinner and everyone will be eating when they chose to do so.

At various predetermined times I will be shooting at my portrait/backdrop setup. I will be using my hot lights for this because, while I do have a couple of OCF's I have only limited experience with them. I may change my mind about this if I can get some more experience under my belt before the party.
My equipment does include a backdrop/BG light, hair light, fill light and key light (with soft boxes). I also have several reflectors that can be used for light sources. I was told that I will have plenty of room to work with, I am concerned that after filling up the room (which is pretty sizable) with attendees that my area may be smaller than anticipated. With that said:
#2I am concerned about my equipment being stolen, being in too little room or touched (think hot lights). Luckily this is an adult party, but there will be drinking and I suppose some of the attendees will be less than sober. I am thinking that the less studio equipment the better. What are your thoughts?

#3The groups that will be taking portraits will be of various sizes so I want to be able to cover all possibilities. I will be supplying the studio/portrait images online for purchase (print). What type or types of lighting setups should I prepare for? This is my first major event, so yes I am a rookie.

#4I was told to bring my White and Black backdrops. They will supply some props and I can use them if I need, but what kinds of props/furniture would you all use? Remember that there may be religious issues. I doubt it, but the company wants to play it safe. A Christmas Tree was mentioned as being supplied by the company and I was going to bring some wrapped boxes as gift props just in case.

#5I haven't written the contract but have a verbal agreement. Are there any issues that I should include as I am writing it.

#6Any other ideas, concerns or issues that I need to look out for?

[dracula02]

#1 No
#2 Always a possiblity, what's your contract state? Or you could bring a tag-along to watch your things.
#3 I'd suggest on camera speedlight for walking around and a regular studio setup with your BG in the foyer or wherever you are setting up your mobile studio
#4 Use one of your BG's (probably white, others may have a differing opinion) I don't know that I'd worry about bringing props. If it's at a hotel, you may be able to "borrow" some props from the lobby.
#5 Liability of your equipment, your shots not coming out or losing them, you'd like a meal provided and possibly the cost of you to come out (i.e. gas, trailer rentals, etc.) There may be other things, but I'll let someone else chime in.
#6 Stay on your toes...

[bigjon0107]

The first thing I would even think about doing is getting a contract signed by the company outlining compensation, liability, dates, times, etc, etc.

[DoublyDan]

Thanks guys. The contract should be signed by weeks end. As far as liability for camera equipment (wording) does anyone have a comprehensive example?

[bigjon0107]

Originally Posted by DoublyDan

Thanks guys. The contract should be signed by weeks end. As far as liability for camera equipment (wording) does anyone have a comprehensive example?

I dont with me, but I have the book Business and Legal Forms for Photographers and it is a great resource for this type of situation.

[DoublyDan]

I think that I saw this book at the library. I will have to go and see if its there.

[dracula02]

I'm sure google has some contracts you could look up. Also, I'm not sure if you've done a search in the "Contracts" thread on the Business forum here, but that would be another good place to start.

[PeteQ]

A couple of quick questions and not to try to rain on your parade but:

Do you have a business license? The work you are doing is likely taxable and you will be required to collect and report said tax. When working with a corporation you may be required to give them a tax id number.

Do you have liability insurance? If someone trips and falls over a cord etc. you can (and probably will) be a party to any lawsuit. I carry 2 million in liability insurance and many venues require a certificate of insurance as a prerequisite to shooting there. I am also incorporated so as to further insulate my personal assets should something bad happen. Parties and weddings usually mean drinking and drinking and light stands and stuff can spell trouble.

Do you have equipment insurance? If something of your does disappear can you get it replaced? And be sure to check about on location use versus home/studio use. My deductible is $500 at home and $1000 for location work. Just something to be aware of that there MAY be a difference.

Just some food for thought. Best of luck!

[DoublyDan]

In San Antonio Texas there is no such thing as a business license for home based photographers (sole proprietors). That is directly from the mouth of:

Hugo Villarreal
Economic Development Small Business Liaison
Small Business Division
Economic Development Department
City of San Antonio
(210) 207-3903
hugo.villarreal@sanantonio.gov


I do have insurances...Assumed name certificate...and state sales tax permit

I do want to be incorporated but that is in the future...

Thanks for the concern though.

DoublyDan added 8 Minutes and 9 Seconds later...Double Post Merged Below

So back to the questions.... anyone else want to give some advice?

[PeteQ]

Originally Posted by DoublyDan

In San Antonio Texas there is no such thing as a business license for home based photographers (sole proprietors). That is directly from the mouth of:

Hugo Villarreal
Economic Development Small Business Liaison
Small Business Division
Economic Development Department
City of San Antonio
(210) 207-3903
hugo.villarreal@sanantonio.gov


I do have insurances...Assumed name certificate...and state sales tax permit

I do want to be incorporated but that is in the future...

Thanks for the concern though.

Very cool! Glad to hear you have all the paperwork out of the way, that's the hardest part! If you keep good records and write good contracts it will make your life much easier! My accountant has saved me more than I could ever imagine when it comes to taxes too! Watch all the little city taxes too when it comes to those. Ft. Worth had some specific transit stuff depending on where you lived when I was there, as does where I live now in NY. Everybody wants their cut....

One other thing, with corporate gigs unless you specify and discuss, prior to accepting the job, your terms you may expect to wait 30-90 days for a check. It's not uncommon unless you make prior arrangements as your invoice goes in with all the rest.

[DoublyDan]

Thanks Pete for all the advice.

At this point in my career they will not be getting much money . But I do try to keep my fingers on the pulse of the city (as far as my money goes).

Taxes are a killer aren't they?

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Anyone else have some advice?

[kayumangi]

#1 No eating for me. If you're not comfortable with OCF then don't learn while on the job. On-camera flash with a bounce card should be enough.

#2 If you have insurance then it don't matter. Plus, I usually chit-chat with the DJ and gain their trust and leave my stuff at the their table. If I'm not comfortable with that I ask the venue if they have a store room but that's a bit of an extreme.

#3 The group shoots are standard, I have one light stand with two speedlites and two shoot-thru brolleys attached. And I shoot using PW to avoid any entanglement. It can get pretty crowded so the less equipment in the way the better for you.

#4 I don't know about furniture, most of the shoots I've taken are standing up as everyone are in a hurry to mingle.

#5 Well, unless you really know the client, you should have had a contract before you even started planning =)

#6 Enjoy the night and bring lots of business cards =)

[DoublyDan]

Thanks Marius...

Everyone I know that taking pictures while others are eating sounds kind of amateurish but I think that the meal part of the party is supposed to be a big deal...that's what I was told, that's why I asked.

The person in charge of the "celebration committee" is a prior client so I know that I pretty much have the event.

[kayumangi]

Originally Posted by DoublyDan

Everyone I know that taking pictures while others are eating sounds kind of amateurish but I think that the meal part of the party is supposed to be a big deal...that's what I was told, that's why I asked.

Hahaha. Well, I'm still learning the ropes as I keep breaking the cardinal rules of a 'professional'.

The no eating thing is just something I picked up while shooting weddings, I'm not necessarily shooting but I devote the time to adjusting my lights (I do a lot of OCF) and scouting for interesting people and scenes.

[DoublyDan]

Originally Posted by kayumangi

Hahaha. Well, I'm still learning the ropes as I keep breaking the cardinal rules of a 'professional'.

The no eating thing is just something I picked up while shooting weddings, I'm not necessarily shooting but I devote the time to adjusting my lights (I do a lot of OCF) and scouting for interesting people and scenes.

Marius...
This comment was not directed at you. I don't think I will have time to eat, so I will have to do that before the party starts and maybe get a plate made to eat afterward. Oh and believe me, I know that I am one of the least experienced photogs on this site, but I'm trying...I was not trying to be critical of anyone. I hope that I did not come off that way.

I was just trying to ask if I should highlight what the meal is and maybe try to catch some of the sillier people while they are eating (spoon in hand...not in mouth)?