So, you’ve been shooting shows for a while now, and you’re finally ready to move into the photo pit. While it’s always fun to shoot from the crowd, the photo pit offers so many awesome photo ops, and your first show in the pit is a milestone to be proud of! However, it can seem scary to send out that first photo pass request. What do you say? Who are you supposed to ask? When are you supposed to send the request?

Fear not — I’m here to answer these questions today! Before you know it, you’ll be able to send out passes like a pro. While reading, please keep in mind that I am a photographer affiliated with a publication that has contributors send out their own requests. Every publication does it differently, so don’t be afraid to ask your editor what their process it. That being said, let’s jump into it!

Know What You Want, and When You Want it

It helps to know what you’re asking for. Do you have a ticket to the show, or do you need one? Do you want a photo pass, or is your editor expecting an interview and portraits too? By laying out specifics, it makes it easy on your end, but also on the press contact’s end. 

In the subject line of your email, you should list the artist’s name, the city the show is in, the name of the venue, and the date of the show. With all of that info, your subject line will look a little something like this: “Photo Pass Request: Awesome Band- New York, NY, Super Cool Venue, 1/31.” The general window for sending out requests for photo passes is no earlier than ten days out from the event. Personally, I prefer sending them out about a week to five days in advance from the show. Remember that requesting too early (or too late) can hurt your chances!

Who Are You Talking To?

Don’t stress over not knowing who to contact, it can be a maze to find the right email. Most artists will have it listed on the about section of their Facebook page under “PR Contact” or “Press Inquiries.” If they don’t, that’s when Google is your friend. Searching things like “Super Awesome Band’s Press Contact” might make it pop up on the PR company’s site, and many record labels also have a press contact listed on the artist’s about page on their label site. Atlantic Records is a good example for this. On their artist roster, you can look through who’s signed to their label, and each artist has a few contacts you can make use of.

If you can’t find it after searching and asking around, it never hurts to shoot management an email. In a scenario like this I always write out my pass requests like normal, but also include something along the lines of “If there is another person I should direct this request to, I’d appreciate your help.” 

What Can You Offer Them?

When you’re emailing a press contact, they’re expecting just that: press. What can your publication offer this artist? Be specific. Saying “We can offer coverage of Awesome Band’s show on our website,” isn’t going to cut it the majority of the time. Instead, try something like “We can offer a gallery of Super Awesome Band’s set, and a review of the show on our site.” Once again, by offering specifics you cut down on any miscommunication and questions you may need to answer. 

Todd Owyoung put it best when he said that when shooting for a publication, “There’s a guaranteed audience and knowledge that the images generated from a photo pass will be seen.” Make sure your images are put to good use, and get them up sooner rather than later!

When and Where?

So, you’ve told them what you can offer in exchange for a photo pass, but that doesn’t mean you’re done yet. State when the press contact can expect this coverage to go live, and where they can find it. Will it be on your publication’s site this Friday, or will it be up three days from now? Always offer to send over a link when the coverage goes live, and always follow up on that offer by actually sending it when the time comes. No special reason for that– it’s just the right thing to do. 

A Credential For A Credential

No one has ever gotten a job without a resume or experience. Consider your photo pass request your interview, and your portfolio your resume. By linking a portfolio of your work and directing the press contact to a link to your publication’s site, it makes you more credible. If they’re going to consider you to shoot a show, they’ll want to see examples of what they might get from it!

Hit Send!

Proofread the email, make sure your editor is CC’ed, and hit send. Simple as that. Sometimes you’ll hear back right away, and other times you’ll need to follow up. Just remember that press contacts are handling emails for many bands at once. Sometimes things slip through the cracks, so don’t be afraid to reach out to them for a follow up. 

If you get rejected, it’s okay. It happens to everyone, and it’s nothing personal. Keep your head high and keep shooting shows in the meantime, because you’re one step closer to being approved!

Later this week I’ll be telling you all the story of how I got my first photo pass, and several rejections I’ve faced along the way. You never know what might happen, so there’s no harm in sending out a request for an artist you may want to photograph! I never thought I’d be in the photo pit for Bring Me The Horizon, especially for my first ever time in the photo pit, but that’s a story for later.

Have you sent out photo pass requests before? How do you go about doing it? Everyone has a method that works best for them; let me know yours in the comments below!