Discover the Latest Trends in Event Photography
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After 25 years of covering conferences, executive summits, and corporate events, I’ve seen first-hand what works and what doesn’t in event planning. Whether you’re planning a small team-building event or a large-scale industry conference, these tips will help ensure your next event is a success
What Works at Professional Events
Planning a conference or corporate event is a complex endeavor. It involves dealing with numerous suppliers, managing schedules, agendas, content - all while ensuring attendees can learn, network and get real value from attending an in-person event. These are some of my observations after covering hundred of conferences, seminars and corporate gatherings of all kinds.
1. Define Clear Objectives from the Start
What is the purpose of this event? Why is this event happening? What do you want your attendees to come away with? How do you want them to feel (before, during, after)? What do you want to achieve? Whether it’s strengthening team bonds, launching a new product, or networking with industry leaders, knowing your goal will shape every decision, from the agenda to the choice of venue.
2. Timing is Everything
One of the most frustrating aspects of being en event photographer is juggling multiple event bookings on the same date. Despite having 365 days and nights in a year, it is common to have 2 or 3 events booked for the same date in a busy time of the year (fall and spring). Choosing the right date for your event is crucial. Consider other industry events, holidays, and the schedules of key attendees. A well-timed event can make a huge difference in attendance and engagement (especially during the fundraiser season where everyone in your city is also hosting a golf tournament, a gala evening or ball and targeting the same donors). Pro tip: stake out a time of year that avoids overlap with your competitors and stick to it every year so your event becomes inextricably linked to that time of year.
3. Venue Selection: Think Beyond Location
Location is important, but so is the venue’s layout, capacity, and AV capabilities. Are there enough bathrooms and are they easily accessible? Can guests with mobility issues navigate safely through all the event spaces? Do you have a lighting plan? Are you planning to use a lighting team to ensure your presenters look good at the podium? Is there enough natural light for photography? Is the Wi-Fi strong enough for your digital needs - and those of your guests? These details might seem small, but they can make or break an event.
4. Create an Experience, Not Just an Agenda
The very best conferences I've ever covered put a tremendous amount of effort and focus on how they wanted their attendees to feel. I posted about it almost a decade ago in an article I wrote on LinkedIN here, but it's as relevant now as it was then. People will forget the name of the keynote speaker, and other than a few main points, forget most of what was said at a conference - but they will always remember how an event made them feel. Think about the experience from their perspective: What impression do you want them to walk away with? Incorporate elements like engaging keynote speakers, immersive breakout sessions, or interactive entertainment. Don’t forget the power of a good meal—catering counts! And of course, how they look in the photos and videos afterwards ideally conveys exactly the feeling you want to leave them with.
5. Don’t Skimp on the Visuals
Great photos tell your event’s story long after the day is over. From candid networking moments to powerful keynote shots, investing in a professional photographer is essential for capturing these key moments. (And I’m here to help!) Make sure your photographer understands your goals, knows the agenda, and has access to all the critical moments. It's a good idea to explain what you need the photos for and how you intend to use them as this can also impact how shots are framed and composed (ie do you want tight crops or lots of negative space for text, etc).
6. Delegate and Communicate Clearly
Event planning is a team effort. Assign clear roles to team members or vendors and keep the lines of communication open. A simple checklist can prevent miscommunication and ensure no detail is overlooked.
7. Plan for the Unexpected
Expect the best, but be prepared for surprises. Have a backup plan for everything—weather issues, tech failures, or even low turnout. This flexibility will allow you to react quickly and keep the event running smoothly.
8. Follow Up and Gather Feedback
The event doesn’t end when the last guest leaves. Follow up with attendees to thank them for coming and gather feedback to understand what went well and what could be improved. This will set the stage for even more successful events in the future.
Partner with Experience
As a photographer specializing in corporate events and conferences, I’ve worked alongside event planners and coordinators, helping to anticipate challenges and capture not just photos, but moments that matter. I’m always happy to share my insights to make your next event even better.
Let’s connect and make your next event one to remember!
