Enter each sponsor or exhibitor, the visibility you agreed, their activations and what they need for reporting. The checklist gives you an evidence list for each sponsor, with a suggested folder and caption plan. It documents real activity only, and does not stage attendance or claims.
What this checklist does
It turns sponsor agreements into a short list of photographs to look for. Instead of "get some sponsor shots", you have a line for each visibility promise and each activation.
That makes it easier for us to plan where the crew stands and when, and easier for you to send each sponsor an honest record afterwards.
How to use it
- Add each sponsor or exhibitor and the role they play.
- Enter the visibility agreed, for example signage, a stage mention or a booth.
- Add the activations and the time they happen.
- State what the sponsor needs for reporting.
- Review the evidence list, folders and captions.
Reading the result
Each row is something that can be photographed as it actually happened. If two activations overlap in different places, one photographer cannot cover both, so read about unexpected simultaneous moments and consider extra crew.
The guide to sponsor evidence that reflects what happened explains why accuracy matters. For captions and credits, see accurate captions, credits and event context.
Assumptions and limits
The checklist documents real activity. It does not stage attendance, invent crowds or support claims the event cannot back up. Exhibition organisers will find more in our guide to exhibitor and brand-activation photography.
Sharing images with sponsors needs clear rules; sharing event images with sponsors, venues and other suppliers covers what to settle. Track who approved what with the image-use and approval register. Your entries stay in your browser unless you save them on this device.
A hypothetical example
Suppose a conference has a title sponsor with a stage mention and a booth, and a smaller sponsor with a lunch table. The checklist would list the stage mention, the booth during busy and quiet periods, and the lunch table with guests actually using it. Each gets its own folder and a caption naming the sponsor and the activity. The smaller sponsor receives an honest record of a quiet table rather than a staged crowd.
Checklist
- List every sponsor, exhibitor and partner.
- Write the visibility each was promised.
- List the activations: booths, signage, stage mentions, giveaways.
- Note what each sponsor needs for their own report.
- Plan folder names and caption details.
- Check any sponsor names or logos that need approval.
- Name the person who will review images before sharing.
Send us the checklist and we will plan coverage of the agreed obligations, and tell you where the schedule makes some of them hard to photograph.
Commission sponsor coverageCommon questions
Can the photographer stage a sponsor moment that did not happen?
No. Photographs should show what took place. If a sponsor activity ran in a quiet hour, the record shows that. Staging a crowd or a presence that was not there can mislead the sponsor and your own reporting.
How many photographs does each sponsor need?
That depends on what you agreed with them, so ask the sponsor what evidence they expect. List it in the checklist and we will plan the frames, rather than guessing a number.
How should folders be organised?
One folder per sponsor works well, with sub-folders for each activation. Add a short caption plan with names, titles and what is happening, checked with the sponsor if names matter.
What if a sponsor wants images before the event ends?
Mark that need in the checklist. Early delivery needs a staffing plan, so we will confirm what is feasible and quote it separately.
Commission sponsor coverage
Send us the checklist and we will plan coverage of the agreed obligations, and tell you where the schedule makes some of them hard to photograph.
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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