Write one provisional scope and send the same version to everyone. It should state the date, place, programme, expected guest numbers, the moments that matter, what you need to receive and your budget range if you have one. When every proposal answers the same brief, the differences you see are real differences, not gaps in what you asked.
Collecting several proposals sounds simple. In practice, one photographer assumes four hours and another six. One includes a second photographer and another does not. One proposes two hundred edited photographs and another a full gallery. You end up comparing numbers that measure different things.
A little preparation fixes this. It sits within our wider guide to planning event photography.
Why do proposals differ so much?
Often the cause is not the photographers but the brief. If you leave out the length of the programme, each person fills the gap with their own assumption. Our guide on why equal coverage hours can produce different quotes explains how the same hours can still lead to different prices.
A common scope removes the guesswork. What remains are real differences in approach, experience and terms, and those are the ones you want to see.
What should the shared scope contain?
Keep it to one page. These headings cover what most proposals depend on.
| Item | What to write |
|---|---|
| Event and date | The occasion, the date, and any alternative dates |
| Place | Venue name, or area if not yet chosen |
| Programme | Key items with times, including breaks |
| Guests | Rough number, and any VIPs or groups to prioritise |
| Must-have moments | Three to eight, in order |
| Output | What you want to receive, in plain words |
| Timing | When you need the photographs |
| Budget | A range, or a request for options |
| Other needs | Access limits, dress code, people who prefer not to be photographed |
Our event photography brief builder produces a version of this you can copy and send.
What counts as a fair comparison?
A fair comparison asks each photographer the same questions and notes the same things in each reply. After the replies arrive, check:
- Is the coverage window the same, and what happens if the event runs late?
- How many photographers attend?
- What do you receive, in what form, and by when?
- Who owns the photographs, and what may you do with them?
- What is included in the price, and what costs extra?
Our quotation comparison tool puts replies into the same layout. Our guide on what a quotation should include lists the items to look for.
An example scenario
For example, a school committee is planning a 200-guest prize-giving evening and wants three replies. The committee sends one page to each photographer: date, hall, programme from 6pm to 9.30pm, the three moments that matter (prize presentations, the principal's speech, class groups), the need for a first set of photographs within a week, and a request for options at two levels of coverage.
Each reply then answers the same question. When one proposes a shorter window, the committee can see that the difference is real and decide whether it matters. Without the shared page, the committee would first have to find out whether the replies were about the same event.
What if you are not ready to write a full scope?
Write what you can, and say what is open. A provisional scope can say "date to be confirmed between two options" or "guest numbers between 150 and 250". The photographer then knows which parts may change. Our guide on planning photography for several dates explains how to present uncertain dates.
It also helps to decide how you will choose. Price matters, but so do style, clarity of the quotation and how well the reply understood your event. See our guide on how to choose an event photographer for questions to ask.
What happens when a proposal arrives?
Read it against your scope. If something is missing, ask. If something is added, such as an extra photographer, ask why they suggest it and what it changes. When we receive a scope, we reply with questions and a proposal for coverage. The date, crew, deliverables and quotation are confirmed in writing.
Keep a note of the date you will decide and tell each photographer. That is polite, and it avoids long waits on both sides.
How long should you wait before deciding?
Give each photographer a fair window to reply, and tell them the date you plan to decide. A few working days is common, though complex events may need longer. Be ready to answer questions in that time, because a quick answer from you helps a photographer give a better proposal.
If two proposals look close, a short call can show how each person thinks about your event. Ask them to describe how they would handle your single most important moment.
Checklist
- Fix the date and venue, or give the shortlist of dates.
- Write the programme with start and finish times.
- Estimate guest numbers, with a range if needed.
- List the must-have moments in order of priority.
- State what you want to receive, in plain terms.
- Say when you need to receive the photographs.
- Give a budget range, or ask for options at several levels.
- Set a date by which you will decide.
If you are collecting proposals, we are happy to respond to your written scope. Send us the same summary you give others, and we will tell you what we would need to confirm before quoting.
Send us your provisional scopeCommon questions
How many photographers should I ask?
Two to four is usually enough to compare without becoming confusing. More replies mean more time spent reading, and the differences between them rarely become clearer. Ask only people whose work suits your event.
Should I share my budget?
It is up to you. A range helps a photographer propose coverage that fits, and saves everyone time if the scope is unrealistic. If you prefer not to share it, ask for options at different levels and compare what each includes.
What if my scope changes after I send it?
Send the updated version to everyone and say what changed. Do not change the scope with only one photographer, or the proposals will no longer be comparable.
Is a free consultation the same as a proposal?
Not necessarily. A conversation helps you understand the approach, but a written proposal records what is included. Ask for the written version before comparing.
Send us your provisional scope
If you are collecting proposals, we are happy to respond to your written scope. Send us the same summary you give others, and we will tell you what we would need to confirm before quoting.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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