Event Coverage

Requests for event photography are usually made one of two ways:

  • Client reaches out directly to BU Photography via buphotos@bu.edu email
  • Client reaches out to AE with request

Most requests that come directly from clients to BU Photography are best handled through our Direct Booking option unless the event is high profile/VIPs in attendance or one that BU Photography would like images from. Requests for events that can be covered by Direct Booking will be forwarded to Lisa Bernier Moulton.

For requests that come through an AE, here is the basic process BU Photography follows for event coverage:

  1. An estimate is provided to the client for approval
    1. Event coverage estimates are based on hourly rates, so a key piece of information needed to calculate the estimate is the full time a photographer is needed to cover an event
    2. Estimate includes photographer rate + 35% Creative Planning and Management Fee
      AE will provide estimate to client for approval
  2. Once an estimate is approved, the Photo Editor or Photo Manager will find a photographer who is available to cover the requested event
    1. For OOP events, staff photographers will be considered first, and if both are not available, then a freelancer will be assigned
  3. Photographer’s name and contact info is sent to the client
    1. Will ask the client for a parking pass if necessary
    2. Will also ask the client for an on-site contact and their contact information
  4. Trello card for assignment is made and sent to Lisa for PO to be made
  5. Photographer covers the assignment and delivers batch of high res edited selects within a week
  6. Images are renamed and captioned
  7. Images are delivered to the client via a downloadable Photoshelter gallery
  8. Photographer submits invoice to Ariba
  9. Invoiced amount + 35% Creative Planning and Management Fee added to project in CS Billing