When you’re investing in professional photography for your event—whether it’s a corporate event, gala, launch party, or private celebration—you want to make sure the images tell the right story. Too often, people book a photographer and assume the rest will sort itself out. But a little preparation can make the difference between a few good photos and a compelling visual narrative that captures the spirit of your event. If you’re wondering how to prepare for event photography, this guide breaks it down into five critical areas.
Clarify Your Photography Goals
Before you start planning logistics, take a step back. Ask yourself what you want to achieve with the photos.
- Are the images meant for social media, press coverage, internal use, or future marketing?
- Are there specific moments or people that need to be captured?
- Is there a tone you’re aiming for—formal, candid, celebratory, elegant?
This clarity will inform everything else—from the shot list to how the photographer moves through the space. It also ensures that the final product aligns with the event’s purpose and your broader branding or communication goals.
Create a Strategic Shot List
Once your goals are defined, the next step is to get specific about the shots you want. While photographers bring creative instincts to the table, a thoughtful shot list can guide their focus and ensure nothing is missed.
Include:
- Key moments (e.g. ribbon cutting, awards presentation, product reveal)
- Important people (VIPs, speakers, hosts, sponsors)
- Groups or team photos
- Venue-wide shots and ambiance
- Candid moments that capture energy or emotion
Don’t overload the list. Keep it realistic and prioritize what matters most. If your photographer is juggling too many requests, the quality of key images may suffer. The best approach is to define what must be captured and allow the rest to unfold naturally.
Coordinate with Your Photographer in Advance
No one wants to be giving directions to a photographer mid-event. Ideally, you’ll have a pre-event planning call to walk through logistics, expectations, and roles. This should include:
- Timing: When the photographer should arrive and for how long
- Flow: A general run-of-show or agenda
- Access: Special areas or backstage access needed
- Point of contact: Who they check in with on arrival
- Cress code, if relevant
Good photographers act as unobtrusive observers. Great ones become temporary members of your team. The more context you provide upfront, the more seamlessly they can move through the event and deliver photos you love.
Prepare the Venue with Photography in Mind
Every venue has its challenges—awkward lighting, tight spaces, cluttered backgrounds. You can minimize surprises by preparing the space intentionally for photography. Here are some things to consider:
- Lighting: Natural light is ideal, but if your event is indoors or at night, check how lighting will affect image quality. Avoid relying solely on overhead fluorescents. If possible, work with your photographer or venue to bring in supplemental lighting.
- Clutter: Remove unnecessary signage, cords, bags, or food trays from key areas where photos will be taken.
- Backgrounds: Designate attractive backdrops for posed shots. Step-and-repeat banners, floral arrangements, or clean architectural features can all work well.
- Staging: Consider where important moments will happen and how they’ll look on camera. Will speakers be standing in front of a distracting screen? Will the award recipient be lost in a sea of people?
A few small changes to layout and lighting can elevate your photos significantly.
Final Thoughts
If you’re serious about capturing the full value of your event, don’t leave your photography to chance. Prepare intentionally. Define your goals, guide your photographer with a clear shot list, communicate openly, and optimize the venue for success. The time you invest in planning will pay off in images that not only document your event—but help it live on in memory and in marketing.
Curious to learn more about hiring an event photographer? Start with How to Hire an Event Photographer – The Ultimate Guide. Then when it’s time to book, let us be your event photographer in Columbus Ohio.