The Art of Preparation: A Professional Event Photographer's Checklist
The difference between good event photography and exceptional event photography often comes down to preparation. Here's my insider guide to ensuring every shoot runs smoothly and captures those perfect moments that tell your event's unique story.
Pre-Event Preparation
Location Research
Before every event, I make sure to:
- Visit the venue during the same time of day as the event
- Map out natural light patterns and potential challenging spots
- Identify unique architectural features to incorporate
- Plan shooting angles that capture the space's best features
Pro Tip: Always have a rain plan for outdoor locations - I keep a list of nearby covered areas with good lighting.
Essential Equipment List
My standard kit includes:
- Two professional camera bodies (primary and backup)
- Selection of prime lenses (35mm, 50mm, 85mm for variety)
- Two speed lights with diffusers and color gels
- Multiple batteries (charged) and memory cards
- Portable LED light for dark reception spaces
Pro Tip: I always pack double the memory cards I think I'll need - better safe than sorry!
During the Event
The Art of Anticipation
The key to capturing authentic moments is being ready before they happen. My strategy includes:
- Reading the room's energy and crowd flow
- Positioning myself where moments are likely to unfold
- Keeping an eye on lighting changes throughout the event
- Staying close to key people but remaining unobtrusive
Essential Shots Checklist
Beyond the obvious photo opportunities, I always look for:
- Genuine reactions and candid emotions
- Detail shots that set the scene and atmosphere
- Interactions between guests
- Wide shots that capture the overall ambiance
- Quiet moments between the big moments
Post-Event Workflow
Immediate Actions
- Back up all files to multiple locations
- Quick scan for highlight images for social media previews
- Organize files by key moments and timeline
- Begin initial culling process
Editing and Delivery
- Color correction and tone adjustments
- Black and white conversions for select images
- Final image selection and sequencing
- Gallery preparation and delivery
Pro Tip: I always provide a mix of color and black & white edits to give clients options for different uses.
The post-production phase is where technical precision meets artistic vision. While many photographers rush through editing to meet tight deadlines, I've learned that this is where the true narrative of an event takes shape. Through careful color grading and tonal adjustments, we can transport viewers back to how the moment actually felt - not just how it looked.
After years of refining my workflow, I've discovered that sequencing images is just as crucial as editing them. The order in which photos appear in a gallery creates an emotional arc that mirrors the event's natural progression. This attention to storytelling transforms a collection of beautiful images into a cohesive narrative that resonates deeply with clients.
The decision between color and monochrome isn't just an aesthetic choice - it's a powerful tool for emotional emphasis. I've found that black and white conversions can strip away distracting elements and draw viewers directly to the raw emotion of a moment, while thoughtfully preserved color can capture the exact ambiance of a carefully designed event space. This dual approach ensures we preserve both the emotional truth and the visual accuracy of each moment.