When do we talk before the event?
Three times. It sounds like a lot, but each one is short, and together they mean nothing is a surprise on the day.
What happens months out?
Ideally 90 days to six months before, we cover the basics: the date, the venue and roughly what the event is. That’s enough to hold the date and to start planning.
What happens 30 days out?
I check in again to get the final details. By now the program is mostly settled, so I can plan the coverage around it.
What happens a week out?
One more check-in to make sure I have the last pieces: any change to the schedule, and anything for the day before or the morning of. If that’s one final message, that’s fine.
What matters most?
The outcome you want from the day. Is it marketing photos? Is it making the people who came feel looked after, and being a good part of the event so things go smoothly? Is it sponsors who need to be photographed?
When that’s clear, the rest of the day is easy. If you tell me nothing else, tell me that.
Where to go next
When to book a conference photographer, what a full day looks like and the shot list all help with the planning. For what it costs, see event photography cost.
What should I send you?
The date, the venue and the program, and I’ll set up the first check-in.
