So your big day’s coming up. Perhaps you need a fresh batch of images to complement your website’s fresh coat of paint.

Or your boss just asked you to pick up an event photographer to cover the company’s first trade show since the pandemic hit. Whatever the case may be, hiring a professional photographer isn’t as straightforward as hiring an accountant. It’s a very different field to navigate, especially if it’s your first time.

So today, we’re rounding up 10 pieces of advice from pros that’ll lead you towards the perfect photographer for the job.

1. Be Clear About What YOU Want

I would recommend hiring a photographer that specializes in the type of photography you’re looking for. Keep in mind portrait photography is a broad term and covers many different types of areas…  But for the most part, if you have a newborn, hire someone who specializes (or excels) in newborn photography. Same goes for family photos, maternity, etc. From there, browse portfolios that resonate with you.

The first order of business is taking the time to decide how you want your images to turn out.

So whether you wanted your CEO profile shot to look all dramatic and authoritative instead of fun and lively, or you’d love a raw, documentary-like vibe to your wedding images, you better be able to determine for yourself what kind of images you want to get out of the session.

It doesn’t matter if you have the top names in photography lining up for the job. Commercial photographer Brett Gilmour says “every photographer has a different style… Whatever you want, it’s important to know what style and type of images you’re looking for, so you can choose a photographer who can meet your specific needs.”

If you’re going to need video, perhaps looking for a photographer that has a little videography/filmmaking background,

2. Browse through enough Photographers’ Portfolios

Now deciding on the style and look you want for your images may not be as simple as it sounds, especially for people hiring photographers for the first time. Fortunately, you can discover the kind of aesthetics you’ll want for your photos as you go by browsing through a few photographers’ portfolios.

If you are completely lost as to what to look for and what to avoid, here are some questions you can ask yourself as you’re viewing a creative’s work, courtesy of wedding photographer Laura Barnett:

“Does the photography style match your vision for your final images? Do you like the change in colors and the edits? Are the whites white and the blacks black? Do you prefer natural lighting or flash lighting? If the style is entirely different from your own, you’re not going to be pleased with the results.”

I’d recommend our blog post on “How Much Do Photographers Charge?” This will give you insight into pricing, etc. Personally, as a photographer I would recommend hiring a photographer that offers clear pricing and packages. Though if budget isn’t an issue, a la carte is certainly another way to go.

3. Crowdsource Recommendations from Friends and Family

You only get two kinds of word-of-mouth referrals in this world. And both are triggered by the extremes. That’s to say, you’ll either get a glowing recommendation from a friend who’s had an amazing experience with a photographer, or a scathing cautionary tale with a bad one.

So go ahead and ask your inner circle about professionals who they’d be happy to recommend. Chances are you’ll get hitched with a photographer who’s a dream to work with faster this way, instead of going on your own. Laura offers a bit more advice:

“Ask your friends and family for recommendations, scour websites, and find reviews. The more photographers you compare, the better chance you’ll have of finding a gem. Do not ask in a Facebook group; you will likely be disappointed.”

4. Pick your Top 3 Photographers

When stress levels are high and the big date’s drawing closer and closer, the best thing you can do for your sanity is to narrow down your choices. Cut your top picks to just three.

Then you can start comparing and contrasting each of the three’s portfolios, customer reviews and so on. Tanya and Lacie of Duet-Denny Photography recommend laying everything out on paper:

“Depending on the occasion and the specific style that you are after, you might have a few options at your disposal. We recommend putting your top three choices on paper. Listing their package prices, style, and reviews to get a full picture.”

5. Get them on the Phone

Or better yet, meet your photographer in person even if you’re still gathering quotes from different pros. Like it or not, first impressions matter. Getting to know your potential photographer on a more personal level beyond their portfolios is a sure-fire way of making sure you’re hiring the right person for the job.

Do they sound like they’ll provide good customer-care should anything go wrong? Would you be able to get along with this photographer? Does this professional care enough to ask preliminary questions instead of going for the close right off the bat? Shawn Kenessey says you don’t have to be close friends with the photographer. However;

“…hiring someone who seems to have a basic grasp of customer service and has good answers to your questions is going to be a top indicator of what they really know and how committed they are to the job.”

6. Look at the Fine Print

Any photographer should be able to give you a good ballpark figure of what they’ll charge for any project. This will of course change depending on several different circumstances and any special requests that you might have for them.

However, you should always insist on being clear on any potential hidden fees that might creep up on you if you’re not careful. Ask about separate post-processing fees, or their extended-hour rates if you needed them for longer beyond what was originally agreed upon. Lead designer Melody Christian also says to “make sure you are aware of what the price packages include. What prints or digital files will you receive? Do they have packages that fit what you’re looking for? Are there any hidden fees (such as traveling, multiple location, or outfit change fees)?”

7. Only Work with Photographers who Use Contracts

On the subject of fine print, stay away from “pros” who won’t seal the deal with a contract. Not only will this protect you from fly-by-night photographers, but signing a contract also means having enough peace of mind that you’ll be receiving everything that is owed to you and nothing less.

There are enough horror stories out there about lawsuits and losses that could have been avoided with a simple contract that can be drawn up by any competent photographer. Brenna Heater says “Never, ever enter into a service with anyone without a contract.” She continues:

“I also suggest avoiding photographers who ask you to pay them via Venmo, Paypal ‘Friends and Family,’ or who charge you an extra fee for paying with a credit card. These are not professional means for accepting payment. Credit card fees are a cost of doing business and are a tax write-off for businesses.”

8. Talk About Safety Nets

Here’s a big one. Accidents happen. Last-minute cancellations, on occasion, do throw a bit of a wrench to a couple’s big day, unfortunately. So whether it’s a very important corporate event or an engagement session, be sure you’re talking to a professional who has a couple of safety nets when things go wrong.

During the phone call, ask if they have go-to personnel who can take over if, for whatever reason, they’re unable to come through. Here are a few more questions you should consider asking your photographer according to EV Photography:

“What’s their plan if they get sick or are in an accident and can’t make it to your wedding? What happens if they lose your photo files? Are they insured? Do they even have a plan?”

9. Ask How they’re Backing Up your Photos

In the same vein as the previous point, asking about a photographer’s process when it comes to backing up media is a great way to filter seasoned professionals away from wannabes who can ruin your big day.

Theresa Elizabeth says “any professional wedding photographer should be able to walk you through the steps on how they protect your photographs from the time they are shooting up until photo delivery day.”

This goes for any other type of photography service. So if your photographer can’t tell you anything about shooting with two SD cards, backing everything up on-site followed by any sort of redundancy backup system for your photos, I’d say run for the hills.

10. Set your Photographer up for success

Finally, when you do get someone who you think will do a spectacular job for the project, you should remember to fully brief the photographer ahead of time.

Make sure to mention any special requests you might have: some unusual guest appearance, the event timeline, getting a shot of key sponsors, etc. Doing so will make your photographer love you even more and ensure the start of a healthy professional relationship.

Remember, photographers can’t read your mind even if they have decades of experience under their belt! Communicate everything your photographer should need to know. Preferably, get everything on paper, says Mik Milman.

“Prior to the day of your event, it is a good idea to brief your photographer on the series of events if any and provide them with a written timeline. Truthfully, assuming you have hired an experienced, adaptable photographer, they should easily be able to capture everything without guidance. However, if you have any surprise events, I recommend informing your photographer of when and where they will take place to ensure they do not miss it.”

Lastly, the gear means very little. Most successful photographers will have a capable camera that suits them, whether it’s Canon, Sony, Nikon, etc.