Capturing the best moments: Tips for hiring a conference photographer Great advice for hiring the best professional photographer for your event


Hiring a good conference photographer is a crucial step in the conference planning process. However, there are several things you should do when hiring a conference photographer to ensure that 1) you are hiring the best conference photographer and 2) you are getting the most out of your, ultimately resulting in the best possible conference photographs. 

If you are not already aware of how essential a conference photographer is for your conference, then first check out the article 7 benefits of hiring a conference photographer for your business

This article will provide you with 5 tips for hiring a conference photographer, as well as how to get the most out of hiring a conference photographer. 


Hiring a conference photographer – Tips 

Hiring a photographer for your conference does not have to be difficult with these 5 easy to follow tips.


1. Ask to see their conference photography portfolio

The best way that you can identify whether or not a potential conference photographer will be a good fit for your conference is to take a look at their portfolio prior to hiring them. Asking your conference photographer for access to their portfolio is a commonplace activity and will allow you to broaden your understanding of the type of work they do, and the style of their conference photography. 

Before you even begin looking for your conference photographer you should ideally have already decided on the style of images that you are looking for in a conference photographer – whether this be photojournalism, more candid images, or conference photos that you require for marketing purposes. Once you know this you can see if your conference photographer’s portfolio fits your desired style.


2. Write a strong brief for your conference photographer 

Your conference photographer will appreciate that as a conference planner/organiser, your schedule will be hectic in the run-up to the conference you are holding. However, taking the time to write a strong brief for your conference photographer well in advance will ensure that your conference photographer can provide you with the best possible end results. 

A good conference photography brief will explain the audience dynamic expected at your conference. You should also be sure to inform your conference photographer of what you will do with the images, whether they will be used on your business’s social media account, or sent to the local press for instance. 

Knowing this crucial information will allow your conference photographer to plan ahead and provide you with the images best suited to your requirements. 


Conference photographer tips


3. Provide your conference photographer with a schedule and shot list 

Similar to providing your conference photographer with a strong brief, you should also include a conference photography checklist – this will include the conference schedule and shot list.

It is important to inform your conference photographer of any timings for your speakers, when there will be time to take group photographs, and when any award ceremonies and/or workshops are taking place. 

You should also inform them of any props or company branding that will feature in the event so that they can factor this into their shot preparation. 


4. Ask for your conference photographer’s reviews

Seeing what your conference photographer’s previous clients have to say about their work can give you a really clear picture of what they are like to work with. You should be looking at what they have to say about the style of their photography, and how happy they were with the style of the images produced, however, you also should not underestimate the value of also knowing how professionally they conducted themselves.


5. Consider the venue and speakers from a conference photography perspective 

To get the best work from your conference photographer it is important to consider them when you are planning the logistics of your event and venue set-up. For instance, you should consider the positioning of your guest speakers on the stage and how well they will photograph in your planned position. 

Furthermore, if you require staged photographs of key speakers or guests then you should ensure that your conference photographer is comfortable and made familiar with the time and location within which this will occur. 


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If you are on the lookout for conference photographer tips then it is likely you are looking to hire a conference photographer in the near future. 

Why not consider hiring a conference photographer from Splento? 

Splento guarantees delivery of your conference photos within just 24 hours of your event, and has a fixed rate of just £99 an hour – including all editing and delivery – to hire a professional conference photographer. A Splento conference photographer will ensure everyone feels like they were on the front row – so there is no missing out!

Contact Splento today to find out more about our conference photography packages.


FAQ Logo

FAQs about hiring the best conference photographer

What should I look for when hiring a conference photographer?

When hiring a conference photographer, it’s important to look for someone who has good experience in conference photography, a strong portfolio of previous conference work, and positive references or reviews. It’s also important to consider the photographer’s style, as well as their making sure of their availability on the date of your conference, of course!

How much should I expect to pay for a conference photographer?

The cost of a conference photographer can vary greatly depending on factors such as the length of the conference, the number of attendees, and the level of experience of the photographer. It’s important to get quotes from several photographers and compare prices before making a decision. Make sure that their quotes detail everything your need, including the number of images, special shots, post-processing (editing) and delivery. Also, check the time they quote for delivery – many photographers will want to charge a premium for a fast turnaround!

What kind of equipment should a conference photographer have?

A professional conference photographer should have high-quality camera equipment and a variety of lenses to capture different types of shots, and to cater for the lighting challenges that often occur in event venues. They should also have backup equipment in case of any unexpected technical issues.

How do I ensure that the conference photographer will capture all the important moments of my event?

To ensure that the conference photographer captures all the important moments of your event, it’s a good idea to provide them with a list of must-have shots or key moments you want them to focus on. You can also discuss your specific needs and preferences with them before the event. Planning and writing a shot list is a great idea. You can do this in advance and then run through it with your photographer, preferably before the event, so that you both understand what is expected.

Should I sign a contract with my conference photographer?

Yes, it’s a good idea to have a written contract in place with your conference photographer. The contract should outline details such as the cost, the length of coverage, and any specific requests or requirements for the event. It should also specify details of editing that may (or may not be included) and the time frame for delivery of the finalised (retouched) images.

How long will it take to receive the photos from the conference photographer?

The time it takes to receive the photos from a conference photographer can vary depending on factors such as the size of the event and the photographer’s workflow. Typically, you can expect to receive the final edited photos within 2-4 weeks of the event. Splento has you covered on this – they guarantee a delivery time of just 24 hours for your final, edited photographs – as standard!


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