Handling conflicting instructions from the client and event agency

Many events are run by a client, an agency and several suppliers. Each has its own priorities. When all of them speak to the photographer, instructions can overlap, and sometimes they clash. A little planning makes the photographer's job straightforward.

This guide is part of our overview of booking event photography and agreeing the scope.

Why do instructions conflict?

Conflicts rarely come from bad intent. They come from different information, different roles and different timing. The client may have approved a shot list months ago, while the agency has since updated the programme. The agency may be protecting a sponsor's needs, while the client's team wants candid images.

When the photographer is in the middle, the safest course is to ask for clarity rather than choose a side. That only works if there is someone to ask.

Who decides?

Write down the answer in plain terms. A simple structure often works:

1. The client decides what the photography is for, the budget, and how images may be used.
2. The agency manages the programme, the timings and the day-to-day contact, within the client's brief.
3. One named person settles disagreements about photography on the day.

Your arrangement may differ. Perhaps the agency is the client, or the client's marketing team and legal team both have views. Whatever it is, state it. Our guide on agreeing photography priorities with several decision-makers helps when several people have a say.

How do you share one version of the brief?

Send the same brief, programme and shot priorities to both parties at the same time. Keep one master version, and date it. When it changes, send the update to both and mark the earlier version as replaced.

Our guide on recording the final photography brief before event day lists what a final brief should contain, and the brief handover tracker keeps versions and approvals together. A shared version prevents the situation where each party is working from a different file.

What should be escalated, and how?

Not every difference needs escalation. Small matters, such as which table to photograph first, can be settled by the day-to-day contact. Escalate when the instruction would change:

• the coverage hours or the number of photographers
• a priority moment or who must be photographed
• the cost
• how the images may be used
• an access or privacy matter

Agree the route: who is called first, and who after. A named backup helps; see our guide on assigning a backup contact.

An example scenario

For example, imagine a brand launch managed by an agency for a client company. The client's marketing manager wants candid images of guests. The agency's producer wants every guest photographed at the backdrop for a sponsor.

Before the event, the two agree that the client's marketing manager has the final say on photography priorities, and the producer manages timings. On the day, when the producer asks for more backdrop time, the photographer checks with the marketing manager by message. The answer comes in two minutes: backdrop for the first hour, then candid coverage.

What if the agency and client disagree about image use?

Image use is a common source of conflict. An agency may want to post images quickly for its own channels, while the client expects to approve first. Neither side should settle this through the photographer. Ask the client to state, in writing, who may use the images, where, and whether approval comes first. Share that with the agency and with us. Our guide on personal, internal, press and advertising uses explains how uses differ, and we deliver in line with the written instruction.

What does the photographer do without an answer?

If neither can be reached, the photographer follows the latest written brief and notes the decision afterwards. This is a fallback, not a plan. If the situation is likely to recur, add a rule to the brief: for example, "if no one answers within five minutes, continue with the written priority list".

Our guide on approving extra photography work during an event covers changes that add work, and the photography responsibility planner helps list who decides what.

What we confirm

We confirm the date, venue, crew, deliverables and quotation in writing, together with the names of the decision maker, the day-to-day contact and the backup. We also confirm the version of the brief we are working from and how updates will be shared.