Event photos are marketing assets. They become next year's sponsor deck, the recruiting page, the LinkedIn recap, and the proof that the event happened. The difference between a usable set and a disappointing one is almost always the brief. This is the checklist I'd want every planner to send, whether you hire me or someone else.
1. Send a one-page brief
Your photographer needs five things a week before the event:
- The run of show with times, rooms, and who is speaking when.
- Must-have people: executives, speakers, award winners, VIPs, sponsors. Photos or names on badges help.
- Must-have moments: the opening, the award handover, the group photo, the CEO with a particular client.
- Where the photos will be used: social, website, sponsor reports, internal comms, print. This changes framing (vertical for social, wide for web banners).
- A day-of contact who can point out people and unlock doors.
2. The shot list
Before guests arrive - The venue, the room set-up, stage, and signage while everything is clean and empty - Branded details: banners, step-and-repeat, swag, printed programs, table settings, food
Arrivals and registration - Check-in desk with guests and staff - Welcome moments, name badges, first coffee
Speakers and stage - Every speaker from at least two angles: a tight shot and a wide one showing the audience and the slides - Gestures and expressions, not just someone reading - Panels and Q&A, including the person asking the question
Audience - Reactions: laughing, taking notes, applauding - Wide shots that show a full room (choose the angle that makes attendance look right)
Sponsors and exhibitors - Each sponsor's booth with people at it, plus their logo on stage or signage - Sponsor representatives with your executives
Networking - Natural conversations, handshakes, small groups - Your team with clients and partners
Awards and big moments - The handover, the handshake, the winner's face, and a posed shot with the trophy afterward
People photos - The full-team or attendee group photo (schedule it, it never happens on its own) - Optional headshot station for speakers, staff, or attendees
3. Time the coverage around the run of show
- Two hours suits a keynote and reception, or a holiday party's arrivals, speeches, and peak.
- A half day suits a morning or afternoon conference track.
- A full day with breakout sessions usually needs two photographers so no session goes uncovered.
Put the group photo and any headshot station early, while everyone is fresh and still there, and before the drinks.
4. Coordinate with the venue and AV
- Ask the AV team whether the stage lighting is set for cameras; dark stages with bright slides are the most common problem.
- Confirm the photographer can move around the room, stand at the back during talks, and step on stage for the group photo.
- Check the venue's own rules. Some Kansas City venues set photography rules or fees; the Kansas City photography permit guide lists the major ones.
5. Consent and opt-outs
Add a line to the registration terms and a sign at check-in saying the event is being photographed and how the images will be used. Give attendees an easy opt-out, such as a colored lanyard or sticker, and tell your photographer to avoid them. Ask permission before photographing children at family-friendly events.
6. Agree rights and delivery before you book
- Usage: make sure the license covers commercial use (website, social media, ads, sponsor reports), not just "personal use."
- Turnaround: same-day highlights for live posting, a priority gallery within about five business days, or standard delivery.
- Volume: an approximate number of edited images per hour, so you know what you are getting.
- Paperwork: an itemized invoice for your accounts team, and when the balance is due.
My corporate event packages run from $350 for two hours with 75+ edited images to $1,200 for a full day with two photographers and same-day highlights, all with commercial use rights included. See corporate event photography in Kansas City or, for December, corporate holiday party photography.