Booking a Photographer

Preferred Vendors: 

Process for Booking a Photographer:
It's best to book a photographer as soon as you have the date and venue set for the event. If you submit the PVA to purchasing with less than 10 days notice, you may not receive the signature in time. 

Sample Inquiry Email: 

Tony, 
I hope you're doing well! I am reaching out about yet another IEOR Event! 
We were wondering if you could photograph an event for us on October 27th. This will be our IEOR Halloween Party. 

We will be at Burger & Lobster (39 W. 19th St) 
10/27/23, 6:00pm - 8:00pm. 

Please let me know if you are available! If so, please complete send back this PVA form so I can submit it for signature. 

Thanks, 
Jeana

PVA Form: 

This is the required form that serves as a contract between IEOR and the photographer. Attach it to your inquiry email to complete it as soon as possible. 

Working with Purchasing:

Once you receive the PVA back from the photographer, please send it to a representative from Columbia Purchasing. 
As of Fall 2023, our contact with the Purchasing Department is Thomas Brown - tb2354@columbia.edu

Sample Purchasing Email:

Hi Thomas - 

Please see the attached PVA for photography for an IEOR event on 10/27 - 

My contact is Tony Ning (tonyning@gmail.com) 

Please let me know if anything further is needed. 

After Signature: 

Once you receive the signature back from both Columbia Purchasing (likely via Docusign) and the photographer, make sure to send the dually signed document to the photographer for their records. 
Additionally, please put the file into your event's shared drive folder for future reference. 

After Event: 

Make sure to touch base with the photographer to thank them following the event, and to remind them to send you the invoice when it is ready. 
Once you receive the invoice back, please forward the invoice, dually signed PVA, and the event's flyer to ieor-payments@columbia.edu.