A major aspect of organizing running a successful corporate event is giving all the staff a full and sensible brief to work to.
This includes the conference or event photographer who is likely to be a central part of the team on the day. Although this may not be evident not during the conference itself but certainly afterwards once you, the conference organizer is hunting around for suitable images for the annual report or to promote the following years conference. This is exactly why a detailed and quality photographers brief will enable the organiser to be provided with the photos they had briefed for.
To start, book your professional event photographer as far in advance of the event as possible so there is ample opportunity for the organiser and photographer to have at least one conversation about their expectations for the event.
Photographers love to get an idea of what is planned and how best they can capture it in photos. You’ll find that an experienced photographer will be able to make suggestions for how to best photograph your event for maximum impact and exposure as well as to offer options on unusual angles to keep the images fresh and interesting.
Find out the areas that are out of bounds to everyone else that the photographer is able to access for a more interesting photo. For example, shots from the control desk, especially if there is a mixing desk or multiple camera images on screens. Shots from the back of the stage looking out towards the audience while there is a speaker in full flow or if there is some audience participation.
Tell your photographer what the dress code is. They’re going to be working, and at times might be sitting on a floor to get a shot but if it’s jam packed full of CEOs and VIP speakers then you’ll want them suitably dressed to be able to blend in. Plain black smart pants such as chinos or dress pants work well when coupled with a black shirt or polo shirt as it’s neutral and makes it clear that this person is working, but also isn’t too distracting in a dimmed auditorium or when there are TV cameras filming the event. Trust us on this – it’s never going to be a great look when a photographer turns up to a flashy event wearing jeans!
Lastly, we recommend that you pick the plenary sessions you need covered for the amount of action contained in them.
Conferences can be long days and how many photos do you really need of one speaker? Most of the time the speaker at the podium from 2 different angles and a wide shot of the room is sufficient.
This enables the photographer to be in the room for the first 5-10 minutes before moving on to shoot something else, and usually lets the speaker relax a little too. With a 12+ hour day, photographers also need to rest a little too so this is an ideal time for that.
You might also like to think about issuing some photos during the day of the event to gain maximum exposure and pick up some new social media followers, but be sure to include this in the photographer’s brief so that they don’t forget to bring their laptop and transfer cables with them.
With these key points of advice in mind for organising your conference or corporate event photography, we wish you the best success and look forward to seeing the results of your hard work.