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In the previous post, we laid out the beginning steps for partnering with an event photographer to cover annual meetings, conferences, trade shows, galas and other special events. Here, we’ll wrap it up with the final steps that will help you work with your photographer in capturing the best of your event. 

STEP 4: CREATE A BRIEF

Create a brief that includes an outline of your event schedule as well as the following list of items:

  • Event schedule: Sequence of events
  • Location(s)
  • People and places

We’ll need to know the start time of the event and will plan to arrive earlier in order to touch base to go over any loose ends. We’ll also need to know the sequence of the events throughout the day. If the conference is at a hotel, please include the room numbers and session names we need to cover as well as their start and end times. And always be sure to confirm the address(es) with your event photographer as there are several Hyatts and Hiltons in each major city such as Chicago. We will be photographing each keynote, presenter and panel however if there are VIP’s at the event that will only be attending, give us a heads-up. If you’d like some candid coverage of them, we’ll need to know who they are so we can pull up their online profiles and identify them during the event.

STEP 5: CONSIDER THE EVENT SET-UP

Think about what furniture, settings, props and lighting you’ll use for the event. Keep in mind the height of the speakers if they’ll be presenting at the podium. I have seen a few vertically-challenged presenters being dwarfed by the podium, which makes it very difficult to capture them and this is something that could be easily prevented by making an apple box available. 

Stage lighting is also critical to the quality of the photos we deliver. There have been several instances when we’ve worked with our clients to tweak the stage lighting in order to fully light the presenters and panels because the “stage wash” that was being used was unflattering and created excessive contrast on the speakers. Since we do not want to use our on-camera flash during presentations as it can be obtrusive, we’ll want to make sure we test this prior to the event launch.

STEP 6: GO OVER ANY ADDITIONAL NEEDS

Are you looking to offer corporate headshots at your conference or tradeshow? It’s a fantastic way to bring attention to your brand and send home attendees with a gift that they’ll value. To find out more about high-volume headshots, click here.

If you only need a few headshots of the staff, we can arrange to bring in lighting or use available light at the venue. In each case, we’ll want to be sure we have an advance notice so we have the proper equipment, scout out the best spot for set-up and nail down the timing. 

We hope this list of ideas will help you to organize your event and gives you a heads-up on how you can work with your photographer to make sure they capture the best of your event. If you have questions or suggestions, feel free to get in touch! We have over 20 years of experience covering trade shows, conferences, meetings, galas, and more so we’d be happy to help!

 

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Whether you’re in the planning stages or you’ve finalized all of the details and are looking for the photographer that will be the best match for your style and budget, get in touch….I’m always happy to help.