How to Work with Hospitals: Building Relationships That Benefit Your Business

If you’re a newborn photographer looking to grow your business, building relationships with hospitals can be a game-changer. Partnering with hospitals allows you to connect with new parents, establish yourself as a trusted professional, and gain consistent bookings. But breaking into hospital photography requires strategy, professionalism, and persistence.

So, how do you get hospitals to welcome you as a newborn photographer and create a lasting partnership that benefits your business? Whether you’re just starting or a seasoned pro looking to expand, this guide will show you how to build strong relationships with hospitals to grow your photography business.

📸 Want to learn step-by-step how to work with hospitals & book more clients? Join my Modern Hospital Newborn Photography Course today!

🏥 1. Understand How Hospitals Operate

Before approaching a hospital, it’s important to understand how they function. Hospitals are fast-paced environments, and their main priority is patient care—not photography. This means you must approach them with respect, professionalism, and a clear value proposition.

What Hospitals Care About:

✔ Patient experience – How does your service improve the patient’s stay?
✔ Privacy & legal concerns – Do you follow hospital policies & HIPAA regulations?
✔ Seamless operations – Will your work disrupt hospital staff or flow?
✔ Reputation & partnerships – Are you a trustworthy professional?

💡 Pro Tip: The key to working with hospitals is to position yourself as an asset, not an interruption.

📢 Related: The Ethics of Hospital Newborn Photography: What Every Photographer Should Know

📍 2. Get Your Foot in the Door: Who to Contact

Approaching hospitals the right way is critical to getting your proposal considered. Instead of emailing random departments, target the right people who have the power to approve photography services.

Key People to Contact in a Hospital:

✅ Labor & Delivery Nurse Manager – Oversees the maternity unit and patient care.
✅ Hospital Marketing Team – Handles branding, promotions, and approved vendors.
✅ Patient Experience Coordinator – Focuses on making a patient’s stay more memorable.
✅ Volunteer or Community Outreach Director – May oversee special programs like photography services.

How to Contact Them:

✔ Send a professional email introducing yourself & your services.
✔ Visit the hospital in person (if possible) and drop off a printed portfolio or brochure.
✔ Ask for a meeting to discuss how your services could benefit new parents.

💡 Pro Tip: Be polite, persistent, and patient—hospitals move slowly, so follow up professionally without being pushy.

📢 Want email templates & scripts to contact hospitals? Get them in my Modern Hospital Newborn Photography Course!

📑 3. Prepare a Strong Proposal for the Hospital

Hospitals won’t just allow anyone to start photographing newborns. You need to present a well-thought-out proposal that highlights the value of your services while addressing their concerns about privacy, operations, and patient experience.

What to Include in Your Hospital Photography Proposal:

✔ Your Experience & Portfolio – Showcase your best newborn hospital images.
✔ How Your Services Benefit Patients – Emphasize emotional value, stress-free sessions, and lasting memories for new parents.
✔ Privacy & HIPAA Compliance – Reassure them that you respect patient confidentiality and require signed consent.
✔ Flexible Scheduling – Explain how you work around hospital routines without disrupting patient care.
✔ Potential Revenue for the Hospital (Optional) – If offering a contracted service, explain how the hospital benefits financially.

💡 Pro Tip: Keep your proposal clear, concise, and professional—hospitals are busy, and decision-makers don’t have time for long-winded pitches.

🤝 4. Build Relationships with Hospital Staff

Hospital staff can be your biggest allies—if they love your work, they will recommend you to new parents. Building genuine, respectful relationships with nurses, doctors, and administrative staff can make a huge difference in your success.

Ways to Build Trust with Hospital Staff:

✅ Introduce yourself warmly – Don’t just pitch your services; show appreciation for what they do.
✅ Offer a free staff photo day – A goodwill gesture that gets your foot in the door.
✅ Leave printed materials – Have brochures or business cards available in waiting areas.
✅ Respect hospital policies & workflow – Never interfere with patient care.
✅ Express gratitude – A handwritten thank-you note or small treats go a long way!

💡 Pro Tip: Nurses and midwives often refer new parents to trusted photographers—make sure you’re the first name that comes to mind!

📲 5. Market Your Hospital Newborn Photography Services to Parents

Once you gain permission to work with a hospital, the next step is attracting parents to book sessions.

Best Ways to Reach New Parents in a Hospital Setting:

📌 Hospital Brochures & Flyers – Place them in maternity rooms & waiting areas.
📌 New Parent Welcome Packets – Offer printed materials through the hospital’s patient experience team.
📌 Social Media Engagement – Run targeted Instagram & Facebook ads for expecting parents.
📌 Workshops & Events – Host mini maternity/newborn photography Q&A sessions at the hospital.
📌 Referral Incentives – Offer discounts for nurses, doulas, and birth workers who refer clients.

📢 Want to attract more clients? Check out this guide: Social Media Strategies to Grow Your Newborn Photography Business

💼 6. Partnering with a Hospital as a Contracted Photographer

Some hospitals hire newborn photographers directly or partner with independent businesses for photography services. If your goal is to become a hospital’s preferred photographer, be prepared to negotiate contract terms and discuss how your services fit their business model.

Key Contract Considerations:

✅ Revenue Sharing: Will the hospital take a commission from your sales?
✅ Exclusivity Agreements: Will you be the only photographer allowed, or will they work with multiple professionals?
✅ Liability & Insurance: Hospitals often require professional liability insurance—make sure you’re covered.
✅ Scheduling & Availability: Will you be on-call, or will parents book independently?

💡 Pro Tip: If a hospital isn’t ready for a formal partnership, start as an independent vendor and build trust over time.

🚀 Ready to Work with Hospitals & Grow Your Business?

Partnering with hospitals opens up amazing opportunities for newborn photographers. By understanding hospital operations, building strong relationships, and marketing your services effectively, you can create a profitable and sustainable business while capturing priceless moments for new families.

📌 Quick Recap – How to Build Hospital Relationships:

✔ Understand hospital needs & priorities.
✔ Contact the right decision-makers.
✔ Create a strong photography proposal.
✔ Build genuine relationships with hospital staff.
✔ Market your services effectively to new parents.
✔ Negotiate contracts carefully if partnering long-term.

📸 Want a step-by-step guide to getting hospital partnerships & growing your newborn photography business?

👉 Join my Modern Hospital Newborn Photography Course today!

📸 Let’s build your dream photography career—together! ✨