Planning for Corporate Event Photography
For both event planners and photographers, what happens before the event is just as important as what happens during. Excellent preparation in the event planning stage of the process can make things run seamlessly on the day.
The professional photographer starts with getting to know the purpose of the business or corporate event. For example, some events are held just for the purposes of marketing and promotion, Trade Shows for example. While others are conducted for team building and employee development. Many are to thank their corporate clients with a Gala party and celebrate their success.
If you’re hiring a corporate event photographer, it will be advantageous if they know where you plan on using the photos post event. This helps to guide her/him when choosing various types of shots.
Professional photographers will know to shoot close for LinkedIn photos, for example, and compose wide for long narrow web banners.
Photographers may also ask for examples to get a better idea of what you expect. Photos that illustrate the right focus, tone and/or subject matter. Another way to this could be done by images on your website, brochures and other marketing collateral.
Same goes for a conversation on budget. Open frank conversation about photography rates will help both parties.
Together with an overview of your vision for the event, the photographer can infuse their creative flair while at the same time get the photos you need.
Two way communication is key.
Writing an Corporate Photography Brief
If you are an event Manager and you or your company has run many corporate events you may already have a solid photography brief.
A brief is a comprehensive but concise description of the mood, purpose or vibe you’re trying to create at the event. The brief usually includes a list of ‘must haves’ and a few things you prefer avoided.
A written brief is a good idea but also time permitting a conversation prior to the event on how you’d like to use the photos, and the end use of the photos. This gives an experienced corporate event photographer some guidance on the story brand you are creating for your client during and after the event.
You can rely on your professional corporate event photographer to know what shots to capture. They’ve shot this type of event over and over. If you don’t have a brief ready in time. Professionals will have you covered.
For one off events if there are specific photos of speakers, sponsors, other stakeholders or products that you really need captured, create a concise list, this is called a Shot List.
At some large corporate events you may have a media person at the show. If they can roam the event with the photographer to point out some additional key features or who the VIPs are, this team work will get exactly what you need.
Event Safety Regulations
What to capture at live events and what not to publish.
Photo selection or culling as it’s called is another very important step in a photographer’s process.
Every corporate event must comply with all the new health and distancing policies. Having photos of groups of people bunched up close together all diving in over the buffet lunch is not the look you or the event industry needs.
Everyone in the Events supply sector has a responsibility to demonstrate best practice in the safety of all staff and guests.
Photos play a big part in giving the public confidence that large scale corporate events are safe places to visit.
Photographers may inadvertently use angles or techniques that can give the impression that people are standing close together when in fact it wasn’t the case.
For example, photos from high above will show social distancing better than photos from a low position. Not always possible but something an experienced professional photographer and the event manager should discus and add to their photography brief.
Post event the photographer and marketing staff will need a greater care with culling and photo sharing. Don’t publish photos that may be interpreted by external media as not complying or unsafe. This extra level of care in photo usage by both the Photographer and event Manager will help or hinder progress in the return of our much loved live events.
Calculating Safe Attendance Numbers
Square Footage for Equipment, Furniture, etc.:
Square Footage Per Person: (IAEE/IAVM standard is 28sf)
Available Participant Capacity
Event Attendance Calculator
Sydney Events Have a 4m2 Safety Rule
Expo Event Safety Info graphic ICC ↗ – Corporate Photography Sydney
Photos in the New Era of in Person Events
The must get photos are of all the safety measures in place such as; Social distancing in the foyers and reception areas. Photos of the signage with safety protocols. Guest and contractors registration for tracing process. The availability of hand sanitiser and masks if any. Extra wide aisle at trade shows. Conferences with double seat spacing. Corporate guests keeping distant from stall holders. Photos of security, information staff and extra marshals. Contactless payment systems and temperature screening. These are a few of the shots that the photographer should get.
Event Safe Photos to Capture
- Temperature readings taking place
- Thermal imaging devices ready for use
- People counting technology installed
- Contact-less payment solutions
- People using safety Apps
- Signage digital and physical
- COVID safe messaging photos
- Touch-less sanitising dispensers being used
- Safe queuing distances being observed
- Acrylic screens for hot food catering areas
- Food available in individual portions
These are on top of the usual photos that are captured at corporate events. There’s a handy 20 Shot List below you can reference for your photographer brief.
Capturing the above list of photos will help in showing the authorities and venue managers that the event is being managed thoughtfully and in keeping with current best practices. The other benefit is to also demonstrate to business managers that live events are safe and essential places for their staff to attend.