The big guide to corporate event photography

Corporate event photography is a very specific niche of photography. Which has a lot of work opportunities for beginners and advanced photographers? So let’s get into the world of corporate events photography.

I’ve been doing corporate (event) photography for over seven years. When I started out studying photography, it was a niche I had never considered, let alone considered as my core business.

Here we are: doing corporate photography as a day job and loving it! However, there is a lot to learn and a lot to know. Let’s dive in!

What is event photography?

This is a fundamental question, but let’s start with that. For many people, it’s concert photography, but it’s so much more than that.

In general, event photography is photographing the guests and occurrences of an event. This means at a party, wedding, reception, or even a funeral.

Of course, there are a lot of types of events. I tend to focus on corporate events like seminars, congresses, launches, and openings.

Types of event photography:

• Weddings
• Birthday parties
• Bar Mitzvahs
• Corporate party
• Dinner party
• Network event
• Product launch
• Congress
• Seminars
• Shop opening
• Business conference
• Conventions
• …

But you can also think about so many more types of events.

So, why would someone hire an event photographer? Well, the event photos can serve multiple goals. Either as documentation for reference, as a memory for the people involved, and to use as promo material for later events.

How to prepare and tips for your corporate photography event shoots

There is nothing more valuable than having experience in shooting corporate event photography. Though, for a starter, knowing some things at first can be handy.

After several bookings, you will get the hang and feel for things. 😉

1. Arrive early and explore the venue. Depending on how big, half an hour or an hour should be plenty. Test some angles, run through the schedule, and ask where everyone will be standing (on stage).
2. Make a shot list of what the client wants. Keep it somewhere close to you (or make sure you memorize it correctly)
3. Think on your feet; things will happen suddenly and not according to plan. But you and the client will still want some photos.
4. Dress appropriately; don’t underdress, but be comfortable, too.
5. Always be polite to everyone!
6. Make friends with the lighting guys (if there are any)
7. If people don’t want to be photographed, respect that. Even if you technically have the right to do so.
8. Stay out of the spotlight: it’s not about you. Learn how to compose yourself quietly.
9. Have back-ups. I prefer the dual-card setup for raw + jpg so you don’t lose your photos.
10. Get used to bad lighting and learn how to flash with on-camera lights. I can recommend the Godox V1
11. Don’t flash all the time, though; it makes you very noticeable and can make the photos less spontaneous.
12. Get a fast lens, then get another one. f1.8 should be good, and f1.4 could be better. Learn how to select lenses for your events.

The best gear for event photography

I always think it’s a difficult question to answer. ‘The best gear’. Even though I am a smartphone photography advocate, investing in a proper camera body and lenses is best. Look at which one can do a higher ISO without making too much noise.

Ofcourse, these days, with Lightroom Noise Reduction AI, ISO, and noise are less of a problem. The best camera is the most recent one you can afford. However, I like knowing my cameras and use them for years.

The best camera for event photography

As a body, it’s best to use a camera that can manage in low light situations and has plenty of pixels. I use the Nikon Z7II and Nikon Z8, which I can highly recommend.

Preferably, the camera you choose has two card slots, so you can use the overflow or backup functionalities while shooting.

A second body never hurts for a different lens type or as a backup in case your main camera fails.

The best lenses for event photography

Having a wide range of lenses with a low f-number possibility is best. My current kit, for example:

A 24-70 f2.8 lens for wider angles: the entire room, buffets, and most action shots

A 50mm f1.8 lens for candid shots: It’s not too far, but far enough not to disturb the people. While still getting decent close-ups.

A 70-200mm f2.8 lens for public speakers and zoom shots.

An 85mm f1.8 lens for candid shots in low-light situations

You can see that I cover the entire range between 24 and 200 mm. Try to have at least the 35-135mm range covered. This way, you can make a nice combination of wide and close-up shots.

In my opinion, the macro is nice to have. It’s only applicable if your clients ask for many detail shots, which you can usually do with non-macro lenses.

I know corporate event photographers who do everything with only a 50mm. It is possible, but I recommend having some type of range available.

Learn more about selecting the right lens in this article: How to select lenses for event photography

Flashes for event photography

I hate flashes. I do. And I try to do my shoots without using mine. Though you can’t (always) get around using them.

I generally like to avoid flashes, as they can be obnoxious to the event’s guests and spoil candid shots of people.

Hate them or love them; investing in one can help you get a shoot done. And since they are relatively affordable, you will earn them back quickly. I adore my Godox V1.

Batteries and memory cards

Get a lot of them. In some seasons, it might get hectic. And you can’t speed up the time it takes for a battery to charge fully. So having plenty of spares helps you a lot.

Usually, one battery is enough to get through a (half-)day of shooting. However, that depends on how heavy you spray with your camera. It’s also different if you use two cameras at the same time. And what type of camera you use.

Memory cards are something you should not cheap out on, either. Both in quality and in quantity. Remember, your expensive camera is cool, but you need a good card to save those awesome pictures.

Get a system to organize your cards so you know which ones are empty and full at a glance. I keep them in a wallet by caruba, and depending on whether the logo is facing inwards or outwards, I know if it’s okay to use the card.

Settings for event photography

This one is dependent on yourself. So I can only tell you how I shoot. There is not really a good or bad way to do it. It’s just a matter of thinking about how you are doing the shoot and why you are doing it that way.

I like to shoot with:

1. Burst mode: because of people moving around. Get a couple of shots, so you can pick the best one afterward. Don’t go wild, though; 3 or 4 is already plenty!
2. Continuous autofocus: so all my shots are sharp, I rarely miss one.
3. RAW: This gives you many options while editing the photos afterward.
4. Aperture priority: I like to control my depth of field when going from candid shots to posed group shots and back. The shutter speed is relatively unimportant to me.
5. Shutter speed: Although keeping an eye on shutter speed is important, try to keep it above the length of your lens. So, a 200mm asks for a 1/200s shutter speed. I even like to double it, just to be sure everything is sharp.
6. ISO: I generally like to keep my ISO low to reduce noise. Unfortunately, at events, you don’t have that luxury. I feel okay going up to ISO 6400 (depending on the quality of the low light available). But anything above that requires a flash, in my opinion.
7. As flash settings for event photography, I usually put the on-camera flash on TTL with a compensation of between -0.3 and -0.7.

Dive deeper into settings for event photography in this article: The best camera settings for event photography

Event photography questions to ask your client

Having a conversation with your client in advance of the event is essential. You can do it in person, by phone, or even by email. How you do it is unimportant as long as you do it!

A couple of questions you need to have answered by your client:

1. What type of event is it?
2. What are the types of shots they are looking for?
3. What are the key moments for them?
4. Could they deliver you the full planning of the event?
5. When do they want the photos delivered?
6. Are there any VIPs they especially want photos of?
7. Contact information of important people at the event
8. Location (with Google Maps link) of the event
9. Will there be parking or easy public transport?
10. Is there food provided for you too?

Create a shotlist for the event

1. Detail shots
   1. Any sponsored banners
   2. Giftbags and other goodies
   3. Nametags
   4. The buffet or food being served
2. The event venue
   1. The exterior
   2. The interior, while it’s still empty
   3. The interior with people (preferably at a busy moment)
3. The attendees
   1. Candid interactions
   2. People checking in at the frontdesk/guestlist
   3. People interacting with sponsored materials
   4. People exchanging business cards
   5. Any side events happening
   6. VIPs, sponsors, speakers, …
4. Keynote speakers
   1. On stage in the context
   2. On stage close-up
   3. People applauding
   4. Any crowd interaction that might happen

Not everything on this list will happen at all events, so adjust to your situation. It’s also best to stay flexible and open to change. Schedules can change during the event, and extra people to photograph might join (or leave).

Learn more about creating a shot list in this article: Corporate event photography extensive shotlist (for beginners)

What to deliver in your event photography

First, always make sure to fulfill your promises to your client. That’s the base of everything. But what can you promise?

You can promise a certain amount of shots you will deliver. For example, 30-40 photos per hour. However, in my opinion, this depends on the type of occasion and how the schedule is set up. 

Don’t give your client all the photos. They want the good ones. Selecting and editing the right photos for the clients is your job. They don’t want to see the bad ones.

Another easy thing to do as an extra for your client is to give the photos in different resolutions. I am not just talking about full-res en web-optimized shots. I am talking about making crops for Instagram, too, for example.

How to choose an event photographer

If you regularly host events, you probably know a photographer who has done the work for you already. But in case you didn’t, there are several things to look for when picking out an event photographer to work with.

• Does their style match yours?
• Have they done similar events before?
• Does their personality match yours? Have a call to find out.
• Do they fit your budget?

Price for event photography

The price is probably one of those things you would like to discuss in advance. However, it depends on what you think you are worth. And even more importantly, what the client thinks you are worth.

Usually, the prices for event photography range from 100 euros to 300 euros per hour at the event. Be aware of the “at the event.” One hour of shooting also requires an hour of selecting and editing.

Make sure to include that time in your price, too. 

Factors that might bump up the prices include second shooters, extra material you might need for that specific event, and photo booths, …

Event photography contract

You might want to consider having a contract for each shoot you do. Of course, you don’t have to make a new one every time.

I had a lawyer make me a template with my specific needs. I can still edit and add stuff, but it’s a good basis that works for 99% of my clients.

Consider hiring a lawyer for this too. They have the experience of creating these documents and will make sure everything has a legal basis.

What you might want to include:

1. Timings of delivery and the event
2. Time on site and for editing
3. Deliverables (give a range, for example, 40-50 photos)
4. Deposits/cancellation fees
5. The ownership over the photos
6. The allowed use of the photos
7. So many more things; discuss these with your lawyer.

FAQs about corporate event photography

Disclaimer: In this article are some affiliate links. This means that, if you buy or book something, I get a small percentage of the fee. This comes with no extra cost to you but helps me run this website.

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