Setting up for your Charity Event

Good morning everyone,

Well, you have done all the hard work. You secured a great community event that you are proud to stand behind. You arrive at the event with your camera and are ready to take some great photographs.

People come and go, you ask if they would like to have their photographs taken, but you only seem to get one or two people willing to have their photographs taken. What is wrong? Didn't you tell the organizer that you will be turning up? Why is everybody not so interested in having a photograph taken?

Well for starters let me tell you that just turning up for an event does not guarantee that you will have a successful event. You have to come prepared. Here are a few tips that I found helps build a great relationship with the event organizers and the customers or guests that will be attending your event.

Here is what I have done to ensure that I have the exposure and response that I want.

• Arrive at the event early. The reason you do this is to make sure you have the best location and you can also work out some logistics with the organizers or shop owners.
• Make sure you choose a location where you get the most feet passing through. You should also try and not interfere with regular business, but the location is good enough so that everyone can see you.  Now as a photographer it is not always about taking the photographs. Yes, it is important, but a lot of what you do as a photographer is marketing yourself. 
• You need to setup a table. Yes, bring along a folding table where you can display your promotional material. You will need some flyer's, business cards and other marketing material that is small and easy to grab. You want people to leave the event with some of your marketing material. It is a place to pull people in, so make it interesting and people can take that along with them when they either pass your table or when you are finished with your session. I found a great place for some customizable marketing material. Have a look at Designaglow 

You want to make a great impression and also let them know that you are a professional studio that could actually do more than what you are currently helping the community with.

• A great investment would also be creating a beautiful pop-up banner or posters of your work. This you can put up a strategic points throughout the event if it is allowed or even above the table. It gives the visual visitor a great 1st impression about some of the work that you can do. Vista Print offers some really great deals in getting pop-up banners where you can use your own photographs.
• Props. I don't know how many times these have made a photograph as well as made me some extra profit. People want to see something different and if they are holding a prop it also gives them something to do with their hands. Bring along large photograph frames, stuffed animals for the small children if that is who you are catering to. The props have to be related to your event so don't forget to add them to make your special day even more memorable.
• You need an assistant! As you can see from all the work that goes into a charity or community event. You will need someone to help carry and setup. Phone some friends or even extend your reach even further and approach other students doing photography in your area and discuss it as an "intern" or training event. It is a great way to get some help and it may lead to additional teaching classes where you can make some additional money. You never know.
• Don't forget to take some photographs of the sponsors venue, location or shop. Also take photographs of people involved in the event. These can be used for future advertising for the company and it can be another revenue stream. It is also a great way to stay in-touch. A framed photograph could also be a gift to them for letting you use their venue. A great framed photograph hanging in their offices or shop is a fantastic way to get some free advertising as employees talk about the great event that they had. Remember to leave some pamphlets and business cards with the owners when you leave.

So in closing, there is a lot of work that needs to be done before you even pick up a camera for your event.

Invest in your promotional material. They are items that can be used over and over again. You will need a great banner. WHCC also makes some great banners where you can create a collage instead of a single photograph. The stand alone banners are the best because you can put them around the event.

Finally, don't forget to carry business cards on your person. You are not going to be at the table all the time so make sure to have enough to hand out to everyone.

And let me leave you with one final tip. Have a way to capture peoples names and email addresses for future marketing purposes. I use Chimpmail.com 

In connection with this application I also have Chimpadeedoo which is available for IOS and Android.It captures peoples Names and Email addresses when setup on your device. I normally leave my IPad with my assistant at the table and they, my assistants,  encourage people to sign-up and we will send them some promotional material or we have additional incentives at the table, where we offer them mini-sessions in the comfort or their own homes or at our studio. 

You can use any incentive to encourage people to sign-up so that you can get some additional information for your marketing campaign.

So have a great month of photographing. Just remember that being a photographer is just as important as being a great marketer. People have to see that you can take great photographs before they trust you. That only comes from practice and experience.

So we look forward to seeing all your photographs in the month of August.