How to Prepare Your Team for Event Photography Day
Pre-event briefings, shot lists, VIP coordination, and day-of logistics that make professional event photography seamless and effective.
You've hired a professional photographer for your corporate event, conference, or gala. Great decision. But here's what most event organizers don't realize: the best event photography happens when your team is prepared to work with your photographer, not just around them.
I've photographed hundreds of events in NYC—from 50-person corporate gatherings to 1,000+ attendee conferences. The difference between good event photos and great event photos often has nothing to do with camera gear or photographer skill. It comes down to preparation.
Here's exactly how to prepare your team for event photography day so you get the coverage you need, your photographer can do their best work, and the whole process feels seamless.
Three Weeks Before: The Planning Phase
Create Your Shot List (But Don't Overdo It)
A shot list is not a minute-by-minute directive—it's a priority guide. Your photographer needs to know what matters most, not every single moment you want captured.
What to include in your shot list:
- Keynote speakers – Names, session times, whether you need wide room shots or tight speaker shots (ideally both)
- Sponsor branding and activations – Where sponsor logos appear, which activations need documentation, any contractual deliverables
- VIP attendees – Names and descriptions so your photographer can identify them, or assign a team member to facilitate introductions
- Networking moments – Reception times, breakout sessions, cocktail hours where attendee engagement matters
- Product demos or exhibits – If you're showcasing products, technology, or installations that need documentation
- Venue and setup shots – Branding, signage, room layouts before attendees arrive
Prioritize the list. Mark what's absolutely critical versus nice-to-have. If your event runs behind schedule (they always do), your photographer needs to know what to protect.
Identify Your Photographer's Liaison
Assign one team member as the photographer's point of contact for the day. This person should:
- Know the event timeline inside-out
- Recognize VIPs and key stakeholders by sight
- Have decision-making authority if plans change
- Be available via phone/text during the event
This person isn't babysitting the photographer—they're facilitating access and making introductions that would otherwise be awkward or intrusive.
Confirm Sponsor Deliverables Early
If sponsors have contractual photo deliverables (logo visibility, booth coverage, executive portraits), document those requirements now and share them with your photographer. Discovering sponsor obligations the day of the event creates unnecessary stress and often results in missed shots.
One Week Before: The Coordination Check-In
Share the Final Timeline
Send your photographer a detailed timeline with:
- Session start/end times
- Room names and locations (especially for multi-room venues)
- Speaker names for each session
- Break times (when your photographer can grab water, check gear, or deliver previews)
- Setup and teardown windows (if you want venue shots without crowds)
If you're using a platform like Cvent or a custom event app, give your photographer access or export the agenda as a PDF.
Brief Your Speakers and VIPs
Let speakers know professional photography is happening. A quick note in your speaker prep materials:
"Professional photography will be capturing your session. Our photographer may move around the room during your talk to get different angles—this is normal and won't be distracting. If you're comfortable, we may also request a quick portrait after your session for marketing materials."
This prevents the awkward moment where a speaker stops mid-sentence to ask if they should pause for photos.
Confirm Delivery Timeline and Format
Align on expectations now, not after the event:
- Preview delivery: Do you need 10-15 photos for social media within 24 hours?
- Full gallery delivery: When do you need the complete set? (Typical is 5-7 business days, but confirm)
- File format: High-res JPEGs for print? Web-optimized files? Both?
- Sharing method: Dropbox, Google Drive, or a custom gallery platform?
Day Of: Execution and Flexibility
Provide All-Access Credentials
Your photographer needs to move freely through the venue without being stopped by security or staff. Provide:
- An all-access badge or credential clearly marked "PHOTOGRAPHER" or "MEDIA"
- Contact info for your liaison (printed or in their phone)
- A printed timeline (yes, even though you sent it digitally—phones die, PDFs get buried)
The Morning-Of Briefing (5 Minutes, Maximum)
Before doors open, do a quick walk-through with your photographer:
- Show them the venue layout, key rooms, and backstage access points
- Introduce them to the liaison, AV team, and security
- Point out any VIPs who are already on-site
- Confirm any last-minute changes to the timeline or shot list
This is not the time for a 30-minute strategy session. Your photographer has prep work to do (test lighting, charge gear, scout angles). Keep it brief and tactical.
Build in Buffer Windows for Portraits
If you want clean portraits of speakers, executives, or award recipients, you need dedicated time. Don't expect your photographer to pull people out of networking sessions for formal portraits—it's disruptive and inefficient.
Instead: Build 2-3 minute buffer windows right after keynotes or panel discussions. "Speaker X, can you stay on stage for 90 seconds for a quick portrait?" This works because they're already in position, already mic'd up, and the context (stage, branding, lighting) is perfect.
Let Your Photographer Work
Once the event starts, trust your photographer to execute. Resist the urge to micromanage or redirect them every 10 minutes. If you've done the planning work—shot list, timeline, liaison, sponsor deliverables—they know what to prioritize.
If something urgent comes up (a surprise VIP arrival, a sponsor request, a schedule change), have your liaison communicate it via text. Don't pull the photographer out of a keynote session unless it's truly critical.
After the Event: Feedback and Follow-Up
Review Previews Quickly
If your photographer sends preview images for social media, review them within a few hours. These are time-sensitive assets—posting event highlights the next day has exponentially more engagement than posting them a week later.
Provide Constructive Feedback for the Full Gallery
When the full gallery is delivered, review it with your team and provide feedback:
- What worked: Specific shots or moments that exceeded expectations
- What was missed: Any critical shots that didn't happen (and why—was it a communication gap or a timing issue?)
- Process improvements: What would make next year's event photography even smoother
Good photographers want this feedback. It helps them serve you better next time and refine their approach.
The Bottom Line
Event photography isn't just about hiring a good photographer—it's about creating the conditions for them to do their best work. When your team is prepared, your photographer spends less time figuring out logistics and more time capturing the moments that matter.
The best event photography happens when three things align:
- Clear priorities – Your photographer knows what matters most
- Smart coordination – Your team facilitates access without micromanaging
- Realistic expectations – You understand what's possible within your timeline and budget
Nail those three things, and your event photography stops being a source of stress and starts being a strategic asset that pays dividends long after the event ends.
Planning an Event in NYC?
Let's talk about your event photography needs—coverage scope, timeline, deliverables, and how to make the whole process seamless.
Get in TouchFrequently Asked Questions
How far in advance should I start preparing my team for event photography?
Start planning 3-4 weeks before your event. This gives you time to create shot lists, brief your team, coordinate with speakers and sponsors, and handle any special requests. The week before, do a final check-in with your photographer to confirm logistics, timeline, and must-have shots. Last-minute coordination the morning of the event ensures everyone knows their role.
What should be included in an event photography shot list?
A good shot list includes: keynote speakers (wide room shots and tight speaker shots), sponsor branding and activations, VIP attendees and executives, networking moments, product demonstrations or exhibits, venue and room setup shots, and candid attendee engagement. Prioritize the list so your photographer knows what's critical versus nice-to-have, especially if the schedule gets compressed.
How do I coordinate VIP and speaker photography without disrupting the event?
Assign one team member as the photographer's liaison who knows the VIPs by sight and can facilitate introductions without being intrusive. Brief VIPs and speakers beforehand that professional photography is happening. Build 2-3 minute buffer windows in your schedule after keynotes or panels for quick speaker portraits. For networking photography, the photographer works unobtrusively capturing candid moments rather than staging formal group shots during the flow of the event.
What day-of logistics do I need to handle for event photography?
Provide your photographer with an all-access credential or badge so they can move freely through the venue. Share a printed timeline with session locations, speaker names, and sponsor activation times. Introduce them to your team liaison, AV team, and security so they have support if needed. Confirm delivery timeline expectations and file-sharing method. If you have real-time social media needs, arrange a quick preview workflow with your photographer during breaks.