Enter the scope, your organisation's requirements, who approves, the quotation deadline, the deliverables and the documentation you actually need. The builder produces a request template and an approval checklist that reflect your stated process. It does not invent any rules.
What this builder does
It turns your needs into a request for quotation. Each supplier then answers the same questions, which makes a fair comparison possible. The builder also produces an approval checklist, so you know who must see the request before it goes out.
How to use it
- Describe the event, date, venue and what must be photographed.
- Enter your organisation's requirements, in your own words.
- List the approvers and what each must confirm.
- Set the quotation deadline and the decision date.
- List the deliverables you need and the dates you need them.
- Enter the documents you require with a proposal.
- Press the button and copy the brief.
Reading the result
The brief is organised in the order a supplier needs: the event, the coverage, the deliverables, the terms to quote and the deadline. Below it, the approval checklist shows who signs off on what. If a field is blank, the brief marks it as not specified. It does not fill in a rule or number on your behalf.
Keep the request neutral. Ask every supplier for the same items, such as hours, number of photographers, travel and delivery. Our guide to what an event photography quotation should include lists the usual lines, and why equal coverage hours can produce different photography quotes explains differences you should expect.
What to do next
Send the request to the contracting entity. When replies arrive, compare them with the photography quotation comparison. For business uses of the images, add the corporate photography deliverables planner. Our page on corporate photography proposals explains how we respond, and booking event photography and agreeing the scope covers the steps after you choose.
Assumptions and limits
The builder reflects the process you describe. It does not state any government, tax or legal obligation, and it should not replace your organisation's own policy. Keep personal data out of the brief unless it is needed.
Send the brief to us and name the contracting entity, and we will reply in writing with a proposal that follows your structure.
Send our brief for a proposalCommon questions
Does the builder know my organisation's rules?
No. It reflects only what you enter. Check your own procurement policy for approval limits, forms and numbers of quotations, and add them to the brief.
What documents should I ask for?
Only the ones you need to decide or to file. Typical examples are a written quotation, a scope description and the delivery terms. Add formal documents only if your process requires them.
Should I share the budget?
That is your choice. If you share it, state whether it is a limit or a guide. If you do not, ask for options that show what changes with scope.
Who should receive the request?
The entity that will contract and invoice for the photography. Name it, so the proposal is addressed correctly.
Send our brief for a proposal
Send the brief to us and name the contracting entity, and we will reply in writing with a proposal that follows your structure.
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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