Getting great photos and videos at your event isn’t solely the job of the professionals behind the lens – it’s also about how well you, as the event manager, set them up for success. This blog is about how you can make sure everything runs smoothly, and every moment is captured perfectly.
Speak with the venue in advance
Have a conversation with the venue team to find out the best spots for filming and taking photos. They’ll know where the lighting works best and where to avoid crowds or noise etc.
You may even have to ask permission in advance to film or take photographs.
Filming & photography preferences
Make sure to tell the guests in advance that there’ll be filming and photography at the event. Write a note in the invitations or registration emails saying something along the lines of: “We’ll be filming/ taking photos from the event for marketing purposes. Please let us know if you’d prefer not to be included.” Also, put up clear signs at the venue on the day, they should be clear and visible on the way in and inside the venue as well.
Top tip: If guests don’t want to be filmed, seat them at the back. You can use coloured badges to easily identify guests who don’t want to be filmed, helping the videography avoid catching them.
Give your photography / videography a proper brief
Share the event schedule and highlight key moments, VIPs, and any must-capture shots (like speakers, sponsors, or branding). Giving them images of the speakers in advance is helpful too. The more they know, the better they’ll do.
Look after your photographer / videographer
Don’t forget to arrange food, drinks and breaks for your photographers and videographers. Happy, well-fed creatives will do their best work!
Ensure full access
Make sure your photographer / videographer can get into all the areas they need to. Provide passes if necessary and introduce them to key staff who can help them on the day.
Sort out lighting and sound
Work with the venue and photographer / videographer to ensure lighting and sound are spot-on. Good lighting makes for better photos, and clear sound is vital for quality videos.
Make a shot list together
Sit down with your photographer / videographer before the event and create a shot list. Include key people, important moments, and even small details like decor and signage.
Agree on deliverables before wrapping up
As the event is finishing up, confirm what you’ll be getting from your photographer / videographer, when, and in what format.
With clear communication, good planning, and a little TLC for your photographer / videographer, you’ll end up with stunning visuals that showcase your planned event perfectly.
And ensure in advance you have confirmed how photos will be delivered post-event – format, via a downloadable link or on a hard drive that you need to supply on the day.
