5 Things Your Conference Photographer Should Do Before the Event

The best conference photography doesn’t start when the photographer shows up on event day. It starts weeks before, during the planning phase. Here are five things your conference photographer should be doing before a single photo is taken — and what to look for to make sure they’re the right fit.

1. Review Your Event Agenda in Detail

Your photographer should ask for the full event schedule — not just the keynote times, but the breakout sessions, networking breaks, meals, social events, and any sponsor activations. This lets them build a coverage plan that ensures nothing important gets missed. If your event has simultaneous programming, this is when you discuss whether one photographer is enough or if you need two (or more).

2. Create a Coverage Schedule

A detailed coverage schedule maps out where the photographer will be at every point during the event. For multi-day conferences, this is especially critical. At From the Hip Photo, we build custom coverage schedules for every conference engagement and share them with the client’s event team before the event. This document becomes the playbook for event day — everyone knows who’s covering what, and when.

3. Scout the Venue (or Know It Already)

Lighting varies dramatically across conference venues. The Colorado Convention Center’s exhibit hall has harsh overhead fluorescents, while the ballrooms feature theatrical stage lighting. The Gaylord Rockies atrium floods with natural light, but the breakout rooms are dark. A photographer who’s already familiar with the venue can plan equipment and settings accordingly.

We’ve logged thousands of hours at Denver’s major event venues, so we rarely encounter surprises. But for unfamiliar venues, we’ll do a walkthrough beforehand whenever possible.

4. Coordinate With Your AV and Event Teams

Your photographer needs to know where they can and can’t go during keynotes, whether there are restricted areas in the exhibit hall, what the stage setup looks like, and whether there are any confidential sessions or embargoed announcements. A quick coordination call with your AV team and event manager prevents awkward surprises on event day.

5. Confirm Deliverable Expectations

Before the event, both sides should be crystal clear on: how many images to expect, what “retouching” means (basic color correction? Full skin retouching?), delivery format and method, turnaround time, whether you need same-day selects, and usage rights. None of this should be a surprise after the event.

With From the Hip Photo, all of this is spelled out in your proposal: 50+ retouched images per hour of coverage, delivered via our online gallery within two weeks, with royalty-free usage rights included. No ambiguity.

The Pre-Event Checklist Matters

If your photographer isn’t asking these questions and doing this prep work, that’s a signal they might not have the conference experience you need. The planning phase is where experienced conference photographers separate themselves from general-purpose shooters.

Get in touch to see how we approach pre-event planning for conferences of every size.