Top 9 Reasons Diversity in Media Matters

By Jessica W. Chen

Actor/Writer/Dancer Craig Fishback on the set of the short film It’s Who You Know in Los Angeles. Photo by Adrian Gutierrez.

Actor/Writer/Dancer Craig Fishback on the set of the short film It’s Who You Know in Los Angeles. Photo by Adrian Gutierrez.

According to the Brookings Institute, four out of ten respondents to the U.S. Census reported being of a race or ethnicity other than white in 2020. These statistics prove that it’s time to update America’s media output. Since Hollywood’s inception, whiteness has been considered the “default.” You have probably noticed that TV and film often feature predominantly cis, white, upper-middle-class, straight, and/or non-disabled characters, and contain troubling portrayals of characters who don’t fit into these descriptors. It’s time to move away from default whiteness to better represent our society. 

As the producer of projects such as the Re-Casting the Movies podcast, and a queer reading of Alexander Utz’s Frankenstein play, I’m always thinking about how diverse casting and media affect audiences and society at large. After some introspection, I thought I’d share why this cause is so near and dear to my heart. Here are my top nine reasons why diversity in media matters:

1. It better reflects the society around us

New York often makes “most multicultural cities” lists, highlighting just how strange Hollywood's tendency towards “default whiteness” is in many films and TV shows set in New York, such as Breakfast at Tiffany’s and Girls.

Some of this lack of diversity can be explained by the homogeneity of writers’ rooms since 91% of Hollywood showrunners are white and 86.3% of writers in Hollywood writers’ rooms are white, according to a Color of Change report. With mostly white writers offering their experiences, it’s easy for them to “write what they know,” and centering their stories on their friends, family, and communities. 

However, casting also plays a big part. With so many white writers and executives, there’s an unspoken assumption that characters are white. With the very rare exception, roles that aren’t explicitly written for non-white characters don’t usually end up casting Black or brown actors. Although TV and film have been getting better at depicting our multicultural society, non-diverse casts broadcast a representation of the U.S. that erases certain communities to audiences. This leads to wrongful impressions of American history and society that deny its cultural richness.

The cast of Drama High, a romantic comedy series created by Jessica W. Chen that takes place in NYC. From left to right: Jessica W. Chen, Jordan Mahr, Young Mazino, Lex Bolisay. Photo by William Loo.

The cast of Drama High, a romantic comedy series created by Jessica W. Chen that takes place in NYC. From left to right: Jessica W. Chen, Jordan Mahr, Young Mazino, Lex Bolisay. Photo by William Loo.

2. It creates role models for new generations

When Barack Obama became the 44th President of the United States, the possibilities of what was possible suddenly opened up for Black communities. With his election, President Obama became a role model and symbol of Black excellence and inspired many young people to strive for their dreams

Diverse media also has the power to open up the gates of possibility for young people from communities made marginalized. In recent years, audiences have begun documenting how diverse casting affected themselves or their families, such as the viral response a Mexican father had to Diego Luna’s natural Mexican accent when he played Captain Cassian Andor in Rogue One: A Star Wars Story

These touching stories reveal how audiences from underrepresented communities feel seen after observing films portray characters with their backgrounds as heroes. Diverse media that creates a wide range of role models helps make previously unimaginable dreams accessible, especially after growing up with media that inadvertently tells young people that if they don’t fit into society’s default whiteness, then they have no worth outside of being the protagonist’s best friend or sidekick.

3. It normalizes our differences and lays bare what makes us relatable

Recently, when the Re-Casting the Movies team spoke with Philip LaZebnik, one of the screenwriters for Mulan (1998), we asked him how he approached writing characters with a different cultural background than him. While he acknowledged that research and speaking with people from the community is of utmost importance, he also emphasized that certain dynamics, such as family dynamics, ring true across cultures. 

Often, due to ignorance, we otherize people who don’t resemble us by pointing out differences. However, if more diverse media exposed people to communities they weren’t familiar with, it would help normalize cultural specificities. These stories would show audiences that we all go through universal and relatable human struggles, leading to greater understanding and empathy across communities.

4. It reminds us not to abide by age-old stereotypes or succumb to bigotry

In addition to having diverse representation in media, it’s also crucial to push for accurate and varied representation. With the near-ubiquitous representation of white protagonists, you don’t find many age-old stereotypes about white people because there are simply more experiences to draw on. There are a plethora of stories featuring white characters with nuance and depth.

However, those from underrepresented communities aren’t afforded that luxury. Due to not having much media representation, Black and brown characters are few and far between. And, if the representation that does exist is inaccurate or narrow, it’s the perfect setup for conveying faulty messages or sowing bigotry about certain communities. 

An example of how diversity without variety can be harmful is with the sudden proliferation of reality shows starring affluent Asians, such as Bling Empire and House of Ho, after the popularity of Crazy Rich Asians. (And before you think I’m drawing my own conclusions, multiple publications tie these shows to the hit 2018 romantic comedy film.) While it’s nice to see Asian wealth being celebrated, this media narrative obscures how income inequality is rapidly rising in Asian communities in the U.S. and leads to those unfamiliar with these statistics to assume that Asians are universally well-off. 

Actor Manny Ureña on the set of Abuela’s Luck, set in an NYC bodega.

Actor Manny Ureña on the set of Abuela’s Luck, set in an NYC bodega.

5. It guards against self-hate and shame

Being depicted as the hero matters a lot more than one may expect, especially if you’re used to regularly seeing someone with your experience on screen. Although this may not be true across the board, I admit that years of not having heroes of my background represented conditioned middle school me to feel a certain degree of self-hate and shame towards being Asian because I never saw someone who looked like me depicted in an empowering way. 

When you never see yourself as the hero, you begin to believe that you’re not worthy of or don’t have the ability to be one. This programming conveys society’s expectations (or non-expectations) toward you and your community. Lifting this assumption by creating diverse protagonists in TV and film legitimizes and celebrates marginalized communities who aren’t used to seeing themselves depicted in such powerful and positive ways. 

A clear example of this is with Black Panther and the cultural phenomenon that erupted from it. The cultural impact of Black Panther displayed the jubilation that Black communities felt after witnessing the tentpole release of a film with an African hero at its center. That feeling of being seen and lionized makes a huge difference to young people and helps build self-love and pride. 

6. It gives actors chances to be seen in roles they normally wouldn’t be considered for

Besides creating diverse heroes, diversity in media also needs to extend to casting practices. When productions ask casting directors to find actors for specific roles, pre-established biases often affect who gets called into the audition room. 

For instance, if the role calls for a counselor, even if the casting call doesn’t specify race, a casting director may pass on giving actors of color a chance to audition, if unconscious biases suggest that an actor of color would be “unconvincing” or “isn’t the right type” to play a counselor role. 

However, if more casting directors were aware of possible bias and considered all races of actors for roles where there are no specific character requirements, then we may get TV and film roles that open up the possibilities for Black and brown actors regarding who they can play. Over time, this new world of casting may wear away societal stereotypes and expectations towards what groups of people are capable of or are suited to do.

Another shot from the set of Drama High, a romantic comedy series created by Jessica W. Chen that takes place in NYC. From left to right: Young Mazino and Jordan Mahr. Photo by William Loo.

Another shot from the set of Drama High, a romantic comedy series created by Jessica W. Chen that takes place in NYC. From left to right: Young Mazino and Jordan Mahr. Photo by William Loo.

7. It gives value to everyone’s experiences

When diverse stories are finally given a chance to be told, casting needs to also catch up to reflect the experience being conveyed. Having actors who match the experiences they’re portraying is the best way to give value and authenticity to stories. 

For instance, having Eddie Redmayne, a cis man, play Lili Elbe, a trans woman and one of the first recipients of sex reassignment surgery, undermines the experiences of people in the trans community. By perpetuating the idea that trans women are just men in dresses, the movie does more harm than good, despite spotlighting a pioneering trans story. Eddie Redmayne may be talented, but casting him sends the message that trans actresses’ life experiences aren’t valuable and can be easily adopted through a combination of research and costuming.

8. It prevents us from being written out of stories

Conscious casting also prevents people from communities made marginalized from being written out of their own stories. People from underrepresented communities played many important roles in history, but often, mainstream movies lead to misconceptions of how homogenous society and historical heroes were. 

An example of this is Argo (2012), where Ben Affleck plays the protagonist, Antonio Mendez. Based on a true story, casting Affleck effectively erases Mendez’s Mexican heritage, which is regrettable since he led a daring and heroic historical event. If Mendez had been represented by a Latino actor, the movie could inspire and remind young people in the Latinx community that they’re a crucial part of the fabric of American history, too.

For more instances of whitewashing, check out Re-Casting the Movies’ excellent list of whitewashed movies, one for each year of the 2000s.

9. It brings new American stories to the table 

When productions cast consciously, there’s a greater chance that new American stories can see the light of day. For decades, American TV and films have focused on telling stories about cis, white, upper-middle-class, straight, and/or non-disabled casts, which has built up over time a fixed idea of what constitutes an American story. 

This narrow definition of American stories leads to controversies, such as prestigious film awards designating The Farewell and Minari as foreign or foreign language films, even though both movies were made by U.S. production companies. Characterizing these movies as “foreign” feeds the American perception of Asians as perpetual foreigners or immigrants, despite how many Asian families having been in the U.S. for generations.

As you can see, such a limited view on American films simply doesn’t work anymore. A society as diverse as America deserves media that celebrates its nuances and richness. After reading this article, I hope it’s clear why changing the paradigm of who and whose stories are considered American through informed casting and media creation is a shift that is long overdue.

Find out more about Jessica W. Chen and her work at her website. Or, follow Jess on Instagram, Facebook, and Youtube.

If there are other questions you want to be answered in a blog post, let us know at info@fourwindfilms.com or visit our website at www.fourwindfilms.com. Also, we work with a large, diverse community of crew and artists working in most aspects of the filmmaking process and are always happy to help make connections. And we are always building our community! Send us your work for review or feedback.

Telling Stories Outside Your Personal Experience: 7 Steps for Staffing and Running a Writers' Room That Writes Diverse Stories Well

By Jessica W. Chen

Actors Winter Dunn and Craig Fishback on the set of the short film, It’s Who You know. Photo by Adrian Gutierrez.

Actors Winter Dunn and Craig Fishback on the set of the short film, It’s Who You know. Photo by Adrian Gutierrez.

Recently, I rewatched Mulan (2020) in preparation to record a podcast episode for Re-Casting the Movies, a non-profit that challenges people to think outside the box for casting. While I was viewing the film for the third time, I couldn’t help but ponder whether the lack of Asian or Asian American screenwriters played a factor in the movie’s notable cultural inaccuracies and Mulan’s unrelatable, inauthentic character. 

As a writer, it’s often comforting to write what you know, without having to worry about inaccuracies or potentially appropriating someone’s culture. And, given the racial, ethnic, and class make-up of the majority of writers rooms, that explains why onscreen characters that aren't cis, white, upper-middle-class, straight, and/or non-disabled are still a rarity. 

For evidence of how writers rooms don’t often reflect the world at large, consider a 2017 Color of Change study that found that “Fewer than 10 percent of the shows were led by minority showrunners, and only 14 percent of writers across all shows were members of a minority group.” And, a  report conducted by GLAAD found that while the 2019-20 season of scripted broadcast programming reached a record high of 3.1 percent characters with disabilities, this was not representative of real life, as over 20 percent of people in the U.S. have a disability. These issues are structural and multi-layered but can be partially addressed in the writer’s room.

This makes me think back to the November 2019 writers’ room I created for Lil Swimmers Production’s Existential Crisis Club, a dramedy series about four 20-somethings who struggle with planning an alcoholic bubble tea bar's opening while grappling with the crushing existential dread of having life together by age 30. 

In this series, one of the four 20-somethings is Gabe, a gay man who struggles with his love life. When I led the writers’ room that wrote Gabe’s story, I wanted to be sensitive and truthful to the gay male dating experience. As a straight, cis-woman, I knew this meant expressing and dealing with unique challenges, most of which I wouldn’t necessarily be familiar with.

So, how did I do this? Here are the seven steps that I learned about how to staff a writers’ room that can write diverse characters:

Step #1: Staff the writers’ room consciously

I’ll admit that I kind of failed at this part for Existential Crisis Club because I had initially populated the writers’ room with my close writer friends without thinking too hard about staffing consciously. Thankfully, I’m friends with people from a variety of backgrounds. Upon further inspection, I realized that out of six writers, half identified with being part of the LGBTQ community, which worked well for telling Gabe’s story. 

More recently, when I started from scratch and formed the writers’ room for Drama High, I knew better. I took care to assemble a group of writers who I knew came from different life experiences and could bring something unique to the table. Despite Drama High being a love letter to Asian dramas, I made the decision to also recruit writers who weren’t Asian or Asian American. The writers who weren’t Asian or Asian American were still Asian drama fans, which I find invaluable since international drama fans need a voice in our room, too.

Step #2: Consider hiring cultural advisors

This tip may be more aimed toward higher budget productions. However, if you have the resources, then hiring cultural advisors is a smart investment for helping your writers tell more authentic stories that are respectful to the communities you’re drawing from. 

You may have heard how Disney put together the Oceanic Trust, “a group of anthropologists, cultural practitioners, historians, linguists, and choreographers from islands including Samoa, Tahiti, Mo’orea, and Fiji,” to serve as cultural advisors for Moana. Or, even science advisors for Marvel movies. These subject matter experts (SME) act as consultants to help steer productions away from inaccuracies that may distract from the story or cause offense. 

Step #3: Hire more than one voice per experience

While you may not want to have more than ten writers in your writers’ room, be sure to hire more than one voice per experience you want to tackle to prevent tokenism. Tokenism involves “including someone in a group purely for the sake of sounding or looking diverse.” 

Hiring more than one voice per experience keeps in mind that not everyone with a particular experience has the same experience. For example, consider that “the Asian American experience” covers an enormous range of ethnicities, socioeconomic statuses, and generations in the U.S. Therefore, if you’re writing a story that purports to relate “the Asian American experience,” first of all, get more specific. Which cultures and languages have the character been exposed to? What’s their socioeconomic status? From there, it helps if you have more than one Asian American writer in the room who can contribute their unique perspectives, and have the experiences that allow them to relate to the character they’re writing. You’ll find that having more than one voice per experience helps you hit closer to the truth. Human experiences are complicated, and having multiple viewpoints uncovers those nuances.

Step #4: Cultivate openness, honesty, and trust

The most effective stories touch upon relatable truth. To get at these truths, your writers must be willing to bare their souls and bring their lived-in experiences to the table, even if they’re not pretty or heartwarming. Getting your writers to this vulnerable position requires you, the showrunner, to cultivate openness, honesty, and trust, whether that’s through enlisting your close friends, as with Existential Crisis Club, or taking the leap and sharing your own painful stories first, as with Drama High. Whatever you choose to do, your writers must feel safe to share their stories, and it’s your job to get them there.

Step #5: Listen actively when writers share stories

When writers share their experiences, show you value your writers’ contributions by listening actively when they share their stories. This can be difficult to convey if you’re holding your writers’ room virtually like I am due to the COVID-19 pandemic. However, during the video calls, I ask my writers to note down their ideas in a shared Google Doc after speaking, so I can stay focused on the writer when they’re telling their stories. Oftentimes, I ask clarifying questions or elaborate on how their stories relate back to the characters to show I’m working their ideas into the script. These little gestures illustrate that you hold your writers’ time and efforts in high esteem, which makes them more comfortable with sharing further.

Step #6: Conduct yourself with empathy 

Not every story is an encouraging one, and some may even be tough to relate to. Thus, it’s crucial to set an example for the rest of the room and conduct yourself with empathy. Be sensitive when writers tell stories that may be painful or triggering, and warn others if you’re about to discuss one. Put aside any entitlement you may feel towards knowing someone’s story because if that writer is uncomfortable with talking about a part of their life, then you must let it go. Pressuring your writers to share won’t raise the morale of your room, and will only show that you don’t care to respect boundaries. 

Step #7: Aim for truth, but do so with dignity

A writer's personal bias often affects how a character's story is told through editorializing. Editorializing is when the writer introduces their own personal opinion on a subject when writing about that subject, often through the use of words with specific connotations or the way they speak about the subject. 

When writing a character whose lifestyle or decisions may not match yours, do so in a way that shows empathy for the character and affords them dignity. Even if the experience has some elements that you consider “seedy” or causes you to place judgment on it for whatever reason, attempt to discuss the experience evenhandedly. After all, if you can’t even be respectful to your character, then why are you trying to tell their story? There must be a writer out there that can do the character justice, so give the story to them instead.

Now that we’re entering 2021, it’s about time writers learned how to incorporate experiences that aren’t their own into their writing. With these steps in mind, showrunners will be able to staff and run writers’ rooms that are one step closer to delivering characters that let audiences experience new American stories that showcase the intricacies of our diverse society.

Find out more about Jessica W. Chen and her work at her website. Or, follow Jess on Instagram, Facebook, and Youtube.

If there are other questions you want to be answered in a blog post, let us know at info@fourwindfilms.com or visit our website at www.fourwindfilms.com. Also, we work with a large, diverse community of crew and artists working in most aspects of the filmmaking process and are always happy to help make connections. And we are always building our community! Send us your work for review or feedback.

10 Reasons Why You Need a Fantastic First Assistant Director

By Jessica W. Chen

Kate Branom in action as the 1st AD (https://www.katebranom.com/) on the set of Prologue. Photo by Daria Huxley.

Kate Branom in action as the 1st AD (https://www.katebranom.com/) on the set of Prologue. Photo by Daria Huxley.

The First Assistant Director or 1st AD is a film role that is super important, but many people don’t quite know all that they’re responsible for during production. While the name may lead some to believe that 1st AD’s direct, in reality, the 1st AD handles the logistics of the shoot by acting as the bridge between the director, department heads, and the crew. Executed well, these 1st AD duties free the director to focus on the more creative aspects of the production.

After observing the 1st AD on the set of my show Drama High and performing 1st AD duties myself, it was clear to me that a good 1st AD is indispensable to a smooth film shoot. Here are some reasons why you need an amazing 1st AD:

1. They plan the film schedule

While the 1st AD may not determine what days you shoot, they do plan what scenes can be reasonably shot each day and come up with a film schedule. A good 1st AD considers what time of day each scene needs to be shot at, and which locations are close to each other to reduce travel time between sets. Needless to say, if your 1st AD does their job right, then their film schedule sets you up for an untroubled shoot, saves your production time and money, and informs the team what to expect each day.

2. They break down scripts

Once the screenwriter turns in the final version of the script, the 1st AD works on the script breakdown, which notes what characters, props, costumes, and sound effects are in each scene. By having these elements clearly stated in the breakdown, the department heads know what they need to procure for each scene without having to reread the script and pick out which parts pertain to them. Thus, a wonderful 1st AD needs to possess both a keen eye for detail and knowledge of the production process.

3. They send out call sheets

Often sent out the night before, call sheets let the cast and crew know when they’re expected on set, and contain other important details, such as cast and crew contact information, weather forecasts, sunrise and sunset times, mealtimes, and even the nearest hospital location. And, guess who assembles all this crucial production information? The 1st AD.

Because call sheets include so much information that’s subject to change, don’t be surprised if your 1st AD continually asks you to confirm details — it just means they’re doing their job and compiling the latest and most accurate information for your team.

4. They maintain shot lists

Often created by the director and the director of photography (DP), shot lists detail each shot that the director and DP hope to get during the shoot. While on set, the shot list is often handed to the 1st AD, who then keeps track of which shots are done, which takes are the director’s favorites, and other helpful production notes. Again, having a keen eye for detail is important because a well-maintained shot list helps ensure no shots are missing and saves the director and editor time when going through footage during post-production.

5. They keep the production on schedule

When filming with natural lighting, daylight is everything. If you need to get a certain amount of scenes in before dark, having an efficient shoot is pivotal. And, the person who helps ensure that the production keeps moving is the 1st AD, whose job includes reminding the director of the shoot’s progress and how much time the team has to complete a scene.

Additionally, 1st AD’s are a much-needed extra set of eyes on set. While the director works with department heads or focuses on getting the best performance out of the cast, the 1st AD may remind other crew members what they could be doing in preparation or gently suggest cast members rehearse during downtime, so everyone’s set when the cameras are ready to roll.

6. They communicate with the cast and crew

A lot of communication on set goes through the 1st AD. If a cast or crew member is confused over what’s going on on set, they will often ask the 1st AD, rather than approach the director. Because of this arrangement, the 1st AD is also often crucial to keeping morale up on set because a testy 1st AD will be felt by everyone working that day, which may influence how everyone else approaches their jobs.

7. They solve unexpected problems

If you’ve worked on productions before, you know that crews are often over-prepared because what may go wrong often will go wrong. When a problem arises on set, it’s the 1st AD’s job to think on their feet and come up with a solution that saves the production as much time and money as possible.

For instance, if a location cancels at the last minute, the 1st AD may consider reordering the film schedule so the production can still move forward while giving producers time to find a replacement location. Similarly, if the production is running out of daylight, the 1st AD may suggest which scenes the team should shoot next with the limited time left.

8. They call the roll and perform the slate

Perhaps the most significant of the 1st AD’s duties is to call the roll and perform the slate. Calling the role refers to voicing cues that notify department heads that filming is about to start.

These cues may include:

  • Quieting everyone on set

  • Tracking which departments the team is waiting on

  • Asking for final checks on hair, makeup, and wardrobe

  • Signaling the sound and camera department to start rolling

Performing the slate involves announcing which scene and take are about to be filmed, and using a clapperboard to create a sharp sound that the editor and sound mixer use to sync video and audio during post-production. Both calling the roll and performing the slate help keep the production team on track, and when done right, also helps post-production teams better accomplish their jobs.

9. They keep the production safe

Moreover, the 1st AD is responsible for making sure the set is safe. These safety precautions may include letting the cast and crew know how best to evacuate a set in case of fire, or coming up with safer alternatives if a department head puts forth a risky suggestion. A good 1st AD predicts how a situation may go south, and preemptively prevents the team from endangering themselves.

During the COVID-19 pandemic, some health and safety concerns may also be shared with the COVID-19 compliance officer. However, it’s ultimately still the 1st AD’s role to maintain a safe workplace for everyone.

10. They mediate conflicts

Film crews often involve getting a large group of people to work in close quarters during high-pressure situations. Because of this, differences of opinion or personality clashes may explode on set. These conflicts not only slow productions, but they also poison the morale on set, which is why it’s essential for 1st AD’s to deescalate these situations and resolve differences so the production can move forward.

At the end of the day, when looking for a 1st AD, you need someone who’s hyper-organized, quick on their feet, and able to transition between being the conciliatory and firm voice on set. Once you find someone with the perfect mix of these traits, you’ll see an immediate difference in how your sets are run, and never take an amazing 1st AD for granted again.

Find out more about Jessica W. Chen and her work at her website. Or, follow Jess on InstagramFacebook, and Youtube.

If there are other questions you want to be answered in a blog post, let us know at info@fourwindfilms.com or visit our website at www.fourwindfilms.com. Also, we work with a large, diverse community of crew and artists working in most aspects of the filmmaking process and are always happy to help make connections. And we are always building our community! Send us your work for review or feedback.

Tips for Hiring an Event Photographer and Planning a Successful Shoot

By Daria Huxley

Many people and companies today are looking to hire a professional photographer to document their important event — be it a conference, a wedding, a birthday party or perhaps a comedy show they are performing.

Above: David Bradley Isenberg (left) and James Harvey (right) presenting their comedy show “Second Cousins Show” in Sidewalk Cafe in East Village, New York. © 2018 Daria Huxley

Above: David Bradley Isenberg (left) and James Harvey (right) presenting their comedy show “Second Cousins Show” in Sidewalk Cafe in East Village, New York. © 2018 Daria Huxley

Above: David Bradley Isenberg (left) and James Harvey (right) presenting their comedy show “Second Cousins Show” in Sidewalk Cafe in East Village, New York. © 2018 Daria Huxley

If you are new to hiring a professional photographer, here is some advice for choosing a photographer and setting them up for success at your event.

Choosing Your Photographer

First of all, make sure you choose a photographer you are ready to trust. It is impossible to be a producer at a large event and control every step of all your crew at the same time. You don’t want to focus on photography, you want to be present at the actual event and experience it fully.

Ask your network for recommendations first. It is always better to hire someone who has positive reference from your friends and / or colleagues. If nobody in your network has ever hired a photographer — go online and look for good portfolios.

You can start by googling the type of photographer you are looking for naming the keywords: “wedding photographer in LA”, “portrait photographer in NYC” and so on. Some of the good portfolios may come up.

You can also look on creative professional networks such as behance.netFlickr or 500px.com. Also, Instagram or VSCO can be good places to look.

Photography associations such as American Photographic Artists (APA) or Professional Photographers Association (PPA) have vast databases of photographers in your area. You can usually do a search by the genre or the field.

For specific photography genres such as wedding photography there are many agencies that have access to many professionals and can give referrals and recommendations. When budgeting, keep in mind that specialized event photographers with a lot of experience are likely to charge top-market prices. If you are on a tight budget, broaden your horizons. For example, a photographer who has a strong street photo portfolio or is a photojournalist might take up an event photography job and do it exceptionally well.

Our company Fourwind Films works with professional photographers all the time and we would be happy to connect you with one for your specific needs. Don’t hesitate to use us as a resource as well.

Planning For The Shoot

So, you like their portfolio and the price range appears good. This is only a half of what you need to do to ensure you get the desired result. It is always helpful to send detailed shot list of the event to the photographer, to ensure they take all the shots you may need.

If you have never written a shot list before, I would suggest outlining it with the end result in mind. What sort of images you would want to to end up with and for what purpose? After you settle on an idea, try to describe this to your photographer as simply and clearly as possible. Keep the exact shots in mind. Mention the practical navigation, e.g access to stage, hallways, staff entries etc. Give them the timeline, what is going to happen and when.

Here is a sample shot list I received for a Halloween party:

  • Shoot both stages and two bars (inside the building and neighbor’s alleyway) — so you’ll need to roam around between the two areas;

  • Shoot DJs and two Music Acts, capturing the artist and audience;

  • Make sure you get Hanging Mural on the outside covered in drapes — capture the look from outside and line activity;

  • The river will have green lights and smoke, — capture that spooky essence;

  • Womb rooftop — great vantage point to shoot the party looking down on all everything;

  • Face painters;

  • Employees (will have yellow wristbands) — shoot individuals and group shots;

  • Clients/family/friends will have red wristbands, make sure to get posed photos of them as well.

The timeline looked like this:

  • 8:00 PM Open / DJ

  • 9:30 PM First Music Act

  • 10:15 PM DJ

  • 11:00 PM Second Music Act

  • 11:45 PM DJ

  • 2:00 AM close

Above: Melanie Lawrence has her headshot taken by Project Photobooth at 2018 NYC Women’s Health & Activism Summit. © 2018 Daria Huxley

Above: Melanie Lawrence has her headshot taken by Project Photobooth at 2018 NYC Women’s Health & Activism Summit. © 2018 Daria Huxley

Above: Melanie Lawrence has her headshot taken by Project Photobooth at 2018 NYC Women’s Health & Activism Summit. © 2018 Daria Huxley

Make sure you forward your photographer the event agenda with all details, break information and special requirements. If you have any references of what look in the pictures you are aiming for — make sure to let your photographer know in advance.

Photographers always appreciate it if you treat them well and provide lunch in case of a full day event. Showing that you care about the people working for you is important. Believe me, a hungry photographer won’t ever take as good shots as a full and happy one!

Happy scouting!

-Daria Huxley

Creative Director & Photographer, Fourwind Films