Before you photograph an event, get the organiser's permission. Most say yes — their participants get photos, and it costs the event nothing. A short, clear email works far better than a long pitch.
Copy the template below, fill in the parts in square brackets, and send it.
Template email
Hello [organiser's name],
My name is [your name] and I'm a photographer on GeoSnapShot. I'm getting in touch about [event name] on [date].
I'd like to photograph your event and make the photos available to your participants afterwards. There's no cost to you — I'm paid only from the photos participants choose to buy.
A few things that come with it:
• Participants find themselves quickly using selfie search, bib number or the time they were competing, rather than scrolling through hundreds of photos
• The gallery can be embedded in your own website, and branded with your colours and your sponsors' logos
• You can invite additional photographers if you'd like fuller coverage
• You'll be able to see how many people viewed and downloaded photos, which is useful if you have sponsors to report back to
All I'd ask in return is that you let participants know where to find the photos afterwards — an email and a social post is usually enough.
Happy to answer any questions. Would you be open to me coming along?
[your name]
Before you send it
Use the organiser's name. "Dear organiser" is the difference between a reply and no reply. It is usually on the event website or their social pages.
Name the event and the date. Most organisers run several, and a vague email looks like a mass mailout.
Send it early. Events plan their communications weeks ahead, and you want to be part of that plan rather than an afterthought.
Keep it short. Organisers are busy in the run-up to an event. The template above is about as long as it should get.
If they say yes
Create the event in GeoSnapShot, upload your photos afterwards, and make sure the organiser has the gallery link to share with participants. Our article on selling your photos covers what to do next.
There are also short videos covering every step in Video Help — click the ? icon at the top right of your dashboard, or go to geosnapshot.com/help/videos. You need an account to watch them, and creating one is free — no subscription and no monthly fee.
If you don't hear back
One polite follow-up a week later is reasonable. After that, leave it — there are plenty of other events, and organisers who don't reply twice rarely reply on the third attempt.
Still need help?
Email [email protected] if you would like a second pair of eyes on your approach.