From first inquiry to final delivery
Booking professional event photography or conference video should be straightforward. Here’s exactly what to expect — from the moment you get in touch to the moment your files are delivered.
Fill in the contact form or email roger@rogermetcalf.co with your event details — date, venue, type of event, approximate attendee count, and what you need (photography, video, or both). The more detail you share upfront, the faster we can move.
What happens: Roger reviews your inquiry and responds within one business day.
Roger confirms availability for your date and provides a project-specific quote based on the scope of your event. Pricing is based on published day rates — you can review them on the pricing page before you inquire if you prefer.
Timeline: Response within 1 business day. No obligation at this stage.
Once you’re happy to proceed, Roger sends a straightforward contract covering the event date, deliverables, timeline, usage rights, and payment schedule. A 50% deposit is required to secure the date. The remaining balance is due on delivery.
Your date is not held until the contract is signed and deposit received.
In the week before your event, Roger schedules a brief planning call to go through the run-of-show, identify key moments and must-have shots, confirm VIP attendees or speakers to look out for, and discuss any restrictions or special requirements. For video work, the call covers session timing and technical setup.
If access permits, Roger scouts the venue in advance.
Roger arrives ahead of the start time, confirms the setup with your events team, and gets to work. He operates discreetly — no flash disruptions, no posed interruptions to the flow of your event. For conference video, equipment is set up and tested before the first session begins. You won’t need to manage anything on the day.
Coverage runs for the agreed hours. Overtime billed at the hourly rate in the contract.
After the event, Roger edits the full take. For photography, every delivered image is color-corrected and retouched to a consistent, publication-ready standard. For video, content is trimmed, branded, and delivered with intro/outro bumpers as agreed. No unedited files are delivered — everything that arrives in your gallery or download folder is ready to use.
Photography: 5–7 business days. Video: 5–10 business days. Rush available.
Photos are delivered via a password-protected private gallery. Video files are delivered via a secure download link. You receive an invoice for the balance, due on delivery. Once paid, full usage rights are active and you can start publishing immediately. Roger is available for any follow-up questions about the files.
Most clients are sharing content publicly within 24 hours of delivery.
Managing Roger every minute. Brief Roger on what matters to you and he’ll take care of the rest. Your direction is always welcome — flag a must-have shot or change course anytime — you just won’t need to hover over him to get great results.
Equipment failure. Full backup kit is always on-site. An equipment problem has never resulted in a missed event.
Chasing for files. Delivery is proactive, not reactive. You’ll receive a gallery or download link as soon as editing is complete
Complicated licensing paperwork. Standard commercial usage rights for marketing, press, social, and internal use are included as standard in every engagement.
Surprises on the invoice. The quote you receive is the price you pay, plus any agreed extras. No hidden fees.
Missing your deadline. Every event is unique, so timelines are agreed up front — and the image-delivery dates we set are the dates Roger commits to and meets. Working to a launch or press deadline? Tell him and he’ll plan around it.
Step one takes about 2 minutes
Date, venue, what you need. He’ll come back within one business day with availability and a quote.
Start the conversation