University Communications and Marketing

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University Communications and Marketing

• Fall 2002 Marketing Workshop Event Planning /
  Photography

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Planning for Photography

• During initial planning for your event, consider
  if you need to photograph the event and how you
  might use the photos.

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Planning for Photography

• Possible uses for event photos
• Prints and/or scans
• Publications and/or Web
• Gifts, displays, other uses

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Planning for Photography

• Develop a shot list with clear instructions.

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Planning for Photography

• Consider making photography a part of the
  program e.g., portraits.

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Planning for Photography

• Think about photography when you plan the event
  set-up.
  
• Consider the size and height of items placed
  around the podium.
  
• Background Logo or graphic? Glass or reflective
  surface?

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Planning for Photography

• Allow ample room for award presentations.

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Planning for Photography

• Be realistic about requests, and consider the
  rhythm of the event.
  
• Too many group photos slow the program.
• Dont overlap requests based on place and time.
• Assumptions that fail, e.g., table photos.

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Requesting Photo Services

• Place your request at least two weeks prior to
  the event and include the following information
  
• Date, time, location of event
• Contact person and phone number prior to event
• Contact person/meeting point AT the event
• Account name and number
• Brief description of the event

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Requesting Photo Services

• Also include the following in your request
• Program information (whats happening when)
• Key photos that should be taken (shot list)
• Key guests who should be photographed
• Explanation of how photos will be used (e.g.,
  publication, Web, display, etc.)

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Covering the Event

• Meet with the contact person as soon as you
  arrive (bridge between the assignment and the
  event). Contact person needs to help photographer
  identify guests and photo opportunities.

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Covering the Event

• Capture candid photos during reception and
  program (key guests, speakers, award recipients).

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Covering the Event

• Remove drinks and name tags during social photos.

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Covering the Event

• Be open to surprise opportunities.

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Covering the Event

• Instruct the presenter to pose with award
  recipients prior to leaving the stage.
  
• At the beginning of the program, make a brief
  statement about posing for photos.

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Covering the Event

• Be sure to get at least one key group photo for
  publication/media needs.
  
• Maximum of 4 people in the photo.

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Covering the Event

• Make use of lights, color and graphics in the
  room during the event.

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Covering the Event Yourself

• Borrow a point-and-shoot camera from UCM Photo
  Services.
  

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Covering the Event Yourself

• Be aware of the background
• Too busy distracting
• Too close to the wall shadows
• Too much reflection flash

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Covering the Event Yourself

• Be aware of the lighting
• Place subject near a window or natural light
  gives dimension.
  
• Get close to your subject better use of your
  flash.

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Covering the Event Yourself

• Be aware of your composition
• Get close and try to fill the frame with your
  subjects.

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Covering the Event Yourself

• Follow the golden rule of photography Never take
  just one photo.