Key Takeaways
- A shot list is the most valuable document you can give your event photographer
- Key people should be identified by name and pointed out in person at the event
- Lighting varies dramatically across a venue - discuss this with your photographer in advance
- Social media highlight images and full gallery have different timelines - confirm both in advance
- Permission for photography should be confirmed with speakers and key attendees before the event
A corporate awards night in Northwich. A product launch in Chester. A charity fundraiser in Knutsford. Every event is an opportunity to generate photography that serves your organisation for months afterwards - on your website, in press releases, on LinkedIn, and in reports to stakeholders.
Whether that opportunity is realised depends almost entirely on how well the photographer understands what you need before the event begins.
Start With a Shot List
A shot list is a written document of the specific images you need from the event. It is the single most useful thing you can give your photographer, because it transforms an open-ended brief into a clear set of deliverables.
A shot list for a Cheshire corporate event might include:
- Venue exterior on arrival (for future marketing of the venue)
- Delegate registration and arrival
- Keynote speaker on stage (wide, medium, and detail shots)
- Audience engagement shots
- Panel discussion with all panellists visible
- Award presentations (winner receiving trophy, handshake with presenter)
- Group photos of specific teams or award category winners
- Networking and social interaction shots
- Branded elements - banners, programmes, table settings
- Closing/final group shot
The more specific you can be, the better the coverage.
Identify the Key People
At any corporate or community event, there are people whose photos are non-negotiable: the CEO, the award winners, the headline speaker, the event sponsors. Brief your photographer on who these people are by name, what they look like, and when they will be on stage or accessible for photography.
Do not rely on your photographer to identify key individuals in a room of 200 people. Point them out in person at the start of the event.
Discuss Lighting and Venue Logistics in Advance
Event venues vary enormously in their photographic challenges. A dark-panelled boardroom at 6pm is a very different proposition to a bright marquee at noon. An awards ceremony with a spotlit stage and darkened audience is technically demanding.
Discuss the venue layout, the lighting setup, and the schedule with your photographer before the event. If possible, share photos of the venue taken at a similar time of day. This allows them to come prepared with the right equipment and settings, rather than problem-solving under pressure on the night.
Confirm Photo Usage Rights and Format Requirements
Be clear about how you intend to use the photos:
- Will they be used in print (higher resolution required) as well as digital?
- Do you need both landscape and portrait orientations for different uses?
- Will photos be used in press releases (which may have specific format requirements)?
- Are there social media posts planned that need specific crops or aspect ratios?
Knowing the intended uses in advance allows your photographer to frame shots appropriately during the event.
Plan for Same-Day Highlights
For events with immediate social media or press potential, arrange with your photographer to transmit 10-20 highlights images during or immediately after the event. This allows you to post from the venue, capitalise on hashtag moments, and get ahead of any press coverage.
Same-day highlights require some advance planning - a quiet corner for editing, a fast connection for file transfer, and a clear brief on which 10-20 shots would be most useful.
We cover events across Cheshire from our base in Northwich. See our event photography service or get in touch to discuss your upcoming event.
