Supporting people who cannot easily access the planned photo location

Photo locations are often chosen for the view: a garden, a staircase, a lakeside, a rooftop. They can also be chosen for convenience, and a path that is easy for most people may be difficult for some. Access works best when it is part of the plan, not an afterthought.

This guide belongs to our overview of comfortable and inclusive event photography. It looks at planning an equivalent alternative so that nobody is left out of a key photograph.

Why plan early

A last-minute fix puts the guest in an awkward position. Everyone waits while a solution is found, and the guest may feel they are causing a problem. When the alternative is part of the plan, there is nothing to apologise for.

Early planning also gives you more options. The venue may have a ramp, a lift or a second entrance that you can use. The photographer may need time to check the light.

Check the route and the spot

A short walk-through before the day answers most questions. Look at:

• the distance from the main area;
• steps, slopes, kerbs and uneven ground;
• doors, narrow passages and crowded corridors;
• shade, weather and seating along the way;
• space at the photo spot for everyone to stand comfortably.

Our venue photography checklist covers these items. For difficult outdoor ground, our guide on hillside, uneven and difficult-access outdoor venues offers more detail. A venue recce may also change your plan, as described in our guide to when a venue recce changes the photography plan.

Three ways to solve it

Approach	How it works
An equivalent accessible spot	Choose a location with similar light and background that everyone can reach
The group comes to the guest	Take the photograph where the guest already is, with the group joining them
Two photographs	One at the original location, one at an accessible spot, with the same group

Each approach has trade-offs. A different spot may have less dramatic scenery. Moving the group takes time. Two photographs need a longer slot. Choose the option that suits the people involved.

Ask, do not assume

Talk to the guest or their family early. Ask what would be comfortable, and offer options. Avoid questions that imply doubt, such as "Can you manage?". A better question is "We are planning the photographs at the garden and at the lobby. Which would you prefer?"

The guest decides. Our personal photography preference note is one way for a guest to write down their wishes.

Changing the sequence

Sometimes the easiest fix is to change the order. If the photograph at the staircase needs a long walk, do the group photograph first, in the lobby, and then take the scenic photographs afterwards with those who wish to go. This way, the key photograph includes everyone.

An example

Imagine a family wedding at a garden venue with a lakeside path. The couple wants a group photograph by the lake. The groom's grandmother uses a wheelchair, and the path has steps near the end. The couple asks the venue about a ramped route and learns it adds ten minutes. They decide to take the group photograph on the lawn near the entrance, where there is similar greenery and soft light, and then go to the lake for a smaller group. The photographer confirms the plan in writing, and the day runs smoothly.

Weather and backup plans

An accessible alternative should also work in rain or heat. Our outdoor alternative plan helps you think through shelter, shade and indoor options. Keep any change to the plan in writing, and update it if the venue changes. The venue-access change and recheck tracker is a simple way to record updates.

What we confirm in writing

The quotation states the date, venue, crew, coverage hours and deliverables. We also record the agreed photo locations and the alternative. If a location or route is not suitable for our equipment or the crew, we say so before the day.

Questions to prepare

• Which guests may find the planned location hard to reach?
• What does the venue offer: ramps, lifts, other spots?
• What would the guests prefer?
• Is there a similar spot with light and background that works?
• Who confirms the change with the venue and the crew?