How Pre-Event Planning will Enhance the Results of Corporate Event Photography Part 2 of 2


In Part 1 we covered Productive Ways to Use Corporate Event Photography with 14 tips to consider the next time you hire a photographer for an event.

Pre-Event planning is an important step that will assure success. Without it it's like darts - hit or miss. The plan will be used to communicate with your team and photographer so everyone is on the same page when it comes to before, during and after the event.

There are two key areas to define in the planning stage that should be provided by the organizer to the photographer: a check list of shots that will be needed depending on how the photos will be used and tactical instructions.  

Suggested “shot list” many include:

  • Pre-event setup. This can involve set-up, preparation and decoration throughout the construction phase before the attendees arrive
  • A step and repeat at the 'Red carpet' location as the attendees arrive
  • Posed and candid shots of VIPS such as speakers, awardees, key clients etc.
  • Crowds milling, candid shots of attendees interacting and enjoying the event (the photography in and of itself makes attendees feel important and is fun)
  • Exhibitor tables or booths, sponsor signage - include people from the participating company when you can, it's more personal
  • Full room shots from different angles - floor level and above if this angle is available
  • Posed and action shots of key speakers and entertainment
  • Individual portraits ~ you may even have an area set up with special staging for individual sessions
  • List of Key people and someone knowledgeable to assist directing the photographer to those people
  • Abstract shots for marketing and more generic branding purposes
  • Familiar groups ~ sales team, family, management, donors
  • Entertainment and entertainers on stage and back stage

Tactical information that you should provide to your photographer:

  1. Venue point person familiar with where power is for stationary lights, provide WIFI password, arrange for a secure place to store photo gear….etc.
    • Before an event the organizer should have complete approval, licensing and insurance requirements that the venue requires for the photographer.
  1. Will there be more than one photographer? This should be decided during a discovery session and if there is more than one, what each will be responsible for.
  2. If applicable, determine where there is adequate space for step and repeat (red carpet) 
    • Who will be available to guide attendees to that space
  1. Determine if flash can be used in the event room(s)
  2. Provide information about the group (casual/formal/employee/clients) and number of attendees
  3. How the photos will be used which will impact the photographers strategy for what equipment to use, setup for fixed location photos, photo orientation, file sizes, printing and more.
  4. Finalize Post-Event requirements including:
    • Who will receive the photos
    • What format the photos will be delivered in
    • How the photos will be delivered
    • When the photos will be turned over
    • What type of editing if any will be require


I have provided a wide variety of pertinent information for a successful photography experience at a planned event. Most important is to create your WHY list so you can clearly define and substantiate the value of the photos taken. The lists provided here and in Part 1 offer a good start of how a company may want to use the event photos and I am certain that others will be identified based on corporate requirements and needs.  Please feel free to share some of your ideas and how event photography adds value for your company.  Enjoy the process! Linda

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