The events that get the best photos and video are the ones where the crew knows the plan before they arrive. Send a short brief and your run of show, list the shots you can’t do without, arrange access and credentials, tell attendees they may be photographed and filmed, and agree on delivery times and usage rights in writing. This checklist covers each step in the order we plan them.
Send a brief and a run of show
A brief tells your photographers and filmmakers why the event exists and what the images are for. A run of show tells them where to be and when. Both matter, because a crew that understands the purpose makes better choices in the moments nobody scheduled.
A useful brief answers these questions:
- What is the event, and who is the audience?
- What will the photos and video be used for: a recap, sponsor reports, next year’s marketing, internal communications or press?
- What would make the coverage a success for you afterward?
- Are there brand guidelines, colors or messages to reflect?
- Are there people, areas or topics that should not be photographed?
The run of show should list times, rooms, speakers and anything that happens quickly, such as an award announcement or a surprise guest. Send the final version a few days ahead, and send late changes straight to the crew lead.
Build a shot list: must-haves, VIPs and sponsors
A shot list keeps priorities clear when several things happen at once. Keep it short and ranked; twenty must-haves are more useful than a hundred nice-to-haves.
- Must-haves: keynote speakers, award moments, the full room at its busiest, signage and branding, key exhibits
- VIPs: names, a reference photo so the crew can recognize them, and when they’ll be on site
- Sponsors: each sponsor’s booth, activation or branding, plus any images promised in their contracts
- Group photos: who, where and when, with someone assigned to gather people
- Video moments: short interviews or sound bites you want recorded, and a quiet room to film them
If sponsors were promised specific images, confirm exactly what before the event. That is much easier than discovering afterward that a booth was missed. More on how we cover conferences, galas and launches is on our event photography and video page.
On-site logistics: access, lighting and a day-of contact
Access and credentials
Crew members need to move without being stopped at every door. Arrange credentials or wristbands that cover stages, green rooms and back-of-house areas where needed, and tell security and venue staff the crew is coming. Include loading access and parking if the crew brings lighting or video equipment.
Venue lighting
Lighting has a large effect on both photos and video. Check these with your venue and AV team:
- Stage light that is bright and even on speakers’ faces, not only on the screen behind them
- Colored uplighting, which looks good in the room but can turn skin purple or red on camera
- Very dark rooms, which may need added light or an agreed flash policy
- LED walls and projectors, which can flicker on video unless camera settings are matched to them
Ask the AV team for an audio feed from the sound board for speeches. It is often the single biggest improvement to event video.
A day-of contact
Name one person who knows the run of show, can make decisions and will answer their phone. They meet the crew lead on arrival, walk through any changes, point out VIPs and sponsors, and help gather groups. Exchange mobile numbers with the crew lead before the day. Most problems at events are solved in two minutes by the right person.
Tell attendees about photography and filming
Attendees should know before they arrive that the event will be photographed and filmed. Most organizers cover this in three places:
- Registration. A short statement in your registration terms that the event will be photographed and recorded, and how images may be used.
- Signage. Clear notices at entrances and registration desks that photography and filming are in progress.
- An opt-out. A simple way to decline, such as a colored lanyard or sticker, which the crew watches for.
Requirements vary by state, by venue and by how the images will be used, with extra care needed for advertising use, minors and audio recording. This isn’t legal advice, so have your counsel review the registration language and signage before you publish them.
Same-day selects, social cuts, livestream or recap film
Decide what you need during the event and what can wait until after.
Same-day selects are a small set of edited photos delivered during or just after the event, usually for social media and press. Agree how many you need, who receives them and by what time. An editor working on site can often deliver selects within hours.
Social cuts are short video clips, often vertical, edited for social platforms during or right after the event.
Livestream or recap film is a separate decision, and the two do different jobs:
| Consideration | Livestream | Recap film |
|---|---|---|
| Purpose | A remote audience watching live | Promotion and a record after the event |
| Crew | Camera operators, audio, a director and a stable connection | Filmmakers moving through the event |
| Timing | Real time | Delivered after editing |
| Best for | Keynotes, hybrid conferences, announcements | Sponsors, marketing, next year’s registration |
A livestream needs a dedicated, tested internet connection, ideally wired, and a crew separate from the photo and recap team. Many events do both: a livestream of the main stage and a recap film of the whole event.
Delivery timelines and usage rights for sponsors
Agree on delivery dates in writing for each deliverable: same-day selects, the full edited gallery, social cuts and the recap film. Ask for specific dates rather than “as soon as possible,” especially if sponsor reports or a post-event email depend on them.
Usage rights deserve the same attention. Your agreement should state how your organization may use the photos and video, and whether sponsors, speakers and partners can use them too. Sponsors often want images of their booth or branding for their own marketing, and that use may need to be covered explicitly. You can read how licensing works on our image licensing page.
Plan your event coverage with us
Send us your run of show, even a rough one, and we’ll help you plan coverage around it.
