Getting the most out of your Event Photographer

Selecting a photographer is a hard decision and once you've done what seems like a full background check and you love your prize photographer, the last thing you may consider doing is giving instructions.  But providing your photographer with a clear wish list can help him/her be sure they exceed your expectations.
Ten tips to ensure you get the photos you need at your next special event:

1. Provide the photographer with an event agenda ahead of time
2. Create a list of *must* have shots such as: CMO shaking hands with Mr. So & So during cocktail hour, each speaker with podium sign in the shot.
3. Have the photographer in place immediately after a panel exits to capture that group shot before speakers head their separate ways.
4. Consider having a make up artist touch up the speakers before taking the stage.  The women will love this, men may balk at first, but all will look healthier on camera.
5. Explain how you plan to use the photos.  Framed shots? A book? PR?  Corporate memory?  Online?
6. Provide backdrops for press shots that have the logo repeated down the cloth.  Think Entertainment Tonight.
7. Requests photos be taken of the room and stage set before the event begins - these are great for corporate memory.
8. Include the photographer in your "day of" event logistics meetings.  He/She will be privy to the flow of the event and become more of the "team".
9. Explain when you want photos taken, and when you don't.  If snapping sound is a concern to you, state you do not want photos taken after the speaker is 2 minutes into the presentation.
10. Assign someone who knows the players at your event to be the photographer's host throughout the event.  This person can point out individuals that the photographer may not know but are important to capture.  Great role for an internal resource who wants to help with the event.

To the right is one of my very favorite event pics our event photographer Steve Maller caught in the hallway after Suze Orman finished her speech.  Just goofing off with Nathan, her sales contact, was a great moment to capture.

Comments

[Steve Maller]

Rose,

As usual, that is a comprehensive, well-researched list which demonstrates your experience in dealing with us photographers.

If I may add a couple of notes to your list, I think your readers may appreciate some additional info.

1) Discuss timelines with your photographer. Many of us (myself included) are able to supply images in near real-time or even in real time, and if that is a requirement or a benefit to your event, discuss it in advance.

2) If you are going to be videotaping your event (either from fixed cameras or reportage-style), make sure your video guys and your photographer are aware of each other in advance of the event. Sometimes your photographer is capable of "bundling" video services, which can reduce your vendor count and maybe even save you some money.

That's all I can think of right now. Thanks for this awesome resource and for your continued partnership!