Record what the partners actually did: the stall that families used, the activity that ran, the prize that was presented. Agree beforehand which partner images are wanted and who may receive them. Employees and children appear in partner images only within the arrangements the company has approved, and not by default.
At a corporate family day, partners often provide the inflatables, the face painting, the food stalls or the prizes. Their contribution is real, and the company usually wants to thank them. The photographs that do this well are specific, and they respect the families who are also in the frame. This page sits within our guide to corporate family-day photography.
What do partners actually want?
Ask them. A sponsor may want to see their name on a stage banner, families using their product or a presentation moment. An activity provider may want pictures of the activity running well for their own records. The requests differ, and not every request is reasonable for the day.
The company decides which requests to accept. Writing them down before the day prevents a photographer being handed ten different instructions by ten different partners.
Worth documenting, and what is less so
| Partner contribution | Worth documenting | Less useful |
|---|---|---|
| Activity provider | The activity in use, with participants enjoying it | Empty equipment before the day starts |
| Sponsor stall | Families visiting the stall | Staff posing alone behind the counter |
| Prize sponsor | The presentation moment | A table of prizes with no people |
| Venue or catering partner | Food service and families dining | Close shots of food that is not eaten |
Our sponsor photography checklist helps you list these and decide who receives what.
Employees and children in partner images
A photograph taken to thank a sponsor may include employees and their children. Those people agreed to attend a family day, not necessarily to appear in a partner's material. The company should decide whether partner images show identifiable people, and tell employees what to expect.
For children, the decisions rest with the company's authorised process and the parents or guardians. Read children's event photographs: questions authorised adults must resolve before you agree to supply any partner with images showing children. In many cases, wide shots of activities and branding, without identifiable children, meet the partner's needs.
Who sends what to whom?
The simplest route is for the company to hold the full gallery and share a selected set with each partner. The photographer does not send images directly to partners unless the company asks and the quotation says so. Sharing event images with sponsors, venues and other suppliers explains the questions to settle, including what the partner may do with the images afterwards.
Law, contracts and optional company policy all affect this, and they are different things. We do not give legal advice. If you need an interpretation of personal data rules for sharing images with third parties, ask your own legal or data protection adviser.
An example of a balanced plan
For example, imagine a family day with three activity providers and two sponsors. The company agrees that each partner receives ten images of their activity or stall in use, with no close-ups of children, and one image of the stage presentation.
The run sheet gives the photographer fifteen minutes with each partner during quieter periods, with the prize presentation fixed in the programme. The rest of the day follows the family coverage plan. If a sponsor asks for more, the organiser decides, not the photographer.
Thanking partners without crowding the day
A thank-you does not need a long photo session. A short moment on stage, a single image with the partner's representative and the families enjoying the activity are often enough. Ask each partner for one or two images they would value most, then plan around those. This keeps the request realistic for the crew and for the families who are enjoying the day.
Protecting family coverage
Partner coverage should not use up the time set aside for families. If the day is busy and both matter, ask us whether a second photographer is a sensible addition. Our guide to when family-day attractions run alongside the opening programme shows how to prioritise when many things happen at once.
Next step
Send us your partner list and what each is expected to provide. We confirm the coverage, the crew and the image-use terms in writing, so your thanks to partners and your care for families both fit within one plan.
Checklist
- List each sponsor and activity provider with their contribution.
- Ask each partner what images they would value.
- Decide which partner requests the company approves.
- Agree whether children may appear in partner images, and how.
- Decide who sends images to partners and in what form.
- Note any partner branding that must or must not appear.
- Allow time in the run sheet for partner moments.
Send us the list of sponsors and activity providers with what each is contributing, and we will plan which moments to record and how the images may be shared.
Plan sponsor coverage for our dayCommon questions
What counts as a worthwhile sponsor photograph?
A photograph that shows the contribution in use: families at the sponsor's stall, children enjoying the provider's game, a prize presented on stage. A signboard alone says little. Ask each partner what they would like to see, then decide which requests the company agrees to.
Can sponsors have photographs of children?
Only if the company, through its authorised process and the parents or guardians, has agreed. Treat this as a decision for the organiser. Many companies choose to give sponsors images that show activities and branding without identifiable children.
Who sends photographs to sponsors?
Decide this in advance. It is usually simpler for the company to receive the full gallery and pass on a selected set. Our guide to sharing images with sponsors, venues and other suppliers sets out the questions to settle.
Does sponsor coverage reduce family coverage?
It can if time is limited. A photographer standing at a booth is not at the games. Decide how much time sponsor recognition deserves, and consider a second photographer if both matter.
Can providers use the photographs in their own marketing?
Not unless the company and the people shown have agreed. Ask the provider what use they want, and settle it in writing before the day. Our quotation records the image-use terms we have agreed with you.
Plan sponsor coverage for our day
Send us the list of sponsors and activity providers with what each is contributing, and we will plan which moments to record and how the images may be shared.
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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