Event Photography Checklist: Planning for Success

Event photography requires careful planning to capture important moments and meet client expectations. Here's a quick guide to ensure success:

  • Before the Event:

    • Meet with clients to understand their needs.

    • Visit the venue to assess lighting, space, and challenges.

    • Create a detailed shot list, including key moments and VIPs.

  • Essential Equipment:

    • Reliable cameras (e.g., Nikon D750, Sony a7III).

    • Versatile lenses (24-70mm, 70-200mm, 50mm f/1.4).

    • Lighting gear like speedlights, LED panels, and diffusers.

    • Accessories: extra batteries, memory cards, tripods, and weather protection.

  • On Event Day:

    • Arrive early to set up and test gear.

    • Follow the shot list but stay flexible for candid moments.

    • Adapt to lighting changes and solve problems calmly.

  • After the Event:

    • Review and edit photos for quality and story flow.

    • Deliver organised files and follow up with clients for feedback.

Planning Before the Event

Meeting with Clients

Event photography starts with a thorough consultation with the client. Gene X Hwang, COO of Orange Photography, emphasises:

For us, we look for clients that know what they are looking for, have reasonable budgets, and who seem to know and value their event production.
— Gene Hwang

[2]

During this meeting, focus on understanding the following:

  • The event's purpose and the specific shots needed

  • Image usage rights and deadlines

  • Budget details, including overtime rates

  • Key personnel involved

  • Possibility of visiting the venue beforehand

Dale "DJ" Falk Jr. of Network Frequency LLC highlights the importance of communication:

Good collaboration comes from communication
— Dale Falk Jr.

[2]

After the consultation, evaluate how these insights can shape your approach, particularly when scouting the venue.

Venue Check

Visiting the venue helps identify potential challenges and opportunities. Pay attention to:

  • Room size, ceiling height, and available power outlets

  • Natural and ambient lighting, including windows, skylights, wall colors, and flash needs

  • Backup spaces and clean backgrounds suitable for portraits

Simon Blackley underscores the importance of lighting:

Lighting is critical in making strong images of any kind. Unfortunately for event photographers, the lighting of conference venues is never designed to help them.
— Simon Blackley

[3]

Creating Shot Lists

If the client provides a shot list, review it carefully and create a detailed version at least one week before the event. Your shot list should include:

  • Event timeline

  • VIPs and key personnel

  • Key moments to capture

  • Specific photo requests

  • The purpose and intended use of each shot

To support your planning, gather materials like:

  • Venue maps

  • Event schedules

  • Bios of key individuals

  • Contact information for the onsite coordinator

A clear shot list ensures you’re prepared with the right equipment and aligned with what the client expects.

Do These Things Before, During, and After an Event (Event Photography Checklist)

Required Equipment List

Getting the right gear is key to pulling off a successful event shoot.

Cameras and Lenses

Event photographers need dependable cameras and versatile lenses to handle a variety of situations. As William Morton puts it:

Reliability and redundancy are critical to a professional photographer
— William Morton

[4]

Here are some recommended camera models:

For lenses, consider these essentials:

  • Standard Zoom (24-70mm f/2.8): Perfect for everything from group shots to candids. The Canon EF 24-70mm f/2.8L II USM, priced at $1,600, is a popular option.

  • Telephoto Zoom (70-200mm): Great for capturing distant speakers or performances.

  • Fast Prime Lens (50mm f/1.4): Excellent for low-light settings and portraits, typically priced between $400 and $460.

Lighting Gear

Lighting is just as important as your camera setup. Here's what you need:

  • Primary Flash Units:

    • Two speedlights (one as a backup)

    • Remote triggers for off-camera flash

    • Flash diffusers and bounce cards

  • Continuous Lighting:

    • LED panels for steady lighting

    • Battery-powered options for venues without power

    • Warm white uplighting to enhance the atmosphere

For outdoor events, make sure your lighting gear is weatherproof and pack portable power solutions.

Support Equipment

Smooth operation during an event requires a well-thought-out set of accessories:

  • Memory and Power:

    • Multiple high-speed SD or CF cards for backups

    • Extra camera and flash batteries

    • A portable battery charger or power bank

  • Camera Support:

    • A sturdy tripod for stable shots

    • A dual camera harness for quick lens changes

    • Weather-protective gear for your equipment

    • A comfortable camera bag or rolling case for easy transport

  • Color and Exposure Tools:

    • A color checker for accurate color rendering

    • A light meter for precise exposure

Keep your gear organised in accessible compartments or use a belt system to grab items quickly during fast-paced moments.

Capture stunning visuals with professional lifestyle and commercial photography services. From portraits to branding, events, and travel, let us craft compelling stories through imagery.

Event Day Operations

Setup and Preparation

Arrive at the venue at least two hours early to set up your gear and get familiar with the layout. As David Silverman, owner of David Silverman Photography, advises:

The photographer will want to know what the room layout is, and it’s a great idea for them to go and check out the venue two or three days before the event.
— David Silverman

[1]

Here’s a quick pre-event checklist to keep things running smoothly:

  • Test your camera bodies, format memory cards, and check battery levels.

  • Set up and test flash units, LED panels, and any continuous lighting.

  • Secure a safe spot for your gear bags and backup equipment.

Once everything is ready, shift your attention to capturing the event, starting with your prepared shot list.

Getting the Right Shots

A well-thought-out plan ensures you don’t miss any key moments. Freelance photographer Joe Montana highlights the importance of preparation:

Usually people planning the party don’t think about the important shots they need until the night of. I push for this ahead of time so I can be prepped and have the proper kind of gear.
— Joe Montana

[1]

Stay alert and position yourself strategically throughout the event. Using Aperture Priority mode helps maintain consistent exposure as lighting changes. Keep your shot list handy, but stay flexible to capture unplanned, candid moments.

Key tips to keep in mind:

  • Adjust camera settings as light conditions change.

  • Look for authentic guest interactions to capture candid shots.

  • Anticipate and position yourself for scheduled highlights.

  • Refer to your shot list regularly to stay on track.

When challenges arise, being prepared can make all the difference.

Handling Problems

Unexpected issues, whether with equipment or other factors, are bound to happen. A positive mindset and quick problem-solving can help you adapt. Here are some practical solutions:

  • Use Auto ISO to handle rapid lighting changes.

  • Keep flash units ready as a backup light source.

  • Adjust exposure compensation for tricky lighting scenarios.

  • Always carry extra batteries and memory cards.

  • Practice handheld shooting in case your tripod becomes unusable.

  • Have a backup camera body within easy reach.

Jeffrey Tadlock, a landscape photographer, emphasises the importance of staying calm:

Attitude is key when gear fails in the field... A positive attitude can get you through a lot of difficult situations.
— Jeffrey Tadlock

After-Event Tasks

Photo Review and Editing

Right after the event, take time to organize and review your photos. Adobe Lightroom Classic's Survey View is a great tool for comparing similar shots and picking the best ones. As photographer Karen Miller puts it:

My most important criteria when choosing which photos to keep is this: does the photograph evoke an emotional response?
— Karen Miller

[5]

When reviewing, focus on these key aspects:

  • Technical quality: Ensure proper focus and exposure settings.

  • Composition: Check framing, clean backgrounds, and cropping potential.

  • Emotional impact: Look for genuine expressions and meaningful moments.

  • Story flow: Select images that work together to tell a complete story.

Lightroom's rating system can speed up your workflow - use "x" to flag rejected images and "p" for potential keepers [5]. To maintain consistency, take advantage of batch editing tools while keeping the event's natural feel intact. A smooth review and editing process ensures timely delivery and happy clients.

File Delivery

Delivering files in an organized way is just as important as taking great photos. Convert RAW files into high-quality JPEGs (e.g., 1,800 x 1,200 pixels for social media). Group the images into clear categories, such as must-haves, key moments, candid shots, and detail-focused images. Choose a delivery method that suits your client's preferences, whether it's a professional gallery, cloud storage, or a file transfer service [6]. After delivery, follow up to confirm they’re satisfied.

Client Follow-up

After delivering the final files, reach out to gather feedback and improve your services. Here’s how:

  • Send a personalized email to ask about their experience.

  • Request feedback on photo quality and selection.

  • Encourage them to join your mailing list for updates on future events.

  • Include a direct review link in your gallery delivery email to make it easy for happy clients to leave testimonials [8].

Client feedback is invaluable. Use it to showcase testimonials on your website and social media platforms, building trust and credibility with future clients [7].

Photography Tips and Techniques

Once you've managed the logistics of an event, it's time to focus on refining your photography skills. Advanced lighting techniques and capturing candid moments can make a big difference in your work.

Working with Different Light

Learning to handle various lighting conditions is crucial. For mixed lighting, switch your camera to manual mode with spot metering, place your subjects near light sources, carefully raise the ISO, and use a tripod during the "blue hour" (30–45 minutes after sunset).

Understanding light and how it behaves can be key to getting interesting images, flattering portraits and lifting your images to the next level.
— Live Snap Love

[9]

Shooting in harsh midday sun? Try these tips:

  • Look for shaded areas to avoid harsh shadows in portraits.

  • Use buildings or trees to naturally diffuse the light.

  • Position subjects so the sun creates rim lighting for a striking effect.

  • Experiment with backlighting to create silhouettes.

Unplanned Moments

Capturing candid moments requires a mix of patience and readiness. Use a longer focal-length lens (like a 70–200 mm) to photograph intimate scenes from a distance. Stay close to the action, adjust your settings for quick shots, watch for emotional cues, and use burst mode to freeze fast-moving moments.

Don’t shoot what it looks like. Shoot what it feels like.
— Bengreen Photography

Building Business Connections

Photography is only part of the job - building strong business relationships is just as important. Introduce vendors to potential clients, share behind-the-scenes moments on social media, and follow up with contacts within 48 hours after an event.

The secret to networking is that you need to focus on bringing value to others first.
— Maha Abouelenein

Authenticity is key. As Abouelenein explains:

Remember that effective networking is about creating value for others and building long-term relationships. Be genuine, prepared, and strategic in your approach. Networking is not just a skill but a superpower that can open doors to endless opportunities and it happens over time.
— Maha Abouelenein

Instead of just collecting business cards, focus on creating meaningful connections. Share your knowledge, offer help when you can, and maintain relationships through social media and industry events. Genuine interactions can lead to long-term opportunities.

Wrapping It All Up

Event photography requires thoughtful planning to deliver top-notch results and maintain professionalism.

The groundwork for success begins with pre-event preparation. This includes checking out venues, evaluating lighting conditions, and creating detailed shot lists. Having backup gear and arriving early helps you tackle any unexpected issues with ease.

Here are three key areas to focus on:

  • Client Communication: Set clear expectations, discuss schedules, and confirm specific shot needs.

  • Technical Readiness: Keep your equipment in good shape and always have backup gear available.

  • Professional Growth: Build relationships with vendors, stay connected in the industry, and continually improve your skills.

Balancing these aspects ensures your creative and logistical efforts work seamlessly together. Event photography isn’t just about technical skills - it’s about blending preparation, flexibility, and strong professional connections. By combining these elements with solid communication, you’re well-equipped to handle every phase of the event.

Stick to your checklist, but stay open to capturing those unplanned, magical moments. This approach guarantees consistent, high-quality work that not only satisfies your clients but also strengthens your reputation.

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