How is the price of event photography determined? A thorough explanation of the breakdown of the average costs!

LIFE.14 inc
1 day ago
14 min read

The cost of event photography is not simply determined by the duration of the shoot or the number of photographers.

The final price is calculated based on a combination of factors, such as the scale and content of the event, the filming arrangements, editing work, and delivery method.

In fact, filming costs include various items such as the cameraman's labor and equipment costs, as well as travel costs and costs for lighting and sound staff.

If you do not understand these assumptions, it will be difficult to judge the market value and reasonableness of the estimate presented.

In this article, we will explain how the cost of event photography is determined and what the breakdown of costs consists of.

How much does event photography cost?

To conclude, the cost of event photography varies greatly depending on the content and scale, so it is not possible to say that the going rate is around XX yen.

For example, recording a small in-house seminar and filming a large international conference will require different staff and equipment, and the costs will also differ.

When photographing an event, it is important to first get a quote based on your specific requirements.

You can get an idea of the appropriate cost by contacting multiple production companies and checking the estimated price and breakdown based on your conditions.

To find out the plan and price that suits your company's event, we recommend that you request a quote by stating your specific requirements, rather than relying solely on market prices.

Factors that affect the cost of event photography

The cost of event photography is not a flat rate package, but is calculated individually depending on the content and conditions of the shoot. Let's take a look at the main factors that determine the price. The main factors that affect the cost of event photography are as follows:

personnel
time
equipment
Event Details
Event size
Photo or video?
Shooting range

As mentioned above, costs are calculated from various perspectives, so it's helpful to understand which points apply to your company's needs. Let's take a closer look at each of these factors that affect the price of event photography.

personnel

The number of crew members working on the shoot will be directly reflected in the price.

The amount of labor (labor costs) required will vary depending on whether the content can be completed by one cameraman or whether multiple camera crews are required.

Generally, shooting with a small number of people keeps costs down, while large-scale shooting requires multiple staff members and tends to be more expensive.

For example, even at a corporate seminar, the camera positions and number of staff required will be different depending on whether you are photographing only the speakers or both the speakers and the audience, resulting in different costs.

If necessary, sound and lighting staff may be added, which will add to the cost.

time

The amount of time you spend on the shoot is also an important factor that will affect the price.

The longer the time commitment, including not only the actual shooting time on the day but also the pre-shooting, equipment setup, and cleanup after the shoot, the more labor required will increase, which will be reflected in the price.

Many professional photographers charge by the hour, half day, or full day, so the longer you are required to keep them on hand from the start to the end of the event, the higher the cost will be.

For example, if you compare an event that takes half a day with an event that takes from morning to evening, the latter will tend to be more expensive because it requires nearly twice as much labor time.

Also, additional fees may apply if the shoot takes place early in the morning or late at night, or for a long period of time, so it's a good idea to check in advance.

equipment

The required filming setup and equipment will vary depending on the content of the event.

The equipment rental and operating costs differ depending on whether a single camera is sufficient or whether multiple cameras or special equipment are used.

Basically, any shoot will incur photographer fees (labor costs) and equipment costs, and equipment costs in particular will vary depending on the performance and number of cameras used.

The more high-performance cameras and lenses, external strobes and lighting equipment, sound-collecting microphones, stabilizing equipment such as tripods and gimbals, and even drone photography you use, the higher the price tends to be, along with the improved quality.

Even if multiple people are shooting at different locations simultaneously, the cost will increase as the amount of equipment increases.

If you have requests such as "I want to shoot up to this point" or "I want to record this scene in high image quality," the equipment configuration will be tailored to meet your requests, so keep in mind that the quality of the equipment will affect the cost.

Event Details

The preparations required of the photographer and the scope of support on the day will vary depending on the content of the event.

At events where the program progresses constantly and stage events that make extensive use of directing, photographers need to be able to respond flexibly and make advanced judgments according to the situation.

For example, at international conferences that require simultaneous interpretation or award ceremonies with many live performances, advanced skills and preparation are required to capture the best possible camera angles and audio recordings.

On the other hand, if the progression is simple and the shooting points are limited, it is relatively easy to keep the labor costs down.

The complexity of the event content and whether or not it will be staged will affect the required filming setup and the amount of post-processing (editing), and this will also be reflected in the price.

The appropriate shooting plan will vary depending on "which scenes are most important" and "what kind of atmosphere you want to record," so it is important to share your image of the content with the photographer in advance.

Event size

The scale of the event, such as the number of attendees and venue size, also makes a clear difference in the cost of photography.

Generally, the larger the event, the more filming staff and equipment will be required, and the higher the cost will tend to be.

For example, a hall event for 100 people may require a sub-camera and a wide-angle camera that captures the entire venue in addition to the main camera, and may also require a pin microphone and sound staff to pick up the voices of all the speakers.

This will add to the cost of labor and equipment.

On the other hand, small seminars with up to a few dozen people can often be handled with a minimum of one camera and one or two staff members, and smaller events tend to be easier to keep costs down.

At LIFE.14, we specialize in filming and managing small, closed events (up to 100 people) with high quality and high density, rather than large-scale events.

We smoothly manage international conferences with highly specialized content, such as diplomacy, international business, and security, and provide high-quality photography services with the precise and flexible response that only small-scale events can provide.

It's reassuring to hire a company that has expertise in handling events of the scale of your company.

Photo or video?

The work content and structure required for photography and videography are different.

Even if you are recording the same one-hour event, with photos you can capture the best shots at each moment and then select and retouch them later, whereas with video you record the video and audio from start to finish, and this requires even longer editing work.

In fact, it is common for video editing to take 5 to 10 times longer than an hour of shooting.

Therefore, when shooting a video, in addition to the time spent by the filming staff, the labor costs of the editing engineer and the cost of editing equipment and software are added, resulting in a different cost structure than when shooting a photo shoot.

Furthermore, video production involves specialized processes such as inserting subtitles and background music, adjusting colors, and removing noise, which increases the range of skills required.

For these reasons, videography generally tends to be more expensive than photography.

Of course, photos also require retouching afterwards, but the crucial difference between photos and videos is that the editing process after shooting is overwhelmingly different, and this is the factor that directly affects the price difference.

When making a request, be sure to clearly state whether you want only photos or videos, and confirm how the estimate (shooting costs + editing costs, etc.) will change.

Shooting range

The required range of coverage and man-hours differ depending on whether you are recording the entire venue and even backstage, or whether you are focusing on filming only important scenes on stage.

When filming the entire event, the cameraman needs to move around the venue frequently and set up fixed cameras at key points.

When taking partial photographs, the areas that can be photographed are limited, making it easier for one staff member to handle the task, which in turn helps keep costs down.

If you let the photographer know in advance how much you would like them to photograph, it will be easier for them to propose an appropriate setup.

For example, if you decide on a policy such as "I would like you to record the entire venue, including the reception and social gathering," or "I only need you to capture the main scenes of the ceremony," it will be easier to create an efficient plan while preventing unnecessary photography and omissions.

Things to check beforehand to understand the cost of event photography

To properly understand the cost of event photography and get a reasonable estimate, it is important to clarify the shooting conditions before making a request. Before contacting a photography company, be sure to check the following within your company.

sense of scale
Event time
Filming content
Delivery format
Purpose of the shoot
How to use photographed items
Number of photographers and equipment
Transportation costs, accommodation, etc.
Cancellation and schedule change policy

From here, we will explain the shooting conditions that you should check in advance.

sense of scale

First, find out how many people will be attending the event and how big the venue will be.

Once you understand the scale, you will naturally see the size of the filming setup required.

For example, as mentioned above, the number of staff and equipment required for a seminar with a few dozen participants will differ from that for a conference with several hundred participants.

The more specific the scale of the event, the more accurate the estimate will be, so be sure to provide information such as "We plan to have XX number of guests in XX hall."

At LIFE.14, we specialize in providing services that specialize in the filming and management of small, closed events.

Rather than flashy large-scale events, we specialize in small-scale international conferences on highly specialized topics such as diplomacy, international business, and security, and have received high praise for our precise and flexible response capabilities, which are necessary for events with small numbers of participants.

Event time

It is also important to be clear about the start and end times of the event.

Once the start and end times are finalized, the amount of time the filming team will be required to film will become more concrete.

A rough outline such as "from the start of reception to the end of the social gathering" is fine, but it would be helpful to provide a timetable if possible.

Knowing the required time commitment makes it easier to plan the necessary film crew shifts and equipment preparations, and this will be reflected in the estimate.

Also, if the shoot will be early in the morning or at night, or if it will take a long time, you will need to confirm additional fees and shift arrangements, so be sure to share details about the time period.

The more clearly the event time is decided, the easier it will be to estimate the required labor and costs in advance.

Filming content

Organize in advance what scenes you need to capture on the day of the event.

The structure and plan that the photographer needs to prepare will become clear depending on whether they want to record the entire event broadly or focus on specific important parts.

For example, at an international conference, the number and placement of cameras required will vary depending on whether you want to record all the speakers in all sessions and the atmosphere at the venue, or whether you want to focus on filming important people's speeches.

If you only need to shoot the important parts, you may be able to receive suggestions to reduce costs by cutting out unnecessary personnel.

On the other hand, if you record the entire area extensively, you will need more personnel and equipment to prevent anything being overlooked, which will increase costs.

If there are certain scenes at your company's event that you would like photographed, or certain priorities such as "this is the one thing you want photographed," or "this is not necessary," be sure to share this information when requesting a quote.

Delivery format

Deciding how many photos and videos you would like to receive and in what format will help reduce discrepancies in quotes.

For example, if it's photos, it's important to communicate the volume of deliverables you want, such as "I'd like around 50 edited shots as a digest of the whole thing" or "I'd also like individual photos of each speaker."

The more items you deliver, the more editing work you will need to do, which will affect costs.

In the case of video, the amount of work required varies depending on how many full-length recorded videos are needed and whether a digest video is produced.

At LIFE.14, we have a one-stop system in place that allows you to take on-site photo shoots, record videos, display videos on screen at the venue, and stream videos online.

Our editors are also multilingual.

This allows us to edit videos that fit the context even at international events, and this comprehensive filming service has been particularly well received by clients.

Of course, you can also request just photos or just videos upon request.

We will propose the best plan based on your desired delivery format and media.

Purpose of the shoot

It is also important to decide in advance your intention (purpose) for requesting the photography.

Unless the client's objectives are clear, such as whether the data is for internal records, external public relations purposes, or to be kept as archive material, it will be difficult to see what kind of final product they ultimately want.

For example, the approach to filming and editing will be different depending on whether your goal is to "share the atmosphere of your company's event internally later" or "create a video to promote the event externally."

Before making a request, discuss how you would like to use the photographed materials within your company while imagining the scenes in which they will be used.

Having a clear purpose makes it easier to determine the content and direction of the shoot, which has the benefit of bringing about a finished product that is free of mismatches for both the client and the client.

How to use photographed items

Deciding what medium and situation the photos and videos you take will be used in will determine the direction of editing and delivery.

For example, if it is assumed that the photograph will not be made public outside the company, it may be acceptable from an operational standpoint even if confidential documents are included in the photograph.

On the other hand, if the video is for public relations purposes outside the company, editing and adding subtitles may be necessary while taking into consideration copyright issues.

In the case of videos, the length and direction will change depending on whether they will be shown during in-house training or posted on the company's YouTube channel.

Also, in the case of photographs, the optimization of resolution and color tone may differ depending on whether the photograph will be used in print or posted on the web.

If you share your thoughts about how you plan to use the photos before shooting, such as "I want to use this photo for ●●" or "I would like the video edited for ○○," the production team will be able to finish the photos in the best possible way to suit their purpose.

On the other hand, if you are not clear about how to use it, you may find later that it does not suit your intended purpose.

Make it clear within your company where and how you plan to use the photographed items.

Number of photographers and equipment

When making a request, confirm how many photographers will be involved and what equipment will be required.

For small events, one photographer may be able to handle both photography and videography.

If there are multiple high-priority scenes or you are covering a large venue, consider adding a second cameraman.

Naturally, the cost will increase as the number of people increases, so the key is to consider whether you can achieve your purpose with the minimum number of people necessary.

You will also need to consider the equipment you will use, such as whether you need special strobe lighting (for example, if you are shooting in a dark venue), whether you will set up a tripod and shoot stationary, or whether you will use special equipment such as a crane or drone.

These equipment options incur usage and operating fees, so it's important to balance necessity with cost.

If you let us know in advance what you would like to use/not need, we can adjust whether to include or exclude the cost of each piece of equipment at the quote stage.

Generally speaking, costs vary depending on the photographer and type of equipment, so be sure to determine a system that suits your company's needs.

Transportation costs, accommodation, etc.

It is important to check in advance whether the travel costs of the filming staff will be charged separately or whether they will be included in the price.

If the venue is far away, additional travel and accommodation costs will generally be incurred.

If you do not know whether travel and accommodation costs are included in the estimate, you may end up with unexpected bills later.

In most cases, travel and accommodation costs are charged at actual cost, but some photographers and production companies offer free transportation within a certain distance, or set a fixed fee depending on the distance.

For example, policies vary, such as "transportation costs included for areas near Tokyo" or "business trips to a certain prefecture cost a flat rate of ○ yen," so be sure to check what is included in the basic fee when getting a quote.

Additionally, depending on the event, you may need to arrive the day before or stay overnight on the day.

In that case, it is important to check how accommodation costs and daily allowances will be handled.

If the location is far away, you can consider hiring a local photography company to reduce travel and accommodation costs.

In any case, make sure to check in advance whether transportation costs etc. are included or separate and have this clearly stated in the estimate.

Cancellation and schedule change policy

Something that is surprisingly easy to overlook is the cancellation policy and rules for changing dates.

It's a good idea to check in advance how many days before the shoot date cancellation fees will be incurred, what will happen if the shoot is postponed due to rain, and what costs will be incurred if you cancel on the day, so you can feel at ease.

Generally, if you cancel just before the shoot date, a large cancellation fee will be charged.

For example, one service has a rule that "cancellations up to three days (72 hours) before the shoot are free, cancellations from three days before until the day before are charged 50% of the usage fee, and cancellations on the day are charged 100%."

Also, if you change your schedule due to bad weather, there are cases where it is free up until the day before, but you will be charged 100% on the day.

Cancellation policies vary from company to company, so be sure to check the policies before signing a contract.

Especially for outdoor events where there is a risk of weather or the date is fluid, we recommend discussing how to handle postponements and securing a backup date.

If there is even the slightest possibility of cancellation or postponement, be sure to mention this when you receive a quote and compare options, including whether they can accommodate your request flexibly.

Get a quote first to find out how much it will cost to photograph your event

The cost of event photography is .

Therefore, in order to accurately determine the photography fees that are appropriate for your company's event, it is important to get a quote after sorting out your specific conditions, rather than just judging by the general market price.

When requesting a quote, you will be given an explanation of how the costs are calculated in relation to your desired conditions, allowing you to understand the relationship between the content of the shoot and the costs.

Don't hesitate to contact each company and find out how much it will cost based on the conditions of your event.

LIFE.14 also accepts requests to photograph corporate events such as international conferences, exhibitions, and in-house events.

We will provide a flexible quote after hearing your requirements.

First of all, please feel free to contact us via the contact page .

By getting quotes from multiple companies and comparing them, you should be able to proceed with event photography in a way that you are satisfied with in terms of both cost and content.