Enter the people who will use the images, what they will use them for, the subjects, formats, deadlines and the approver. The planner builds an output matrix that ties each image need to a coverage moment. It separates the licence to use an image from the approval to publish it.
What this planner does
It links image needs to the moments that produce them. If the communications team needs a speaker portrait and the annual report needs a wide shot of the hall, the matrix shows which coverage moments those depend on.
That helps us plan crew position and timing, and it helps you check that nothing important is missing from the brief.
How to use it
- List the image users and what each will do with the photographs.
- For each use, add the subjects, the format and the deadline.
- Name the approver for each use.
- Mark the licence you need and the approval that must happen before publishing.
- Review the matrix and the moments it points to.
Reading the result
Each row is a need. Rows that depend on the same moment can often share one plan. Rows with tight deadlines show where an early selection of images may be needed, and our live-event rolling photo planner covers that case.
The guide to using event photographs for business and reporting explains the common uses, and different image packs for media, sponsors and internal teams shows how to split them. If several parties review images, read image approval across marketing, agencies and leadership.
Assumptions and limits
The planner does not promise business outcomes and does not grant permission. Usage terms are written in the quotation. Our overview of corporate photography proposals explains how those proposals are structured.
Keep the licence and the approval as two separate columns throughout. Personal, internal, press and advertising uses are different questions with different needs. Your entries stay in your browser unless you save them on this device.
Checklist
- List every team or agency that will use the images.
- State each use: press, social, report, internal or other.
- Name the subjects and moments each use depends on.
- Note formats, crops and captions needed.
- Give a deadline for each delivery.
- Name the approver and a backup.
- Record what the usage licence must cover.
Send us the matrix and we will quote the images you need and the delivery milestones, and tell you which moments need extra attention to produce them.
Quote our image needs and datesCommon questions
Why separate usage licence from publication approval?
A licence says how an image may be used. Approval says whether this particular image may go out. A photograph can be licensed for the website yet still need sign-off from a director or a featured colleague before it is posted.
Does the planner tell me what results the photographs will bring?
No. It does not predict business results. It only helps you specify the images, so the right ones are taken and delivered in the formats each team can use.
Can one photograph serve media, social and the annual report?
Sometimes. The needs differ in crop, size and caption. List them together so we can plan frames that work for several uses, and ask what each use requires.
Who should be the approver?
Name one person with authority to say yes, and a backup. If approval sits across marketing, agency and leadership, agree the order of review before the event.
Quote our image needs and dates
Send us the matrix and we will quote the images you need and the delivery milestones, and tell you which moments need extra attention to produce them.
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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