Factors to Consider When Choosing a Corporate Event Venue

With Additional Photography considerations

Are you tasked with organizing a fancy corporate event and feeling overwhelmed by the long list of venue options? Choosing the right venue is a decision that can greatly impact the success of your event. From providing a comfortable and accommodating space to creating an atmosphere that reflects your brand, there are various factors to consider when selecting a corporate event venue. And if you’re not doing this with at least a year in advance, it could be that the best venues are already booked on your preferred dates.

Make your event even more extraordinary for post event promotion

Have you considered the photography aspects when selecting a function venue? In this article, we will explore the essential factors to consider when choosing a corporate event venue and dive into the specific photography considerations that will make your event even more extraordinary for post event marketing.

So whether you’re planning a conference, seminar, or gala, this guide will provide valuable insights to help you make an informed decision that aligns with your event objectives.

Understanding the Purpose of the Event

It is essential to understand the purpose and objectives of the corporate event. Consider whether it is a formal conference, product launch, networking event, or team-building retreat. Understanding the event’s nature will help you choose a venue that aligns with the desired atmosphere and ambiance.

Lighting Conditions

One of the most critical factors for corporate event photography is lighting. Evaluate the venue’s lighting conditions, both natural if any, and artificial. Adequate lighting is vital for capturing high-quality photographs. If the venue lacks natural light, as most do, ensure that the artificial lighting is sufficient, adjustable, and does not produce harsh shadows or glares. As photographers we know this is kinda wishful thinking but worth reminding.

Why is photography important in an event?

Here are a few reasons why photography is vital:

Memories and Documentation: Events, especially corporate ones, often involve important milestones, achievements, and memorable moments. Photography allows these moments to be captured and preserved for future reference. It creates a visual record of the event, allowing attendees and organizers to relive the experience and cherish their attendance.

Marketing and Promotion: Event photography plays a vital role in marketing and promoting future events. High-quality event photographs showcase the atmosphere, engagement, and success of previous events, enticing potential attendees to participate in future ones. These images can be used in promotional materials, websites, social media, and press releases to create a positive impression and generate interest. Getting lucrative sponsors to sign up again can make or break your next event, so use the power of imagery to your advantage.

Brand Building and Image Enhancement: Corporate events are often an extension of a company’s brand and image. Through event photography, the essence and values of the brand can be visually communicated. Images capturing the energy, professionalism, and enthusiasm of the event contribute to building a positive brand image and enhancing the stakeholder’s reputation.

Networking and Connections: Events provide an opportunity for networking and building connections. Event photography captures interactions, networking moments, and candid shots of attendees engaging with each other. These images can serve as a visual representation of the event’s networking potential, encouraging professionals to attend future events to expand their network and build valuable connections.

Content Creation: Event photography produces a wealth of content that can be used across various platforms. From social media posts and blog articles to newsletters and marketing collateral, event photographs provide visually engaging content that can be repurposed and shared to extend the event’s reach and engagement.

Record Keeping and Evaluation: Event photography serves as a valuable record-keeping tool for future reference and evaluation. The images help assess the event’s success, analyse attendee engagement, and identify areas for improvement in future events. They provide visual evidence of the event’s impact and assist in evaluating the effectiveness of different event elements.

Venue Size and Layout

The size and layout of the venue play an important role in determining the feasibility of event photography. Consider the number of attendees and ensure that the venue can comfortably accommodate them without feeling crowded. Additionally, evaluate the available spaces for photography setups, such as stages, podiums, and backdrops. Where we run into issues is for Gala Dinner events with awards presentations. Sometime the dinner tables are so close the stage photographers need to be right up against the tables and blocking the view to the guests while group stage photos are being captured.

Background and Aesthetics

The background and aesthetics of the venue significantly impact the overall visual appeal of event photographs. Choose a venue with attractive architecture, scenic views, or unique features that complement the event theme. Avoid venues with distracting elements or cluttered backgrounds, or worse, corporate venues that have black walls, black ceilings and dark carpet, not only do you not want detracting elements but all black makes for dreary uninteresting photos that lack context.

Accessibility and Convenience

Consider the accessibility and convenience of the venue for both the attendees and the photographers. Evaluate factors such as parking facilities, public transportation options, and proximity to accommodations. Easy accessibility ensures that everyone can reach the venue conveniently, and both photographers and videographers can transport their equipment without any hassle.

Permission and Restrictions

When selecting a venue, inquire about any restrictions or permissions related to event photography. Some venues may have specific policies regarding photography equipment, flash usage, or access to certain areas. Understanding these restrictions in advance allows you to plan accordingly and avoid any last-minute surprises or inconveniences. Access to a green room is also something that we need sometimes.

Acoustic Considerations

Sound plays a crucial role in corporate events, and it is essential to consider acoustic considerations for event videography. Venues with good sound insulation and proper acoustic treatment can minimize unwanted noise and ensure clear audio recordings during speeches, presentations, or performances.

Electrical Requirements

Photography equipment often requires electrical power, so it is important to assess the venue’s electrical capabilities. Ensure that the venue provides sufficient power outlets and consider the proximity of outlets to the desired photography setups. Additionally, check if the venue can handle the electrical load required by the photography equipment. This is essential if you are having a social media wall with extra lighting.

Backup Plans and Contingencies

Even with thorough planning, unforeseen circumstances can occur during a corporate event. It is crucial to have backup plans and contingencies in place, especially for event photography. Consider factors like inclement weather, equipment failure, or power outages. Identify alternative indoor or outdoor locations within the venue or nearby to ensure uninterrupted photography coverage.

Budget Constraints

Budget is always an important consideration when planning a corporate event, including event photography. While it is tempting to opt for the most extravagant venue, it is crucial to stay within budget without compromising on the quality of the photography. Evaluate different venue options and choose the one that provides the best balance between affordability and visual appeal.

Photographer Collaboration

Effective collaboration between the event organizers and the photographers is key to successful event photography. Involve the photographers early in the venue selection process and seek their input regarding lighting, space requirements, and logistical considerations. Their expertise can help ensure that the chosen venue meets the specific photography needs of the event.

Logistics and Support

Assess the venue’s logistics and support services to ensure a smooth photography experience. Consider factors such as loading and unloading areas for equipment, availability of on-site staff for assistance, and access to storage facilities for gear. A venue with well-organized logistics and supportive staff can significantly ease the photographer’s work and increase their output.

Parking and Transportation

Parking space and transportation options are a consideration for both attendees and photographers. Evaluate the parking facilities at the venue and nearby areas to ensure that there is sufficient parking for all attendees. Additionally, consider the availability of transportation services, public transport, shuttle buses or taxis, for easy access to and from the venue.

Time and Schedule

The event schedule and timing have a direct impact on event photography. Consider the time of day when the event is taking place, as it affects the lighting conditions and ambiance. Additionally, ensure that the venue provides adequate time for the photographers to set up their equipment and capture essential moments without rushing.

Feedback and Reviews

Before finalizing a venue, gather feedback and reviews from previous clients or attendees who have experienced events at the venue. This firsthand information can provide insights into the venue’s suitability for event photography. Look for reviews that specifically mention the photography experience to gauge the venue’s compatibility with your requirements.


By considering factors such as lighting, venue size and layout, background and aesthetics, accessibility and convenience, cost and collaborating with photographers, you can ensure a successful experience. Remember to evaluate the unique needs of your event and make informed decisions that aligns with your preselected objectives.

Frequently Asked Questions (FAQs)

What is good lighting for corporate event photography?

For most corporate events there is usually not very good lighting as the rooms are typically dimly lit for mood and ambience not for easy photography. At a conference the audience will be sitting in a dark auditorium as the House lights will be turned low, the spot lights will be on the speaker or panel on stage. So corporate event photographers will need to be highly skilled to manage this common situation.

What if the chosen venue has restrictions on photography?

It is not uncommon for some venues to have specific policies and restrictions regarding photography. There are several steps you can take to navigate this situation:

  1. Seek clarification: If you discover that the chosen venue has some restrictions on photography, the first step is to seek clarification from the venue management to exactly what it is. It may be just no large tripods for example, or it could be powered equipment needs to have the power cord certified, many times we can just work around these.
  2. Negotiate exceptions: Engage in open communication with the venue management to discuss your photographers needs. Explain the importance of capturing photographs to document and promote the event. In some cases, they may be willing to make exceptions or relax certain restrictions based on your specific requirements.
  3. Explore alternative areas: If certain areas of the venue are restricted, inquire about alternative locations that might be more suitable for photography. The venue may have designated spaces or outdoor areas where photography is permitted. Assess these alternatives to ensure they meet your photography needs while adhering to the venue’s policies.
  4. Photographers will need to work with their event organizers: Collaborate closely with the event organizers to find solutions. They may be able to negotiate with the venue on your behalf or suggest alternative approaches that comply with the venue’s restrictions. By working together, you can find creative ways to capture essential moments within the confines of the venue’s policies.
  5. Adapt your photographers style and Shot list: If the venue’s restrictions cannot be relaxed, consider adjusting your photography style or approach. Find creative ways to capture the essence of the event without violating any policies. Focus on candid shots, details, and close-ups that convey the atmosphere and emotions of the event within the permitted boundaries.
  6. Consider post-event photography: If capturing photographs during the event proves challenging due to restrictions, explore the possibility of conducting a post-event photography session. This allows you to capture staged shots, group photos, or specific moments without interrupting the flow of the event itself. Coordinate with the event organizers and attendees to ensure their availability and willingness to participate.

Should I consider the venue’s sound quality for event videography?

Yes, the venue’s sound quality is important for event videography, especially when capturing speeches or presentations. Choose a venue with proper acoustic treatment and sound insulation to minimize background noise and ensure clear audio recordings.

How can I ensure a smooth collaboration with photographers regarding venue selection?

Involve photographers early in the venue selection process and seek their input. Discuss lighting, space requirements, and logistical considerations with them to ensure that the chosen venue meets their specific photography needs. Many experienced local photographers will have photographed at the venue many times before and will be more than willing to share their advise.

5. What should I do if the event schedule is tight and does not allow sufficient photography time?

If the event schedule is tight and does not allow sufficient photography time, communicate this concern with the event organizers. Explain the need for adequate photography time and work together to find creative solutions, such as adjusting the timing of activities or allocating dedicated photography slots, to ensure that all essential moments are captured effectively. We often suggest a second photographer for large events.

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