Planning a company Christmas party means coordinating the venue, food, program, and suppliers. At the same time, photo and video coverage belongs on that list, especially if you want to document employee recognition, team performances, and the celebration itself.

That’s why a little preparation helps your planning team understand what matters to your company. Use this checklist when discussing your plans with your photographer and videographer.

1. Decide how you will use the photos and videos

Will you share the photos with employees, post highlights on social media, or include them in an internal newsletter?

Do you need a video to show at a future company event?

Knowing how you will use the photo and video helps you decide what coverage to book.

For example, short vertical clips may suit social media, while a highlight video can bring together the main activities of the evening.

Share these plans with your coverage team before the event.

2. List the moments you want covered

Your team can follow the program, but some moments may need extra attention.

Prepare a short list of priorities, such as:

• Opening remarks and management messages
• Employee awards and recognition
• Team performances and presentations
• Games, raffle draws, and prize giving
• Department photos and a company group photo
• Candid moments during the celebration

3. Share the program and coverage schedule

Send your latest program to the photographer and videographer before the party.

The program includes the venue, start time, expected end time, and schedule of key activities.

Confirm when photo and video coverage should begin. You may want photos of the stage, decorations, registration, and guest arrivals before the formal program starts.

Check that the booked coverage hours include your priority activities. If awards or performances are scheduled near the end, discuss this when finalizing the package.

Programs can change, so assign someone to tell the coverage team if an activity moves or a new segment is added.

4. Identify key people and plan group photos

Your photographer may not know your executives, awardees, or special guests. Share their names and roles, then arrange for someone to point them out during the event.

For group photos, decide who should be included and when the photos will happen. Department photos are easier to organize when team leaders know the schedule.

If you want a company-wide photo, coordinate it with the host and venue. Allow time to gather everyone and check that there is enough space.

5. Confirm what your package includes

Before booking, review the deliverables with your supplier. Confirm the following:

• The number of photographers and videographers
• The hours of coverage
• Whether the package includes edited photos, a highlight video, or a same-day edit (SDE)
• The video format and length, where applicable
• How the files will be delivered
• The agreed delivery schedule

If you need an SDE, discuss when it will be shown and what equipment the venue must provide. The SDE editor will also need time and a suitable workspace to prepare it.

6. Check the venue arrangements

Share your coverage plans with the venue coordinator. Ask about supplier access, setup times, and any restrictions that may affect the team.

For video coverage, coordinate with the sound technician about recording speeches and program audio. If a video will be played during the party, confirm the screen, projector, sound system, and playback arrangements.

Let your coverage team know if you are planning dim lighting, special effects, or an outdoor segment. These details help them prepare the right equipment.

7. Assign one contact person

Choose someone who can answer questions, identify key people, and communicate program changes during the party.

This could be a member of your HR team, admin team, or organizing committee. Share their name and mobile number with the coverage team before the event.

The contact person should also know your priority shots and group photo plans. Having one person coordinate these details makes communication easier while the program is running.

8. Agree on delivery dates and sharing plans

If you need photos for a Monday announcement or a video for another event, mention the deadline to the photography and videography team before booking. Confirm whether the production team can meet it and whether early delivery of selected photos is included.

Decide who will receive the files and handle company approvals before anything is posted publicly. Follow your company’s rules on sharing employee photos, names, and internal information.

To wrap up, here’s the quick checklist

Before the party, make sure you have:

• Explained how you will use the photos and videos
• Listed your priority moments
• Shared the latest program and confirmed coverage hours
• Identified key people and scheduled group photos
• Reviewed the package and deliverables
• Coordinated venue, lighting, audio, and playback needs
• Assigned a contact person
• Agreed on delivery dates and sharing arrangements

Planning a company Christmas party in Cagayan de Oro?

If your organization is planning a Christmas party and needs photography or videography coverage, GSD Films and Stills is here to help.

GSD Films and Stills is registered with DTI, BIR, and PhilGEPS, and we renew our business permits every year. Don’t hesitate to reach out to discuss your plans and get a quote for the coverage you need.