Planning an event is a big investment of time, energy, and resources — and professional photography and video ensure you capture all the important moments and atmosphere you’ve worked so hard to create.
Whether you’re hosting a corporate event, product launch, fundraiser, or intimate gathering, this guide will help you understand what to ask for and how to get the best results from your photographer and videographer.
How to Get the Most From Your Event Photography & Video
Planning an event takes so much time and effort — and capturing it professionally ensures you get lasting value from all that hard work. Whether it’s a corporate gathering, product launch, fundraiser, or private celebration, photos and video can help you share your story, build your brand, and relive the best moments.
But many clients aren’t sure what to ask for when booking a photographer or videographer. Here’s a simple guide to help you get the right coverage for your event.
Why Hire a Photographer/ Videographer?
powerful marketing tool
Great visuals help you extend the impact of your event long after it’s over. With the right images and videos, you can share highlights on social media, update your website and marketing, thank your guests, and build excitement for future events. Remember — you’re not just documenting what happened, you’re telling the story of the experience.
Tip: Think beyond just “pictures of people.” The feel of the event is just as important as the people in the room.
"First impressions matter —
and they’re often visual."
What You Should Ask the Photographer to Capture
Venue & Atmosphere
Before guests fill the room, capture the beauty of the space itself. Photos of the décor, lighting, table settings, and overall layout help showcase the mood and environment you’ve created. These wide shots set the stage for the event story.
Candid Guest Moments
Instead of only posed group photos, ask for natural, candid shots of guests enjoying themselves — chatting, laughing, interacting with the space or displays. These images bring warmth and authenticity to your gallery.
Emotional Highlights
Look for moments of applause, cheers, laughter, hugs, and surprises. Capturing genuine emotions helps tell the full story of the event and creates images that resonate far beyond just documenting “what happened.”
Details & Branding
Small touches matter: logos on signage, custom menus, gift bags, floral details, or branded décor should all be documented. These images are especially valuable for sponsors, partners, and social media promotion.
Behind the Scenes (optional but great!)
Want to show the preparation and energy that goes into the event? Behind-the-scenes images — of your team setting up or vendors at work — can add an authentic, human touch to your storytelling.
Speakers & VIPs
If your event has speakers, honorees, or important guests, make sure they’re covered — both on stage and during key moments offstage. These are often the images you’ll use in press releases or internal reports.
For Video
With video, you can go beyond still moments. Consider capturing brief guest interviews, speaker highlights, or a recap video summarizing the event’s atmosphere and impact. Short social media clips are also powerful tools to share immediately.
How to Help Your Photo/ Video Team
Deliver Great Results
Helping your photographer or videographer isn’t just thoughtful — it’s key to getting the best results. By sharing the schedule, providing a shot list, assigning a point person, and communicating how you plan to use the content, you set your creative team up for success. The more prepared they are, the more they can focus on capturing the moments that matter most to you.
What Makes a Difference (Check List):
Share the Event Schedule
Provide your creative team with the agenda or timeline so they know when important moments — like speeches, awards, or entertainment — are happening.
Provide a Shot List
Make a list of must-have images or people you want captured, especially VIPs or sponsor details. This ensures nothing gets missed in the excitement.
Plan for Same-Day or Next-Day Highlights
(if needed)
If you want content for immediate sharing, discuss this in advance so your team can prioritize fast editing or delivery.
Communicate How You’ll Use the Content
Let your team know if the photos or video will be used for social media, marketing, internal reports, or press — it can shape how they shoot and deliver files.
Trust Their Expertise
Once you’ve communicated your needs, give the team creative space to capture moments in their style — this often leads to the best, most authentic results.
Assign a Point Person
Designate someone from your team to assist the photographer or videographer in gathering people or granting access to restricted areas when needed.
Final Tip
The best event photos and videos don’t happen by luck — they happen through clear communication and planning. Sit down with your photographer or videographer ahead of time, share your priorities, and let them guide you on what will work best. A collaborative approach ensures you get a collection of images and videos you’re truly excited to share.
For this blog, I’ve included photo examples from event photography projects I’ve done for my clients in NYC.
