MPI Blog


5 Things Event Photographers Want Meeting Planners to Know


1. Event Challenge Onsite

Onsite challenges will arise. The complexity of an event can vary, with large events requiring a skillful handling of logistics, security and VIPs. Some challenges are technical, but often times the biggest ones arise when there are lots of moving pieces and you have to adjust on the fly.

Having a skilled professional you trust that can work with these challenges can go a long way in minimizing stress and the risk of not getting the images you need. Have a designated onsite contact and a clear channel of communication with your team, as well as ask your photographer for ways to help minimize any discrepancies and help to iron out any unexpected challenges.

2. Setting The Right Goals

Clients should know what the goal of their photography is, who the stakeholders are and communicate accordingly. If there are immediate PR needs, inform your photographers ahead of time of the types of shots desired and those aspects that might require a quick turnaround for social media, etc.

Understand when and where special elements enter into the schedule so that you can prepare your team, which allows for your photographer to be in the best position for the best possible shots. Also, understanding how you need to use your images can help alleviate any issues with licensing costs or any misunderstandings with your stakeholders on how the images may be used.

3. Not Asking the Right Questions Can Hurt You

One item that is sometimes overlooked by planners is venue requirements, such as restrictions on non-union labor, load in and required liability insurance for photographers. Policies vary in price according to event size, type, duration and venue.

While proof of insurance or additional insured policies can usually be turned around quickly, same-day requests can cause delays or, even worse, jeopardize access to your venue and thus your coverage. Also have a back-up plan. Asking your professional photographer about these backup strategies can help minimize risk, such as if your photographer is hurt or injured.

3. Leveraging Event Trends

Most pro photographers can suggest many ways beyond standard coverage to help make events more exciting and engaging. New trends and gizmos are emerging all the time and a good pro makes it their job to stay on top of these potential additions.

Photo booths and headshot booths are huge current hits that get your audience involved. Things such as creating social media-ready environments branded with logos and professional lighting or games based on hashtags are great ways to leverage social media presence to engage your audience.

4. Unexpected Expenses Add Up

The most common elements that can affect your overall cost are unanticipated calls for quick turnaround or a need for extended hours. A good professional photographer should anticipate and ask questions about these types of things up front so planners and their clients are not caught unaware. Additional elements to consider are any unintended travel costs/expenses or any last-minute needs for specialty gear, such as a generator to power an outdoor photo booth or professional lighting to balance a large group photo.

About the Author

Blair Potter
Blair Potter

Blair Potter is managing editor for The Meeting Professional. He likes toys and collects cats (or is it the other way around?).