Photographing a conference requires thorough preparation to ensure smooth execution and high-quality results. Whether you’re hosting a corporate event in San Diego or planning a multi-day conference, here’s what photographers need to know beforehand to deliver exceptional service:

1. Event Schedule

• For Accurate Quotes: A clear schedule helps photographers provide precise quotes based on the event’s duration and complexity.
• Booking Appropriate Time: It ensures the photographer allots the right amount of time to capture key moments.
• Staffing Requirements: Knowing the schedule helps determine if additional photographers or assistants are needed to cover simultaneous sessions or larger venues.

2. Venue Map and Layout

• Navigating the Venue: Even if the photographer has worked at the location before, every event can have unique layouts. Providing a detailed map eliminates confusion.
• Managing Time for Shots: For large venues, photographers need to plan how to move between locations efficiently to capture all requested shots.

3. Shot List and Key Moments

• Providing a clear list of must-have shots ensures nothing important is missed. Include details like keynote speakers, panel discussions, group photos, and candid interactions.

4. Meal Breaks

• Scheduled Breaks: Even if meals are provided, designate time for photographers to eat. This helps them stay energized throughout the event.

5. Space to Work

• Movement Considerations: Photographers need room to maneuver without disrupting guests. When arranging seating, consider a center aisle and side aisles to allow easy movement.
• Keynote Shots: Leave space near the front for close-up shots of speakers or performers.

6. Photo Delivery Plan

• Where Will Photos Be Shared? Discuss where guests can access the images, whether on a website, gallery, or a simple Dropbox link with a QR code. This prevents confusion and allows photographers to communicate accurate information to attendees.

7. Image Usage: Web vs. Print

• For Web Use: Ensure images are optimized for fast loading without compromising quality.
• For Print Use: High-resolution, sharp images are essential for brochures, banners, and other printed materials.

8. Parking and Accessibility

• Convenient Parking: Ensure photographers have nearby parking access, ideally not reliant on valet services. Photographers may need to retrieve additional gear during the event.

9. Registration Details

• Smooth Check-In: Clarify if the photographer needs to register, obtain a badge, or sign in. Miscommunication at the start can set the wrong tone for the day.

10. Point of Contact

• Who to Communicate With: Provide clear contact details for the event coordinator, venue staff, and the person responsible for approvals. If there are multiple contacts, clarify the chain of communication.