What Should a Corporate Event Photography Quotation Include?

Your quotation should identify the location and how long the crew is booked to cover the event. Share the programme and the moments you want included, particularly if an important presentation, group photo or closing segment falls near the end of the requested coverage.

The event date and schedule help the team confirm the booking arrangements. You can start a rough one-day budget estimate before the date is final, then provide the confirmed details for the final quotation and crew availability check.

Check how many photographers and videographers are included. Photography and videography are different services, so the quotation should reflect the coverage you actually need.

The right crew depends on more than the guest count. Venue layout, simultaneous programme segments and your priority shots can change the recommendation. If activities happen in different areas at the same time, explain that before the crew is agreed.

Our guide to how many photographers your corporate event needs explains that decision in more detail. For the quotation, the important point is to make the agreed crew clear rather than leaving it assumed.

For photography, HeroShot selects the images and applies colour correction and sharpening. Check what the delivered collection covers, rather than assuming that every frame taken will be supplied. Photo quantities depend on the event content; an estimate is not a guaranteed minimum.

For standard video coverage, the usual delivery is one approximately 90-second highlight film. Booking two videographers does not automatically mean receiving two films, and a two-day booking normally includes one highlight for the overall event.

A highlight film is a concise recap, not a recording of the full programme. Full-length event recording and livestreaming are not services HeroShot offers. If you are deciding between photos, video or both, start with how you plan to use the content.

Tell the team if you need a same-day edit, vertical short videos, interviews, multi-camera work or drone coverage. These requirements need to be discussed as part of the scope; do not assume they are included in a standard photography or highlight-video package.

Original photos and original video footage are also separate from the standard edited delivery. If you need them, ask for that requirement to appear in the quotation. Original footage does not automatically mean editing project files or a particular camera RAW format; confirm exactly what you need with the team.

For video, two rounds of revisions are included. Discuss any special editing requirements before confirmation so the intended deliverable is clear.

Share the exact venue, not just the state. HeroShot’s local service areas cover Penang Island and Seberang Perai, and Kuala Lumpur’s Klang Valley area. Other locations may require outstation transport and accommodation arrangements.

Travel depends on the route, crew and booking schedule. Ask what is included in your quotation and what still needs confirmation. Do not assume that a transport amount for one destination applies to every location in the same state.

For an event in either service area, explore our Penang services or Kuala Lumpur services, then provide the venue details with your enquiry.

Standard delivery is generally 3–7 working days after the event. The actual schedule can be faster or longer depending on the project and the arrangement agreed with the team.

If your company needs content for a particular announcement or internal deadline, raise that before booking. Same-day edits and other urgent requests need their own agreed scope and timing. Do not treat a normal delivery estimate as confirmation of an urgent deadline.

HeroShot requires a 30% booking deposit, with the remaining 70% payable after the event. The team confirms the final booking and crew availability.

The deposit is non-refundable if you cancel. You may reschedule, subject to confirmation of the new date and crew availability. Check the booking terms alongside the event details and deliverables in your quotation.

Start with the event type, location, coverage hours and whether you need photography, video or both. Share your date and schedule when available, along with any additional production requirements.

Then bring the planning details into the conversation: the timetable, your top three must-have shots, any recording restrictions and an on-site contact. These help the team understand the job behind the price. Our event preparation guide explains what to prepare at each stage.

Use Instant Quote to explore a budget estimate, then confirm the final scope with HeroShot. You can also build your Shot List to make your priorities easier to discuss.