"Access Granted": 7-Steps to Sports & Entertainment Events

“Access granted.” Two words photographers and videographers live for — the invisible door that turns a crowd into a story. But in sports and entertainment, that door is often guarded: safety rules, rights holders, and limited space keep the best angles out of reach. This is your 7-step guide to getting in — and staying in — so you can shoot the moments that matter to you.

Kelly's GUIDE TO "ACCESS GRANTED"

1. Do Your Homework First (if you don’t know these answers, ask)

- Know the event — level of competition, schedule, key stakeholders, and any media protocols and who may own image/video rights to what. 

- Understand safety considerations — where photographers are permitted, restricted zones, movement rules, and sport-specific risks and WHY they are worried about what. 

- Identify the right contact — often the communications/PR lead, media coordinator, or event director.

- Do they have limited space/numbers at events? If so, then you must appreciate that they need to limit access, so you have to add value to what THEY need/want.

2. Lead With the Value You Bring

Organizers care about coverage, exposure, and professionalism. Frame your ask around what they get, not what you want.

You might highlight:

• Your specialty in sports photography or storytelling.

• How your images could support their social media, sponsors, athletes, or post-event recaps.

• Examples of past work (link a portfolio, not attachments unless requested).

3. Be Clear and Concise in Your Ask

Include:

• The dates you want access.

• The specific areas you need (sidelines, finish zone, team areas, mixed zone, press conferences).

• Whether your photos will be for editorial, commercial, or personal portfolio use. (THIS IS CRITICAL for event organizers to know, and it WILL affect whether they give you access or not.)

  
  

4. Show Professionalism and Awareness of Protocol

Organizers want photographers who won’t interfere with competition operations or athletes.

Communicate that you will:

• Respect all accreditation rules.

• Work around officials, timing staff, and volunteers.

• Follow safety and movement guidelines.

• Provide copies of images if that’s appropriate or part of your offer.

5. Tailor Your Tone

• Approach these conversations from a space of, 'How Can I Help YOU'.

• Use a polite, friendly, businesslike tone. Acknowledge the pressures on organizers—they’re juggling a lot.

6. Make It Easy for Them to Say Yes

Offer:

• To share a selection of images for their channels.

• Quick delivery if needed (24–48 hours).

• To sign any required waivers or credentials forms.

7. Follow Up

If you don’t hear back in 4–7 days, send a short, polite follow-up reaffirming your interest.

Most of the events that I’m at, access, safety, numbers of people, and rights holders (who’s paid for what) are the primary concerns.  Approach this ask with empathy that they have a lot of balls in the air, and ask how you might help them. 

IF ALL ELSE FAILS, try to make FRIENDS.  Honestly, if people want you around, you’re more likely to get access. For example, if an athlete, coach, or artist specifically requests having you there…that is a GREAT (and a common) way to get access to places and events you may otherwise struggle to get in. 

Good Luck & Stay Creative!