5 Things Every Event Planner Should Consider

 In blog

5 Things Every Event Planner Should Consider For Great Conference Photography.

Organising a conference can be a mammoth task, with a million and one things that have to be pulled together to make the conference a success.

Having a visual record of your conference is very important for the future promotion and for gaining traction on social media and in the press.  We’ve put together our top five tips to consider when organising your conference, to ensure you get great conference photography.




Most conference spaces and auditoriums are fairly bland places with little or no natural light and, more often than not, badly colour balanced house lighting.

Good lighting immediately focuses your audience’s attention on the stage and is a must for creating dynamic eye catching photographs of your conference in session.  For presenters, the optimal light should come from an angle above that is not too high, so as to not create shadows in the eyes, and not too low to ensure that it doesn’t hit the audience.

The lighting should be consistent across the stage as presenters will wander and don’t forget about lighting your audience for those Q&A sessions.

The colour temperature of the light is also something to bear in mind. Daylight has a colour temperature of around 5500 K with tungsten lighting around 3200 K. Spending all day in a room illuminated by tungsten light tends to make people sluggish and tired whereas using lighting that is daylight balanced makes for a more natural environment and helps keep the energy up in the room especially during the later afternoon sessions.

The finally having good stage lighting is that it negates the need to use on and off camera flash, which can be distracting to both the speaker and audience.




2. Staging & Audio Visual Considerations

The staging, backdrop and AV instantly communicate the production value of a conference. Capturing and improving on what is there is very much a conference photographer’s job. If possible, opting for rear projection allows your presenters to use the whole stage without walking into the projected image. It also means that when your presenter does stand in front of the screen your photographer can capture creative imagery against the slide content without distracting projected light on the presenter.



3. Branding

Having a sense of your branding in the background of the conference photographs will further help create a dynamism to the images and will also gain attention if the images go to press.  Having a branded podium and backdrop really help tie a key news worthy speaker in with your conference and helps get your conference exposure in the media.



4. Timing

If you have a prominent key note speaker at your conference then getting great well thought out and lit photographs of them for promotion is a must.  Rather than trying to grab something in a rush as they leave the stage or when they arrive, allow 10mins in the schedule to do some well thought out PR shots.  Not only will you get great promotional shots but your key note speaker will love them as well.



5. Streaming

There is nothing like the now in which to appreciate the images of your conference.  The sooner you and your audience can see the images the better.  Always ask your photographer to supply a selection of images throughout your conference for you to use.  Rolling a slideshow for walk-in and during coffee breaks really is an impressive way to engage your delegates.  It can help break the ice, start conversations and also creates more photo ops of people engaging.

Also, having a stream of photos to review helps ensure that nothing is missed and that the direction and approach to the photos are what you want.




Experiential headshot profile photo photographed against a natural background in Chartered Accountant House Pearse Street DublinHarrison Photography & Media Ltd covering CGAI Speaking Up conference in Chartered Accountants Ireland. PR Photography outside in Dublin city centre followed by conference photography