It's Better to Not Send an Exhaustive Shot Lists for Event Photography

When planning an event, it’s tempting to create a massive shot list. Every handshake, every laugh, every detail—you want it all captured. But here’s the thing: exhaustive shot lists often do more harm than good. They can be overwhelming, restrictive, and they steal time from planning your actual event.

The better approach? Trust your photographer’s process and provide a concise run-of-show. You’ll save time, reduce stress, and still get all the moments that matter.

"Excuse me ma'am!" (waving arms) "May I take a photo of you?" Then we stepped bit by bit until we we centered. Click

The Problem with Exhaustive Event Photography Shot Lists

Clients often think a long shot list guarantees perfect photos. In reality, it can backfire. A huge list can overwhelm both you and your photographer, leading to rushed or staged shots that feel forced.

Plus, the magic of an event often happens spontaneously—candid smiles, unexpected reactions, unplanned moments that make the memories memorable. Spending hours detailing every single shot can also distract from planning the flow and experience of your event itself. Think of event photography as flowing water and you are the bank that guides it; large shot lists are more like the dam slowing everything coming through.

Ask About Their Process

Instead of detailing every moment yourself, ask your photographer: “How do you capture an event from start to finish?”

A skilled event photographer has a system. They anticipate key moments, navigate spaces efficiently, and know how to adapt to lighting, crowds, and surprises. By understanding their process, you can gain confidence that nothing important will be missed—and that's one less team member you have to manage.

Examples of a good process include:

• Simply able to recite a general flow of how they photograph events

• Pre-event walkthroughs to understand the venue and lighting

• What questions does your photographer ask you? (This is an interesting one. No questions asked may mean stones left un-turned)

• Communicating with clients and event coordinators for smooth flow

Share a Run-of-Show to Streamline Your Event Photography

Rather than a massive shot list, share your event’s run-of-show. Highlight the key moments—ceremony times, speeches, performances—so your photographer knows when to focus attention.

Identifying a Good Photographer’s Process

So, how do you know if a photographer’s process is solid? Look for these signs:

• Clear organization and communication

• Ability to anticipate important moments

• Flexibility to adapt to last-minute changes

• Methods for managing lighting and large crowds

A photographer with a strong process can handle everything smoothly without constant input. They’ll capture your event authentically while letting you enjoy it.

When a Concise Shot List Helps

While exhaustive shot lists can be overwhelming, a short, focused list can still be useful. Highlight the absolute must-have shots—like group portraits, key award presentations, or critical signage.

A concise list gives your photographer clear priorities without restricting their creative freedom. It ensures essential moments are captured while leaving room for candid, spontaneous images that truly tell your event’s story.

Final Takeaway

Skip the exhaustive shot list. Confirm your photographer’s process, provide a concise run-of-show, and trust their expertise. You’ll save time, reduce stress, and still get every moment that truly matters.