Top 10 Tips for Event Photography - It’s Time To Take The Best Shot

Photography is not just having a camera and shooting some pictures. It can be a real challenge, especially if you are hired for an event. It needs you to be constantly aware and have the ability to capture fleeting moments without disrupting the flow of the event. Today I'll share 10 tips for better event photography to help you get the best possible outcomes. Whether you're documenting a family reunion, a corporate gathering, or a prestigious awards ceremony, event photography can be a tough job. These essential tips will ensure you capture the best possible shots. 

1. Talk to the event planner to get all the event details.

Before the big day, take some time to chat with the event organizer or your client. This will help you understand exactly what kind of event it will be. Here's what you should find out:

• How many people will be attending?

• What's happening throughout the event?

• What's the layout of the venue like?

Ideally, you could even visit the location beforehand to get a feel for the space.

The most important thing is to get a copy of the event schedule. Knowing what's happening and when allows you to be in the right place at the right time to capture the best shots. Even if you prefer a relaxed approach, having a general idea of the event's flow is very helpful.

2. Make sure your client knows what to expect.

Once you understand the event details (schedule, venue setup), talk with your client again to make sure you're both on the same page about the final photos.

If you have concerns about capturing everything they want given the environment, speak to them. Let them know how many final images you typically deliver for an event of similar length (e.g., 50-75 images for a one-hour event). The key here is transparency. Setting realistic expectations from the start builds trust and ensures a happy client.

3. Create A Shot List, But Don’t Let It Limit Your Creativity.

After discussing their needs with your client, create a list of must-have photos. Feel free to suggest additional captures you think they'd appreciate.

However, during the event, keep an eye out for unexpected moments that aren't on the list. Try to be spontaneous. Sticking too rigidly to a shot list can make you miss unique, special moments that happen naturally at the event.

4. Arrive Early To Be Prepared.

Plan to arrive 15-30 minutes before the event starts. Use this time to introduce yourself to key people and guests. A friendly rapport early on can make them more comfortable with you taking their photos throughout the event.

Before the hustle and bustle begins, take some photos of the venue setup and decorations. These establishing shots will help set the context for the event story you're capturing.

5. Understand Your Camera Equipment Thoroughly.

This might seem like a basic photography tip, but for events especially, it's crucial.  Many events have low-light situations, so you'll need to be comfortable adjusting settings quickly and intuitively.

Being familiar with your camera allows you to react fast and capture fleeting moments. You'll be able to focus on what matters – capturing the essence of the event – instead of fumbling with technicalities.

Seasoned event photographers know the importance of backups. Unlike staged shoots, events don't have pause buttons. Equipment failures can be disastrous.

Always have extra camera batteries and memory cards. For instance, carry two DSLR cameras. one with a wide-angle lens and on-camera flash for well-lit posed shots. Another with a telephoto lens and aperture of f/1.2 or f/1.8 for candid or artistic shots with a shallow depth of field. Consider bringing a backup camera body as well.

Find what works best for you and create a personal "event essentials" list. This could include a variety of lenses, flashes, or even creative tools like prisms.

Remember events are unique, and you only get one shot. Mastering your equipment lets you concentrate on the creative side – capturing stunning photos your client will love.

6. Know How To Shoot In Low Light Conditions. 

Event photography often throws challenging lighting conditions your way.  While some venues create a cool atmosphere, they can be tricky to capture well with a camera. It's essential to adapt quickly to changing light conditions to ensure quality shots.

• Wide Apertures: Photographers use the term "fast lenses" to describe lenses that let in more light. The wider the aperture (written as f/ stops), the better your camera performs in low light. While you can use a kit lens (f/4-5.6), it might be tougher. Aim for f/2.8 or faster for better results.

• ISO Setting: Modern cameras handle low light well. While traditionally, high ISOs introduced noise, today's technology lets you push it further (3200, 6400 or even higher) for acceptable results. Prioritize capturing sharp images – noise reduction can be done later.

• Shutter Speed: Generally, a shutter speed equivalent to your focal length helps avoid camera shake. (e.g., 1/50 for a 50mm lens). Longer lenses require faster shutter speeds (e.g., 1/200 for a 200mm lens). Image stabilization features on some cameras can help, but keeping a higher shutter speed is a safe bet.

• Flash: While mastering natural light is ideal, sometimes using flash is unavoidable.  Understanding flash photography is valuable for event photographers.

Natural vs. Artificial Light

Ideally, you'd use natural light, but some venues might restrict flash usage. For indoor events, using an external flash bounced off a ceiling or wall can provide a softer, more natural light. "TTL mode" is your friend for controlling flash exposure, but don't be afraid to adjust for better results.

For outdoors flash can be useful in specific situations:

• Poorly lit subjects.

• Backlit situations.

• Overpowering sunlight to avoid harsh shadows.
  

7. Get Involved Without Disrupting The Event.

The ultimate aim of event photography is to transport the viewer right into the heart of the action. New photographers might feel hesitant, but staying on the sidelines won't result in engaging images.

The key is to be involved without becoming intrusive.  Your job is to blend in and capture candid moments naturally.  This can be tricky in crowded spaces, but it gets easier with experience.

Guests are there to enjoy the event, and you should respect that.  People will generally understand your role as the photographer, but finding the right balance is crucial.

Below I'm sharing some etiquettes you can follow. It can help you during photography especially if you’re a beginner-

• In crowded rooms, be polite when squeezing past others. No barging allowed.

• Avoid bumping guests, especially with your camera. Accidents happen, so apologize if needed.

• Be courteous to staff and avoid obstructing them. Move if you're in the way, then resume shooting.

• If you block someone's view, be mindful. Get the shot and move on quickly.

• Communicate with other professionals (videographers, sound technicians). Respect their needs and work together for seamless coverage.

• Avoid photos of people mid-meal. Focus on capturing the event experience through service and food close-ups. Wait for the coffee and dessert stage to resume guest portraits.
  

8. Keep Your Eyes Open And Your Camera Ready To Capture Candid Moments.

Photography is about timing, but you don't have to rely on luck; you can create your own opportunities. When shooting event photography, look for laughter, lively conversations, and interactions. Always be prepared to shoot and keep your eyes open.

With experience, you'll learn to anticipate these moments. See people laughing? It might lead to more smiles – a chance to get into a better position for the perfect capture. I spend a lot of time scanning the room, watching for opportunities. The sooner you spot potential shots, the easier it is to position yourself for the best angle.

Action shots are more interesting than posed ones. For example, capture the event's energy with action shots like a bride throwing a bouquet, guests cheering, or a band performing. Don't miss the unexpected.

Experiment with different compositions. Try group shots of 3-5 people in landscape mode. Mix full-body shots with medium close-ups and headshots for variety.  

Avoid unnecessary empty space in your frame. If you want a close-up, crop tightly. Sometimes, stepping back and using a longer lens can be effective to avoid distortion. 

Apart from that, consider shooting in RAW format for top-notch photos. Unlike JPEG, RAW captures all the sensor data, giving you the highest possible image quality.  This is especially helpful in low-light situations where editing a JPEG might be difficult.

RAW files allow for easier correction of underexposed or overexposed images in programs like Lightroom or Photoshop. Additionally, it gives you more flexibility and control during editing, allowing you to bring out the full potential of your photos.

9. Recognize The Stakeholders And Their Needs.

When you're hired to photograph an event, it's crucial to understand who the key people are. Before the event, review the details of your assignment. Don't hesitate to ask questions. Understanding the event stakeholders (organizers, speakers, guests) is key to capturing what matters.

• Capture the venue's setup before the event kicks off. Highlight the organizer's planning efforts – decorations, food displays, and any special touches.

• If there are VIPs, photograph them naturally throughout the event, not just staged portraits.

• Capture speaker panels in action, with individual speakers engaging the audience. Don't forget to capture audience interaction from the speaker's perspective as well.

• For corporate events, prioritize shots that showcase the branding of the host company and key sponsors.

Sometimes, your brief will specify the shots needed. Other times, you'll have more creative freedom. Understanding and effectively capturing the essential elements of the event will lead to satisfied clients.

10. Be Adaptable, Friendly, And Prepared To Work Hard 

Event lighting can change unexpectedly, both natural and artificial. Be prepared to adjust camera settings like shutter speed on the go. This gets easier with experience. For instance, you might have everything set, then a videographer arrives with a new light, and you need to adapt your settings fast. It's overwhelming at first, but it becomes second nature.

Don't get so focused on capturing photos that you forget to be friendly. When possible, show attendees the pictures you take. People enjoy seeing themselves in photos, and it allows for interaction and even some fun jokes. If they want another shot, be happy to do it. As an event photographer, you need to be flexible.

Some clients might require the names of photographed attendees. For example, a social magazine party might need photo identification. What’s the best solution? Enlist a helper to record filenames and names on your camera as you shoot.

Event photography is demanding. Challenging lighting, limited movement space, and the pressure to capture everything perfectly – it's not for the faint of heart.  Imagine covering 13 km between stages with a heavy 70-200mm lens and flash – that's the reality for some event photographers.  Be prepared to work hard, and comfortable shoes are a must.

Need Help? Contact DXG For Consultation

Event photography is about capturing the essence of an experience, the joy of connections, and the energy of the crowd. It's a demanding but rewarding field, and with the right guidance, you can take your event photography skills to the next level.

DXG offers expert consultations tailored to your specific needs. It doesn’t matter if you're a seasoned photographer seeking to refine your technique or a newcomer navigating the event photography landscape. All need guidance and we can help.

Schedule a consultation today and let's discuss how we can turn your event photography vision into a reality.