So, you’ve hired a professional photographer for your event—awesome choice!
Whether it’s a corporate function, black-tie event or a community gathering, having a pro behind the lens is a game changer. But here’s a wee secret: there are a few things you can do to help your photographer nail those picture-perfect moments. After all, great photos are a team effort!
Here are 10 practical tips to ensure your event photos are everything you’ve dreamed of (and maybe even better).
Share the event timeline in advance
Your photographer isn’t just there to snap photos—they’re there to tell the story of your event.
By sharing a detailed timeline (think keynote speakers, special performances, activities), you’ll help them anticipate key moments and be in the right place at the right time.
Plus, it’s one less thing for you to worry about on the day!

Create a shot list (but keep it flexible)
While candid shots are often the most magical, it’s worth jotting down a few must-have photos.
For example, “A group shot with the sponsors” or “A photo of the keynote speaker in action.”
Just remember to keep it flexible—your photographer’s creativity might surprise you!
Designate a point of contact
When the Big Day rolls around, you’ll likely be busy hosting, mingling, or just enjoying yourself. That’s why it’s a great idea to assign someone (like an event coordinator or a trusted friend) to liaise with the photographer.
They can help wrangle people for group shots or point out VIPs who shouldn’t be missed.
Think about lighting and decor
Lighting can make or break a photo.
If your event is indoors, let your photographer know about the lighting setup.
If it’s outdoors, consider the time of day—golden hour (just before sunset) is a photographer’s best friend.
And don’t forget to share any special decor details they should capture!

Encourage natural interactions
Some of the best photos - the ones that show real connection in your community - come from unscripted moments.
Encourage your guests to relax, chat, and enjoy themselves. The more natural the interactions, the more genuine the photos will feel.
Have a plan in place for group photos
Group photos are a classic, but they can be tricky to organise.
To make things smoother, schedule them into the event timeline and decide on a location ahead of time.
Let key people know when and where they’ll be needed so you're not wasting time chasing them down.
Pro tip: The best time for a big group photo is after they've had some time to mingle but before the official proceedings start - your guests will be relaxed but still fresh and everyone will be present.

Trust your photographer's expertise
You’ve hired a pro for a reason, so let them work their magic!
If they suggest moving to a different spot for better lighting or trying a creative angle, go with it.
Trusting their expertise can lead to some truly stunning shots.
Communicate any special requests
Got a specific vision in mind? Let your photographer know!
Whether it’s a particular style (moody and dramatic or bright and airy) or a must-have detail (like showcasing the beautiful table settings), clear communication ensures everyone’s on the same page.
Be mindful of timing
Timing is everything in photography.
If there’s a moment you really want captured (like a surprise announcement), give your photographer a heads-up so they can make sure they're in the best place to capture it. A quick nod or signal can make all the difference!

Relax and have fun!
Last but not least, don’t stress too much about the photos. The more relaxed and happy you are, the better the photos will turn out.
After all, the best moments are the ones where everyone’s enjoying themselves!
Final thoughts...
Your event isn’t just a gathering—it’s a story waiting to be told. Whether it’s a conference, a workshop or a community celebration, the photos will serve as lasting proof of the connections made, the ideas shared, and the impact created.
By following these tips, you’re not just helping your photographer capture great shots; you’re ensuring your event’s story is told in a way that resonates with your audience and elevates your brand.
After all, in a world where visuals speak louder than words, investing in authentic, high-quality imagery isn’t just a nice-to-have—it’s a game changer for your marketing.
So, let’s make your next event unforgettable, one stunning photo at a time.

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