Guide: How to get the most out of your photographer for company events
Hiring a professional photographer for your company event is an investment in documentation, communication, and branding. However, the outcome depends not only on the photographer's equipment and experience but also significantly on the collaboration.
As a communications manager or event coordinator, you play a crucial role in ensuring the photographer has the best conditions to deliver relevant and useful images. Here are five specific tips that, in my experience, can make a noticeable difference.
Communicate clearly with your event photographer
1. Brief clearly – and well in advance
Share the purpose of the photography: Will the images be used on social media, in an annual report, for internal communication, or perhaps in press releases?
Give the photographer an idea of which moods, people, and situations are most important to capture – and if there is anything to avoid.
A good brief can be concise and include:
The event's purpose and target audience
Names of key people
Examples of desired image style
Schedule and important highlights
2. Have a contact person on the day
Especially during larger events, it is a great help if the photographer has a contact person who can:
Answer quick questions
Help with access to locations or people
Point out where something relevant is happening
This ensures a more focused workflow and less wasted time. Places like Bella Centre are so large that you can quickly save important time if it is clear who can be found where.
3. Think about communication before the event
Where and how will the images be used? Social media in real-time? Press? Intranet? The sooner the photographer knows, the better the angles and formats can be adapted. If the images are to be used on social media the same day, it is important to agree on this in advance. This also applies to image formats: Should both horizontal and square images be delivered? Which channels should the images be adapted to?
The more the photographer knows about your publishing channels and needs, the better he or she can plan and deliver targeted results.
4. Plan for the unexpected
The best pictures often arise in unplanned moments: laughter during a break, an improvised conversation, a special atmosphere. Give the photographer the freedom to move, observe, and react – and avoid locking the entire task into a shot list.
Trust and flexibility create better results. It is also my experience that the unforeseen situations are the ones that give the best pictures. When people don't have their guard up, you can get beautiful and authentic images.
5. Follow up and share feedback
After the event, it is a good idea to follow up:
Was there anything you missed?
What worked well?
Was there anything that could be improved next time?
This kind of feedback makes future collaborations even better – and makes it possible to build a strong visual communication partnership over time.
I have photographed everything from small networking meetings to ministerial visits and international conferences.
Read more about my solutions for company events and conferences