Corporate Photography Event and Conference Shot List

Published on Tue Oct 22, 2024 by David J Colbran

In corporate event photography, the key to smashing the brief is to have a well thought through shot list. When you have completed as many commissions as me, it almost becomes second nature and automatic. But I like to re-evaluate jobs every now and again and BOOM out came an info graphic.

Set Up Shots - getting the client some excellent high quality photos of the room set ups, before the action starts is a good idea. These can help plan for future events, figure out what worked, what was missing, what didn't quite work. Essential for organisations who have big trade stand built for them - if something is wrong on the build, this provides evidence for refunds or discounts on next years exhibition stand. So I try and include all the details of the booth, any technical equipment, signage and of course branding. I always work with the organisers to find out key partners and sponsors of events - getting their branding in to the image collection is essential.

Registration Desk - smiling staff and delegates arriving at the event or conference are useful. Collecting lanyards, programmes and interacting with the team. Generally displaying a warm welcome to the event.

Crowd shots - attendees interacting with each other are great. Conversations and networking over a cup of coffee all make very usable photos. And having multiple images of different people makes the event look popular and busy. I always try and ensure that some of the images have others in the background.

Speakers and VIPs - finding out who is speaking and any possible VIPs present is good practice. It could be a sponsor, a CEO, or just an attendee that is good PR for the company. Of course good coverage from a variety of angles for any keynote speakers and a priority list if the event has several sessions or streams happening at the same time.

Networking and reactions - These are sometimes hard to predict, so be ready. There are often good opportunities during Q and A sessions at the end of a presentation when people are asking questions. Also include audience clapping shots, so listen to the presentation and try and guess when it is close to the end, to get in a good position at the front. Other images could include delegates exchanging business cards, interacting with sponsored elements or checking out marketing materials during coffee breaks.

Food and caterers - great to show what was happening for future events. So images of the facilities and food itself. Of course avoid too much lunchtime snapping - no one can eat gracefully !

Candid - try and show the story of the event with some fun and natural photography. Obviously all businesses are different and this is easier in some sectors than others - but people laughing and enjoying themselves always makes for good photography.

Exhibitors and stands - post set up it is worth revisiting any exhibition space and stands at different times through out the event. Close-ups of sponsor logos and branding elements when it is busy, in addition to any live giveaways, games or demonstrations. And of course attendees interacting with staff, products or displays.

Formal groups - don't forget about any sponsored tables and some formal groups. It can be tricky finding the right time when guests are enjoying themselves and talking but it is a great gift to a supporting organisation to have some good images.

Evenings and evening set ups - following the above some more relaxed casual images of people at drinks receptions, talking, having fun is good. Include evening set ups in the shot list - stages, tables, guest name cards, sponsor table placements, branding etc. All useful for planning for the next event.

Presentations and Ceremonies - capture all the action on stage, this can be speakers, award presenters, entertainment, VIPs and the giving of any prizes, presentations and or gifts. I always work with the organisers to find out numbers of awards, where I am going to stand and the timings of when everything starts.

To find out more about my Liverpool conference and event photography services get in touch on 07810 321634 or drop me an email david@djcdesign.co.uk and let's schedule a video call.

Author: David J Colbran