15 Must-Know Tips for Booking a Photography Workshop or Tour

By Lisa Langell

Booking a photography workshop is more than a trip –it's an investment in your skills, creativity, and passion. As a leader of numerous workshops, I've learned what makes them great. Here are 15 tips to help you choose a workshop that aligns with your goals, style, and budget.

1. Tour or Workshop? Know What You’re Signing Up For

Workshops and tours are different experiences. A photography tour may take you to beautiful locations at the right times of day, but you’ll rely mostly on your own skills. Little instruction or help troubleshooting your gear is typically offered. Workshops, however, involve structured lessons, hands-on guidance, and feedback.

To clarify your needs, here are a few questions to ask the company and/or leader:

• Will there be classroom instruction or only fieldwork?

• What skills are required to participate fully?

• Who’s joining – serious photographers or nonphotographer type participants? For example, birders may rush to spot as many species as possible, frustrating photographers who need time for the perfect shot.

• Will you be scouting the location shortly before the workshop meets?

• What are the minimal skills I need to arrive with in order to participate fully in this workshop?

• What gratuities, transfers, etc. are included? If not included, how much money should I plan on bringing to cover those expenses across the various guides, photo instructors, drivers, leaders, kitchen staff, docents, etc.?

2. Match with Your Leader’s Style

A leader’s approach can make or break your experience. They set the tone, provide guidance, and good ones know how to manage group learning and dynamics effectively. Look for someone knowledgeable, supportive, and focused on participants’ images over prioritizing their own shots. Investigate their teaching style through direct questions, reviews, or referrals. Questions to ask:

• Will you be providing instruction on how to use our cameras? Are you familiar with my brand and model of camera?

• Will you prioritize participant success over your own photography?

3. Small Groups Matter

Smaller groups mean more individual attention and camaraderie. While larger groups aren’t inherently bad, if you are taking a workshop, sufficient support is essential. Ask about:

• Group size and participant-to-instructor ratio.

• The group size, seating arrangements, and whether there’s a chance your group might merge with another photography group or with the public (e.g., a boat tour with 100 ticketholders from the general public, six of which are your tour-mates).

This photo was taken during a workshop when unexpected weather forced us to change plans. Instead of our original location, we shifted focus to artistic photography, exploring creative compositions and details under unique lighting conditions.

4. The Itinerary is Key

Some leaders may hesitate to share their itinerary publicly out of fear that it might be copied by competitors. However, I believe you should always be able to see a general plan before booking. Workshops are a significant investment, and it’s too risky to sign up without some idea of what you’re paying for.

An effective itinerary should manage your expectations well. It should include key locations, timing, and the flexibility to adapt to unexpected photo opportunities or changing weather. Look for evidence of back- up plans. If a leader doesn’t have backup plans – a plan B or even plan C – you might end up sitting around with nothing to do. It’s the leader’s responsibility to anticipate potential challenges and be ready with alternative options to keep the group engaged and making the most of the experience.

• How many locations will we be visiting every day, and how long will we typically stay at each location?

• Do you have backup plans should the weather or something else require a change of plan?

• Can you share your general itinerary?

5. Be Clear About Gear & Clothing Requirements

Photography Gear: As a photographer, you likely have more gear than you can take on a trip. A good workshop leader provides guidance on essential equipment like lenses, camera bodies, specialty items, tripods, filters, and power converters well in advance. This ensures efficient packing and full preparation for the conditions you'll encounter. If unsure, ask your leader for advice.

While leaders can inform and guide decisions, they may not fully envision how you visualize the world through-the-lens. For example, wide-angle lenses are popular for landscapes, yet long lenses like 70-200mm or 100400mm can compress details, creating stunning layers with visual interest. Because two people can see the same scene and choose to use very different lenses and settings with which to execute their unique vision for the shot, it is not possible for a leader to give the “exact right answer” to questions about what lenses to bring. That said, they should be able to help inform your decisions.

Clothing: When it comes to clothing and accessories, I have a few general recommendations:

• For moderate climates with variable weather (temps between 40-90°F), dress in layers with a wind/waterproof outer shell for warmth. You can add/remove up to about five layers easily and save packing space by skipping bulky coats.

Most photographers instinctively reach for wide-angle lenses for landscapes; however, the landscape image above was captured at 204mm. Although an atypical choice for landscape imagery, this image benefits from the compression effect of long lenses, creating layers upon layers with tremendous visual interest.

Workshops require groups of photographers to be in close proximity to one another while still respecting each other’s space and optimal positions to get the shot.

• Use breathable, quick-drying fabrics like synthetics over slow-drying cotton.

• Pack items you can hand-wash for light travel.

• Ensure outerwear is waterproof (not just water-resistant) for wet weather.

• If you are heading to areas with more extreme weather your instructor will need to advise you on appropriate clothing.

6. Dive into the Details

Review the fine print on cancellation policies, additional costs, and what’s included (tips, excursions, gear rentals, etc.). Some workshops provide emergency shopping options or local tips, as in my Alaska workshops, where guides’ gratuities are covered, and essentials can be purchased upon arrival.

7. Choose Ethical Photography

Ensure your workshop promotes responsible photography, adhering to laws and respecting local wildlife and environments. Verify that the organizer prioritizes ethical practices aligned with your values.

8. Respect Workshop Etiquette

A photography workshop is a shared experience, and respecting the group dynamic is key. Positive, collaborative energy benefits everyone. Disruptive behavior or negative attitudes can hinder the experience for the whole group. Come with an open mind, be willing to share, and be supportive of your fellow participants – photography is about both capturing beauty and connecting with others who share your passion.

Occasionally, participants will sign up for a group workshop or tour; but maintain the heightened expectations of a one-on-one, private experience. If you register for a group tour or workshop, you should expect a group experience – with both their benefits and drawbacks. If history has shown you are impatient with others, are not interested in their creative needs, and/or you need significant attention and support, I recommend exploring a bespoke guide. They can tailor the tour to your needs and fully focus on you without distractions. Additionally, you will not have to be concerned with any irritations, or inconveniences that a group experience may occasionally provide.

9. Understand Prerequisite Skills

Workshops vary in their skill requirements. For instance, understanding manual exposure or knowing your camera’s settings is often a prerequisite. Arriving unprepared can hinder your experience and disrupt the group. Practice beforehand to maximize the workshop's benefits.

You are your best advocate. Manage your and the leader’s expectations. Here are questions to ask:

• What skills do you need to know before arriving to successfully participate?

• Which settings or menu features within your camera you should know before you arrive – such as using exposure compensation, switching from electronic to mechanical shutter, in-camera focus stacking, enabling the histogram, turning on/off image stabilization, and more. Identify the gaps and then learn those things prior to arrival. When a mismatch happens, the leaders, the fellow participants, and you may be left feeling frustrated or worse.

10. Verify Permits

Permits are essential, especially when photographing in protected areas. Permits are costly and time-consuming for the workshop leader or company to obtain; however, they are necessary if you visit almost any land or property that is not owned or leased by the tour company itself. Even places that are free to access for the general public will often require the photography tour/workshop company to submit paperwork and pay for a permit because the tour is operated commercially.

Permits are required for national, state, and most public lands, even small city parks. Permissions are usually needed for private property. Leaders must prove to the owner or governing agency that they have the proper business licenses, liability and vehicle insurance, emergency plans, first aid certifications, and much more before they are issued a permit.

A workshop may present physical challenges that are unusual or unexpected. A good leader will provide you with details, and whether there is anything in particular you should do before the trip to prepare yourself to have the best experience.

Permits are limited and costly. They must usually be obtained 3-12 months before an event. Obtaining these prized permits takes hours to complete and can cost hundreds to thousands of dollars per excursion. For example, the Coronado National Forest permits I obtain for my four Magic of Hummingbirds workshops cost Langell Photography about $3,500 annually to obtain. They are typically required for any tour, workshop or commercial activity in those locations. Companies that take the time and pay the fees to obtain these permits are doing the right thing for everyone –including you. Your tour costs may be higher as a result, but true professionals take the time to do things the right way.

If the workshop leader or their company does not secure the proper permits, the entire event is put at risk. Rangers commonly approach leaders in-the-field and if they do not have the proper permits, they and their group members are asked to leave immediately. They are typically banned for the duration of the tour (minimally).

How does this affect you, the participant? With your tour destination now off-limits, it results in missed opportunities, disappointment, frustration, and wasted money. Your leader may or may not refund you in these situations. This scenario is more common than you may realize. It could mean you won’t get what you paid for, so it is critical to verify that the organizer has all the necessary permissions in place. Taking care of these details makes all the difference in ensuring a worry-free workshop.

11. Assess Physical Demands

Workshops may range from leisurely walks to strenuous hikes. Ask about activity levels, restroom access, seating opportunities, and necessary equipment (e.g., walking sticks, special shoes, etc.). Planning ahead ensures you’re prepared for the physical requirements. If you’re unsure whether a workshop suits your fitness level, ask the leader for specifics. Knowing what to expect will help you focus on photography without unexpected challenges that could hinder your experience, which may also impact the experience and pace of other guests.

12. Understand Insurance Needs Trip Insurance for you.

Did you know you can insure your investment in a workshop or tour? Trip insurance is obtained through an optional policy you can purchase. Typically you must purchase it within 1-30 days after you register for a trip, but the window varies by policy.

Once obtained, it protects you from financial losses that can occur ahead of, or during, travel. These can include obtaining reimbursement for non-refundable registration fees, travel costs, medical emergencies and evacuation, lost or damaged gear, and more.

I do not consider trip insurance optional – it is a crucial safety net for attending any workshop. Get medical insurance if you are traveling outside of the area in which your own medical insurance covers you. It can cost tens to hundreds of thousands of dollars, for example, to be retrieved in remote Alaska by air-ambulance and flown to the nearest medical facility, because you were injured or had a heart attack.

Commercial Insurance & Proper Certifications for the Tour Company

Tours and workshops by qualified, professional companies are often more costly due to the overhead needed to operate legally and responsibly. There are extensive insurance requirements for both general and high-risk activities like escorting guests via bush flights, hot air balloons, snorkeling, small watercraft, snowmobile, horseback and more. Specialized insurance for these activities is costly, yet essential. As the participant, you should verify that the tour company has current commercial liability insurance for your peace of mind in case of unforeseen events. Do not assume the company is adequately insured. Ask them questions like:

• Do you carry liability insurance for your operations? (Or if you prefer greater detail, ask, “could you please provide a copy of your Certificate of Insurance to verify your liability coverage?”)

• Do you have 9+ people in your transportation vehicles and/or do they weigh over 10,000 pounds? If so, do you have a USDOT Authorization Number for that vehicle?

Your tour company should be happy to provide that documentation for you as they know it will give you peace of mind.

13. Clarify Accommodations & Meals

Accommodations and meals can make a significant difference in your workshop experience, so it's important to be informed.

Accommodations/Lodging: Ask if you will have a private or shared room or cabin. Ask about the type of facilities available. Some workshops include comfortable lodges with modern amenities, while others may involve more rustic, off-the-grid settings. Some have laundry options, complimentary breakfast, refrigerators, elevators and staff who can assist with your bags, while others do not.

If you have a roommate, I suggest early-on that you have an open discussion about each other’s boundaries and needs. Doing this at the onset will preserve the much-needed respect and comfort you both need to make the trip enjoyable.

Meals: Meals are important to keep you satisfied and energized. Inquire about your options for dining. Ensure that if you have any dietary restrictions, you communicate with your tour/workshop company to determine whether these can be accommodated.

Note that there is a big difference between “medically necessary” dietary restrictions versus “dietary preferences.” When they are medically necessary, it can completely change how cooking is done, how food is handled, the grocery list, budget and more. It also can involve far more labor for the chef. Please be very clear in advising your tour company about medically necessary dietary restrictions. Additionally, be flexible when you simply have dietary preferences. A “keto” type diet is a preference, but will not typically harm you physically if you do not perfectly adhere to it while on your workshop. But a person who is allergic to peanuts can die if they are exposed. Be realistic with what a chef or workshop leader can do to accommodate preferences.

14. Plan for Connectivity

Connectivity can vary significantly in remote photography locations, and it’s something to plan for. Ask your workshop leader well in advance about Wi-Fi availability, cell service, and any technical limitations you might encounter. This will help you manage your own expectations for communication as well as those of your loved ones while you are away.

Remote workshops often lack Wi-Fi or cell service. Prepare for offline workflows by bringing backups like hard drives and memory cards. Check how long software like Lightroom can function without internet access.

15. Come with an Open Heart and Mind

The most meaningful workshops are about more than just technical skills—they're about embracing new perspectives and finding inspiration. Be open to learning, take feedback in stride, and soak in the experience.

The joy of photography comes from both the process and the final image, and the best memories often come from moments you never expected. A good leader will help foster this positive environment with you and the group.

Conclusion

Booking a photography workshop or tour is an investment in yourself, your skills, and your creativity. By asking the right questions, understanding the details, and being prepared, you’ll set yourself up for a truly enriching experience. I hope these 15 tips help guide you toward a workshop that not only meets your expectations but far exceeds them.

It’s not unusual for a workshop to have no connectivity (Wi-Fi or cell phone coverage), electricity, or plumbing.

About Lisa Langell and Langell Photography

Lisa loves creating nature photography and art that is inspired by her background in psychology and design. When Lisa isn’t having fun making photographs, she’s thriving on teaching photography. Langell Photography offers thoughtfully crafted workshops and online education year-round. Our handcrafted itineraries and instruction provide you with immersive, rich, educational and productive opportunities that nurture your photography goals. We know it is important for you to create incredible images – but we ensure you have a delightful time throughout the process! Check out the website at: www.langellphotography.com/