the 5 questions to ask when hiring an incentive trip photographer

the best incentive trip photographer is a specialist who understands multi-day corporate events, blends into executive culture, adapts to changing schedules, and delivers consistent storytelling that amplifies the impact of your program. great rewards trip photography does more than document, it turns experiences into assets that drive future engagement. this is the hidden return on equity that is often missed.

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choosing an incentive trip photographer can be a daunting task if you’re not used to constantly evaluating photographers. a photographer who has relevant shooting and travel experience, a strong portfolio, experience in events like yours, and a personality that fits in a corporate world, are all qualities that we look for. there are a few other qualities that can go a long way in assuring your success. here are five questions to ask a photographer that will help you get the best results.

1. what is your experience shooting corporate events?

it all begins with who you hire to tell your story. not all photographers are created equal, and those who specialize are typically your safest bet. can a wedding photographer shoot a corporate event? yes. can an adventure photographer shoot a headshot? probably. by hiring a photographer (or agency of photographers) that shoots solely corporate events, you ensure the photos will compliment the story that started long before the guests arrived. for example, we likely already photographed the moment each winner was announced at a national sales meeting. we captured the joy of the regional team that surrounded them as they stood with hands over their mouth in disbelief. these are the elements that define a STORY, not just a moment.

2. how many years have you been a photographer and how did you learn?

experience shooting corporate events is worth it’s weight in gold. in an industry where so much effort has gone into planning a one time event, there is still so much that happens on site that can’t be anticipated. having a photographer that has been there, solved problems effectively, and survived the storm in tact is paramount. it demonstrates that the clients were happy with the outcome. if possible, we prefer someone who studied the craft in school, (not youtube) and made mistakes lighting in a studio on their own dime. ‘self taught’ often means they made all of the errors along the way on their clients. they are likely still putting together pieces.

3. do you have an example event you can share?

having a strong example of the exact images you can expect from a photographer is mandatory. let’s face it, we live in a world where a highly curated ‘best of’ images often get the most attention. for event photography, choose consistency over a few great hero images. a portfolio evaluation is a good start, but a seasoned event photographer will have both to share - highlight worthy images as well as every speaker on stage, every hug, and every high five. you need to see the depth and breath of their skill set, not just how well they can polish a few images.

4. can you tell me about a challenge you’ve had with clients and how you’ve overcome it?

this is very important to know. the more stories they can tell, the better. this illustrates how they have learned from their mistakes, and can spot issues before they arise. you also want to hear how they tell stories (with words) because if they can’t do that well, they will likely have a tough time telling a story in images. pro tip: a reference check with that client is a strong follow up action to assure the issue was in fact resolved satisfactorily.

5. what questions do you have for me?

a prepared photographer should have questions about your event that gives you confidence they’ve thought through it from planning to delivery. how many attendees? what is the expected turn around time for images? will there be on site deliveries of photos? who is my on site contact and what is their role? these inquiries all give me information about how i am going to show up for the client. if the photog hasn’t thought that far in advance, either they are such a veteran that they can phone it in, or haven’t treated your event with the care they should.

in sum, there is no magic-bullet questionnaire that can immediately make you comfortable with hiring a new photographer. there are some ways that you can filter through pretty websites to get a partner you are going to be able to count on no matter what the event throws at them. these questions are just a start to assure you’re getting the best quality and fit. we’d love to hear any other questions you have about hiring photographers. after all, as an agency this is exactly what we do! good luck on your event, and let us know if you need any help finding the perfect incentive trip photographer.

how to get the highest return on investment from your incentive trip photography

incentive trip photography is one of the most powerful yet underutilized assets in an event budget. to get the highest return on investment from incentive trip photography, you need a strategic plan that connects the pre-event goals with long term outcomes. the result is maximized returns that drive engagement, recognition, company culture, and excitement for next year’s program.

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to maximize roi, treat photography as a strategic asset instead of a line item cost or budget number. plan with the end usage in mind and use images across all internal communication, marketing, recruitment, and sizzle reels for next year. here are 5 recommendations on how to get the most out of your images.

1. define your goals before the trip and share them

do you want to increase sales for next year? capture authentic employee culture? highlight leadership interaction? maybe instill a little fomo in those who didn’t quite qualify this year? those are all notable outcomes, but not until they are shared with your photographer so they can be captured successfully.

2. build a shot list around deliverables, not activities

often the photographer’s shot list is just a cut and paste from the agenda. with more direction, the shot list can be tied to the outcomes defined above. for example, images showing the energy of the welcome reception perfectly illustrate a culture of celebrating success. leadership learning new skills like kite surfing illustrate a willingness to fail first, and show them as relatable to other employees. outcome based shot lists help photographers create intentional stories, not just documentation.

3. prioritize high-value moments and call them out early

there are some moments that will have higher value and return than others. awards and recognition, executive speeches, and surprise moments always create the biggest reactions. excursions that align with corporate values like giving back, sponsor integrations, and special reveals are all moments to make sure your photographer knows when and where to be.

4. build in time for hero shots

sunset group shots, winner and guest couples portraits, leadership candids, and postcard worthy destination images should be planned in advance and included in the schedule. sure a great photographer can adjust on the fly and get a great shot, but with solid preparation they can make these images iconic. even better, when the photographer is included in the planning (activity timing, lighting, location, etc.) the images are usually the ones that make it into frames and photo books that last forever.

5. after the awards trip, use the photos across the organization

there are a plethora of uses for incentive trip photos after everyone returns home. some of our favorites include recruiting materials (linkedin), culture decks (interviews), employee recognition (p.r.), leadership presentations, sales kickoffs, social media, and annual reports. making them available to everyone across the organization adds much more value than them sitting behind a firewall on a hard drive.

incentive trip photography can be one of the most leveraged assets in your entire event budget. it tells the brand story through raw emotion, reinforces recognition, and creates long term impact across the company. choose a photographer who is aligned, brief them well, and allow others to use the images across the organization. that’s how you turn moments into true return on investment.

how do i choose the best incentive trip photographer?

how to choose the best incentive trip photographer: 5 questions every planner should ask

incentive trips come with high expectations and often vip scrutiny. a photographer without the proper skill set can miss moments, deliver inconsistent images, or add stress to your event instead of minimizing it. these questions will help you eliminate that risk and hire the right photographer with confidence. once you’ve narrowed down candidates, these are the next questions to ask when choosing the right event or incentive trip photographer to who is a perfect fit for your program.

1. do you have experience working with corporate incentive travel groups (not just events)?

this may sound obvious, but having experience shooting this exact type of photography is very important. awards trips have a high level of executive expectations with many internal vips in attendance. knowing how corporations use incentive trip photography for maximum return on equity takes a photographer from a vendor to a true partner.

pro tip question to ask: how many incentive travel trips have you photographed?

2. does your portfolio illustrate the full emotional range of an event (not just pretty photos)?

when you’re looking at a photographer’s portfolio, don’t just scan for pretty images. a portfolio is a demonstration of their capability to tell stories successfully every single time. on stage, well lit musicians performing at the peak of their setlist is much easier than the spontaneous high fives between leadership on stage. a successful demonstration of capturing the emotions of an event should include the in between moments that round out the story, not just the hero shots. other things to look for include: consistent color across multiple days and locations, high energy that is authentic (not just everyone raising their hands for a group photo), and narrative storytelling.

pro tip question to ask: can you show me 200 images from one incentive travel event?

3. do you have international travel experience?

having international travel experience to lean on is very important. a photographer with experience traveling internationally - preferably solo - shows a high level of comfort with planning, logistics, and fluidity that will be important on all incentive trips. a photographer who has LIVED abroad makes them even more comfortable problem solving in another culture or language. the photographer should have the ability to pivot quickly, shoot in every type of lighting (or create their own), maintain quality over multiple days, and keep up with the group for every activity.

pro tip question to ask: can you share with me what international locations you have shot in the past three years?

4. do you have experience working with high profile individuals?

my mentor - jim marshall - (the godfather of rock and roll) once gave me the best advice i have ever received. he said,

“treat every day people like rock stars, and rock stars like every day people.”

blending in with vip’s is the quickest way to get the trust and approval of everyone at an event. reading the room and making people forget the camera is there is a skill that takes years to perfect. often photographers are asked to match the energy of the event, from high adrenaline bungee jumping, to quiet golf tee shots, to intimate speeches. getting genuine, flattering images in each of those environments elevates the story past the glory moments and sets others at ease that you will confidently get the shot.

pro tip question: name three high profile ceos you have worked with who would recognize you if they saw your photo?

5. what is your workflow on site?

a fast, reliable workflow is a constant evolution for most photographers, but is absolutely mandatory when far away from any help when needed. the ability to edit on the fly and produce editorial ready images on the spot is a requirement. a bullet proof backup system provides a safety net in the event something goes wrong (food for thought: not many photographers have a dry bag when they go on a boat). having software to edit and display the final slideshow/ video montage often makes the trip for those attendees who have worked so hard to earn a seat.

pro tip question to ask: what does your backup system look like on a trip like this? do you carry travel insurance? do you have gear redundancy or backups?

choosing the right incentive trip photographer protects your executives, your attendees, and your outcomes. by asking the right questions, you can rest assured that you can hand over the keys to your photographer and have faith they will produce every time. if you’re planning an incentive or high end event and want photography that elevates the experience, we’d love to help.