Event Photography 101: The Essential Shot List

Shot list details all of the moments or things that absolutely need to be photographed. I turned to Google search for shot list ideas and was shocked to find that they mostly refer to weddings or filmmaking because shot lists are definitely crucial for just about any paid photography gig.

During my decades of experience as a professional event photographer, I find that there is a 50/50 chance that my client will provide a pre-arranged shot list before I ask for one. In the event that your client doesn’t hand you a specific shot list, every event photographer should have a basic shot list in mind as a guide for shooting every event. Hence, I created this blog post describing my essential shot list for event photography.

What is a shot list?

Shot lists are simple reminders and guidelines of what pictures are must-haves according to your individual client’s needs. Everything else is supplementary. A shot list to a photographer is essentially a checklist of photos that you can mark off one by one to ensure the completion and satisfaction of your client’s requests. Always complete the shot list!

There are no crucial elements to a shot list, as all client needs will vary, but as a photographer,  you will want to make sure that you complete the shot list as close to 100% as you can and if you can’t for whatever reason, make sure you let the client know why and what happened.

Why use a shot list?

Even at a pro-level, every client is unique in their demands. No matter how good you think you are, you will not remember the client’s shot list by heart. Print it out, or have it saved as a photo on your phone and constantly refer to it.

Production companies and companies, in general, spend a lot of money investing in these events. Capture all the details and overdeliver on your client’s requests. They will appreciate your attention to all the details they designed.

Without a shot list, a photographer is more likely to shoot blindly and fail to capture all of the essential images that are important to that specific client. Naturally, it is vital that a substantial amount of time and thought go into the creation of a shot list.

Corporate event photographers should ask for a shot list from the client if they haven’t supplied one, at least one week prior to the event start date. Shot lists are also crucial for photographing weddings and other events where the client may have specific requests such as (focus on grandma because she is older and her health isn’t well) and so on.

Who is responsible for creating a shot list?

Corporate event photography clients supply their own shot lists 100% of the time. This is especially true of product and advertising photoshoots. However, in the event that your client doesn’t provide a shot list, a quality professional photographer will be able to provide their own input to help their client with the shot list if needed.

A shot list also helps you get an idea of what to include in your event photography equipment and understand the goals of the event and the potential R.O.I. of the photographs.

How do you make a shot list? What factors do you take into consideration?

Step one in creating your shot list, ask yourself, “why a photographer is being hired to shoot an event in the first place?” Once you’ve clearly identified the intent of the photos, it is imperative that this is communicated to the photographer. Otherwise, you will likely end up with 100 posed photos of attendees, when in reality you need 100 varied candid shots of the event.

  • What purpose do these photos serve?
  • Who is your audience for this set of photos?

Generally, there are several main reasons why event photos are needed:

  • Sponsors want to see the results of their investment
  • Internal use imagery (company newsletter, company marketing, and promos)
  • Photos for future marketing of the same event
  • Event planners and coordinators need photos in their report recaps
  • Media and publicists need photos of the event for their promotions
  • Attendees are interested in seeing photo recaps

Shot lists ensure you bring the proper equipment.

You will utilize a zoom and wide-angle lens to make sure I am able to capture all shots of corporate photography requests. Most of the time, you will be shooting your subjects in a variety of light sources from natural light, ambient light, fluorescent light, and low light. This lighting typically competes with overhead projectors and other lighting effects within the venue.  Make sure you plan ahead for this.

When photographing corporate headshots, there will be additional equipment such as lighting, stands, reflectors, and various flashes.

Newer technologies such as drones and 360-degree photos/videos are providing marketers and production teams new ways to showcase their brand, designs, and experiences. Having the ability to provide those options lets clients know we are staying on top of cutting edge trends and doing it right.

When a video is part of your shot list, you will want to ensure that you take into consideration that most clients want interviews and drone footage. Because of the expansive nature of corporate events, drone footage and 360˚ video can be used to showcase the room, centerpiece of an event, or outdoor setting.

Corporate Event Photography Venues 4

Corporate Event Photography Shot List

Keeping all of these points in mind, here is what should be included in a basic corporate event photography shot list:

Include a Run of Show

A timeline of scheduled events is called a “run of show.” A run of show includes time, location, and a brief description of the event. It is similar to the event program that attendees receive but differs in that the run of show generally includes production notes. Having these extra details ahead of time helps the photographer know when and where to be before important events take place.

1. Details

Aspects that are unique to the event that has branding on it should be photographed. Examples include signs, programs, gift bags, and related collateral. These items are essential pieces of the event story that should be captured. Some branded details might be related to sponsor shots, or they may simply serve as memorabilia or archival shots. Regardless of what category the details fall into, be sure to get photos of all kinds of event collateral.

Intended use: assist the client to tell the story of the event to any higher-ups or sponsors.

2. Venue Photos

Typically, a high amount of planning and money went into how the event is structured and set up. Definitely make sure that you capture photos of the exterior and interior of the event space. Maintain focus on parts of the venue that have been transformed especially for the event, such as a red carpet with a photo backdrop, or trade show booths with vendors. Always remember to take a “before” shot before attendees arrive, and take a shot during the event when the venue is as full as possible. Additionally, try to get a photo of the venue with a long line of attendees waiting to get inside. Finally, don’t forget a large group photo of the event staff before the action begins, and as they’re working.

Intended Use: Venue photos are ideal for event recaps showing how the event space is set up. Pre-event shots are also a good time for the photographer to show up early and get acquainted with the venue before attendees arrive.

Shot list corporate events

3. Sponsor shots.

In our experience, most events have at least one corporate sponsor who donated money, products, or services. It’s essential to capture images of the sponsor donations in action. Whether it’s a product with sponsor branding displayed, or service with sponsorship signage, capture it on its own as well as with attendees interacting with it.

Intended Use: These shots are used to add value to the event’s marketing team who will later be able to show the sponsor how worthwhile their donation was. For photographers, sponsor shots are also a beneficial networking opportunity.

4. Happy Attendees.

Capture a wide variety of candid shots that encapsulate the vibe of the event. Be sure to snap photos of people interacting with booths and vendors, sampling products or services, and having a good time with one other. Close up shots are fantastic, but remember to include wide angle shots to show the size and scope of the event. If possible, arrange access to a higher vantage point by getting rooftop access or climbing a ladder. The infamous bird’s eye view always makes for unique photos!

Get comfortable with approaching people at the event and asking them to pose for photos in a casual way. Event attendees are typically more than happy to pose for a group photo. These images may not feel creative from a photography standpoint, however, clients love posed photos of people enjoying their event.

Intended Use: Clients want to visually see attendees enjoying themselves. These images portray a positive and exciting event and can be used for promoting the next one.

Shot List Corporate Event Photography

5. VIPs and Special Guests

VIPs will attend the event usually, and his or her presence needs to be well documented. Ask the client for a full list of VIPs or special guests, don’t be afraid to enlist their help in pointing the guests out on site. Few CEOs or corporate VIPs will be easily identifiable. If possible, get a mix of candid shots and posed portraits, preferably with an event or client branding in the photo as well.

Intended Use: Shots of VIPs are necessary for event coordinators to show their attendance, as well as for press releases or news stories that recap event highlights.

Corporate Event Photography Essential Shot List

6. Speakers and Panelists

If there will be important or special speakers or panelists, make sure to be positioned to photograph them as they’re speaking. Take a variety of photos: wide-angle, close-up and from the left and right. Seek out the speakers when they’re not on stage to get posed solo shots, as well as photos of them interacting with attendees.

Intended Use: To show speakers and panelists just like they are VIPs (oftentimes, they will be!).

7. Award Winners

Most events will feature an award being handed out. Find out from the client when and where this will take place, and be sure to be there on time. Capture candid photos of the recipient receiving the award, as well as posed photos of the recipient holding the award and looking at the camera.

Intended Use: Similar to photos of VIPs, photos of award winners are important for internal use and marketing.

8. Audience

When there is a speaker, there is an audience. Train your camera on the audience and keep an eye out for moments that garner a powerful reaction. Get as many varying photos as possible of the audience looking interested and engaged. This is typically best done during audience Q&As, if on the agenda.

Intended Use: Audience photos can be tricky to capture, but they are essential for painting a picture that the event was well-attended.

Corporate Event Photography Shot List

9. Networking

During breaking points or the post-event happy hour, attendees will naturally interact with each other. Capture photos of networking in these casual settings as much as possible. The business card exchange and handshake are always important moments to shoot.

Occasionally, especially at an event with large numbers of celebrities in attendance, the event coordinator may ask you to record the names of each person that is photographed. This is the reason a pen and notebook comes in handy, as well as a system of identifying unique photos on the memory card. When name collection is requested, I always tack on an additional charge, as this is definitely a painstaking process.

Intended Use: Networking photos are similar to happy attendee photos. They display clearly that the event was enjoyed. Clients value these for future event promotion, and possible press releases if a celebrity was there.

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