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

Comments

Post a Comment

Popular posts from this blog

Part 2 of 2 Thoughts for Better Visuals During a Virtual Meetings

Image
This 2 part blog addresses the professionalism and your personal brand that you can project in a virtual meeting. Don't waste the opportunity or other attendees' time if you aren't going to respect who they and you are. In Part 1  we discussed paying attention in a virtual meeting, dressing professionally, and staying in one place sitting still. The next 3 thoughts address the environmental setting. Backgrounds - Is it as difficult for you as it is for me to concentrate on the person when the background is like a storage facility? OK, that's harsh. But even though not all of us have the luxury of devoting a spiffy space to where we meet it wouldn't hurt to clean up the mess behind. Solution: have your logo, product photos, etc. ( professionally shot if possible ) printed by a retail printer and hang them up behind you. Make sure the photo size is large enough or close enough to your screen that your viewers can appreciate what's behind you. Optional...
Read more

3 Bright Ideas For Better Visual Branding During Virtual Meetings

Image
  In the past, I've written a lot about virtual meetings and the visual impact on your brand.  As a  virtual photographer , my eye starts to recognize opportunities for improving how you appear at a virtual meeting.  The tweaks are subtle.   Following are the three next level suggestions for improving your image during a virtual meeting.  💡Color of light. The most common color on an attendee's face on a virtual meeting is yellow, followed by orange. That often means the lights used are incandescent. Solution: Soft white lights are a good solution. A techie option is to go for a light rated close to 5500k (kelvins), a neutral. Many ring lights have options that include Warm White, Cool White, and Daylight. 2. 👀 Glasses. I wear them. Half of my clients do as well. They are a challenge. Solution:  Look straight at the screen. Do not have the screen positioned so that you have to look up. Have lights slightly above your screen an...
Read more

Everyone Else Is Posting A New Headshot. Are You?

Image
  How did you feel that last time you posted a new professional headshot? I'm guessing pretty good. What I've noticed on social media is when a client posts a new headshot the comments like these start to explode.                                                        Love it Gorgeous Wow You're so pretty Very professional... You look younger than ever Fabulous as always only more so... Awesome So handsome. Keep up the good work. You're looking good... Who took that photo? I want to look like you. When I read the comments and see clients' social media likes it's an endorphin rush. There are so many reasons why you'll want to update your headshot.  It will attract new viewers. Have you ever bought a book twice because the cover was changed? You get the idea. An updated headshot will keep you in front of clients and prosp...
Read more