A little planning goes a long way
Photos your team will actually use.
You’ve booked the venue, worked through the schedule, and probably answered more emails than you can count. Now someone asks, “Do we have a photographer?”
Whether you’re planning a conference, company retreat, awards dinner, or holiday party, it helps to think through the photos before everyone walks through the door. A little planning gives us time for the people and details that matter to your team.
Start here: Send your photographer the event date, venue, draft agenda, and the photos you know you’ll need afterward. Include any deadlines for social media or press. Your schedule can still be a work in progress.
01 / Think about the finished gallery
Which photos will your team actually use?
Think about where the photos will go. An internal recap, next year’s registration page, and a sponsor thank-you email may each need something different.
For a conference, that might mean a speaker with the event name visible behind them, a full room during the keynote, and attendees talking between sessions. For a company party, you may care more about team photos, award recipients, and people enjoying the evening together.
I photograph signage and details, keynotes and speakers, awards, expos, party photos, off-site activities, and more. We’ll talk through the whole event so the gallery includes the moments your team needs, wherever they happen.
What I photograph at corporate events
- The room before guests arrive. Signage, table settings, displays, and the setup your team worked hard on.
- Keynotes and speakers. Main-stage presentations, breakout sessions, panels, and audience reactions.
- Awards and recognition. The presentation, the handshakes, and a photo of each recipient with their award.
- People connecting. Conversations, greetings, and those little moments between scheduled activities.
- Expos and exhibitors. Booths, sponsor branding, product displays, and people stopping to talk.
- Party photos. Company celebrations, receptions, entertainment, candid moments, and quick group photos.
- Off-site activities. Dinners, outings, and gatherings away from the main venue. Let me know where the schedule takes everyone.
- The people you need together. Leadership, your planning team, honorees, or the whole company.
Tell me if someone is especially important to photograph. A name and a quick introduction help much more than trying to find them after they’ve left.
02 / Make the hours count
How many hours of event photography do you need?
Start with the moments you can’t move. Put the keynote, awards, group photo, and any VIP appearances on the timeline first. Then allow time for the room details and candid photos around them.
A short reception may need a few hours. A conference with morning sessions and an evening gathering may need coverage in separate parts of the day. If several rooms are active at once, we’ll need to discuss priorities and whether additional coverage is needed. One photographer can’t be in every room at the same time.
A quick timeline check: Does your must-have group photo happen before the final presentation? Are the sponsors leaving before the reception? Those details can change which hours are most useful to book.
From a real event
A conference is often more than what happens on stage
At the Agricultural Retailers Association conference at The Grand America Hotel, coverage included the expo, breakout sessions, and gatherings away from the main program. That kind of schedule needs a little thought about where to be and when.
I’ve photographed multiple events at the Grand America, Hyatt Regency Salt Lake City, and Salt Palace Convention Center. Even at a familiar venue, I want to see your agenda. Your event may use the space very differently from the last one.
03 / Save this checklist
What should you send your event photographer beforehand?
You don’t need a perfectly finished planning document. Here’s what’s helpful:
- Your agenda, including room names and any overlapping activities.
- A short list of important people and must-have photos.
- Group photo timing and someone who can help gather everyone.
- Sponsor requirements or specific branding you need included.
- Venue rules, access instructions, and an on-site contact.
- Photo deadlines and where you plan to use the images.
If someone should not be photographed, let me know how your team will identify them. And if the schedule changes, just keep me in the loop.
Before you book
A few questions you might be wondering about
How much does corporate event photography cost in Salt Lake City?
My standard event coverage is $150 per hour with a two-hour minimum. Nonprofit and multi-day event quotes are available. Send me your dates and schedule so I can quote the coverage you need.
Can we get photos while the event is still happening?
Yes. Same-day edited highlights are available on request at no extra cost. Let me know your deadline beforehand so we can plan for those images. The full gallery is delivered separately.
How do we choose a photographer for a large conference?
Ask to see full galleries from similar events. Look at the mix of speakers, audience photos, networking, and details. Then talk through overlapping sessions, important people, and delivery deadlines before booking.
Can we include a team photo during our corporate retreat?
Yes. Let’s set aside time for it in the agenda and choose a location that fits your group. It’s much easier when everyone knows where to be before the next session starts.
Tell me what you’re planning
I’m based in Ogden and photograph events in Salt Lake City and throughout Northern Utah. If you have a conference, company gathering, or nonprofit event coming up, send me your date, venue, and a rough idea of the coverage you need.
We can talk through the schedule together.
