Galas are a lot. Arrivals, cocktail hour, the program, the awards, the paddle raise, the dance floor. Something is always happening, and half of it happens at the same time.
The planners who get the best photos aren't lucky. They send their photographer a plan. Here's what goes in it.
1. Send the run of show
Times for arrival, the program, speeches, awards and the after-party. If an award winner is only on stage for 90 seconds, I need to know which 90 seconds.
2. Make a must-have list
Write down the shots you'll need after the event: honorees, board members, sponsors, the big check, the sponsor who bought three tables. If it's going in a recap, a sponsor report or next year's deck, put it on the list.
3. Match the team size to the room
One photographer can cover one thing at a time. If arrivals and the cocktail hour overlap, or you want a step-and-repeat covered while the program is running, book a second photographer. Each extra photographer on standard coverage is $250 an hour.
4. Decide when guests get their photos
Standard coverage delivers a fully edited gallery within 3 days. Instant Photography gets photos to guests during the event through a QR code, matched by face recognition. For a fundraiser, that means guests are posting your event while the paddle raise is still happening.
5. Give the arrival some energy
The Paparazzii Experience puts four suit-and-tie photographers at your arrival for 2 hours. Every guest gets a celebrity-style photo moment and their photos within seconds. Guests share their contact info to get their photos, so you also leave with a list of everyone who came.
6. Sort out the backdrop
We bring the photographers, cameras and lighting. You, your client or the venue handle the step-and-repeat or backdrop. Put your sponsor logos on it and every arrival photo becomes a sponsor photo.
7. Book early
We cover three events a night, max, and gala season fills up. Lock your date as soon as you have a venue.
What to send your photographer
• Date, venue and start time
• Guest count
• Run of show
• Must-have shot list with names
• A contact on site who knows the VIPs
• Whether you want instant guest delivery, a standard gallery or both
Quick answers
How many photographers does a gala need?
One per thing happening at the same time. If two things overlap, book two.
How much does gala photography cost in Houston?
Standard coverage is $250 an hour per photographer with a 2-hour minimum. A 4-hour gala with 2 photographers is $2,000. Get your exact number at peoplespaparazzii.com/corporate.
Can guests get photos during the gala?
Yes. With Instant Photography, guests scan a QR code and get their own photos during the event.