Tell the photographer where the pictures will appear

List the actual places you expect to use the photographs: a wide website banner, a press release, portrait social posts, a newsletter or an internal presentation. A photograph with faces close to each edge can be difficult to crop into a narrow banner. Knowing the layout lets the photographer leave useful space around the subject.

Identify your priority. If the main goal is a launch announcement, photographs of the product and key people may matter more than general room coverage. If it is a recruitment event, interactions and the atmosphere may carry more of the story. Agree image usage with the photographer as part of the quote.

Create a running order with named contacts

Provide start and finish times, venue access details, a floor plan if one exists, and a mobile number for the person managing the event. Include speaker names and the moments that cannot be repeated, such as a ribbon cutting or a presentation.

For a London venue, loading access, parking and security check-in can affect arrival planning. For a multi-site event, allow real travel time between locations. Tell the photographer about restricted areas and the point at which the room will be ready for photographs before guests arrive.

  • Venue ready and branding installed.
  • Guest arrivals and welcome drinks.
  • Speakers, demonstrations and audience reactions.
  • Networking and sponsor interactions.
  • A planned team or partner photograph.

Give sponsors and signage a clear place in the brief

List the logos, displays and partnerships that must be visible. A photograph of a speaker can be more useful when the event name is readable in the frame. A wide room photograph can show the scale of the setup, while closer images explain the detail.

Check the physical setup before guests arrive. Straighten banners, clear packaging from display tables and remove anything that should not appear in the background. Share any brand restrictions, including old logos or confidential slides, with the photographer.

Plan for light, screens and sound

Tell the photographer if the room will be darkened for presentations or if flash is restricted. Screens and stage lighting can change quickly; access to a rehearsal or lighting check gives time to find useful positions and check the exposure.

If you also want video, add the intended film length, interview requirements and delivery formats to the brief. A clear recording of a speech needs a sound plan, not just a camera pointed at the stage. Ask the venue what audio feed can be made available and agree responsibility for recording it.

Agree how guests and sensitive material will be handled

Brief your event team on your photography arrangements so they can answer guest questions and pass on requests. Tell the photographer who to contact if somebody asks not to be photographed. Keep confidential client information and attendee lists off visible desks and screens where possible.

Separate internal records from photographs intended for public use. Share any restrictions in writing and make the selection process clear, especially where a client, partner or employer needs to approve an image before publication.

Choose a delivery process before the event

Clickography provides edited digital photographs within 24 hours, with a private client gallery for viewing, comments and downloads after payment. Name folders around the running order if that will help your team find pictures: speakers, networking, product and venue are useful starting points.

For an enquiry, send the date, venue, timings, approximate attendance and intended use. Clickography covers West London and surrounding areas, with projects available throughout the UK. Photography starts from £50 per hour with a three-hour event minimum; event videography starts from £250, with the final quote and delivery schedule agreed to scope.