How I Prepare for a Multi-Day Conference Shoot
As a San Diego conference photographer, I know that photographing an event requires preparation. This is especially true when photographing multi-day conferences. Without proper preparation, shoots can end up disorganized, with photographer & client expectations mismatched, and not knowing the key shots to get throughout the event. Proper planning prevents many problems and yields the best possible results for my clients.
Steps I Take to Prepare for a Conference
The first step is always in the inquiry of the client. During early communication, I always make sure I know where the shoot is being held and when the shoot is being held. Knowing where the shoot is being held lets me research the venue and all the lighting conditions it has. Knowledge such as whether the ceilings are low or high, what color the ceilings are for my flash, and the dimensions of the room for what lenses to use and where. When the shoot is held is important, so first I mark it on my calendar, and secondly to know what time the sun will rise and set. This knowledge helps me know what lighting conditions there will be during the many different events throughout the event.
The next step is the phone call with the client. During the phone call, I always make sure to understand the specific shoot's needs. I ask a few questions: what is the primary purpose of the photos, who will be seeing these photos, and what story do you want these images to tell? The first question is mostly to see if the usage of the photo is internal or for marketing purposes. This sets my goals for the shoot and how I go about photographing it. The second question is similar to the first, but it helps me understand the target market. I get different styles of photos depending on the primary viewer. Corporate lawyers and non-profits look for very different things in images. Lastly, every client wants a story told through the images. Some clients want to show the value of being a part of their organization, others want to showcase the good that has been done through them, and some want to have memories of their event for their employees.
Lastly, the day before, I go over the schedule that I have gone over with the client. Make sure all the known VIPs are logged on it. I then make sure all of my equipment is ready for the conference. I believe it is better to be overprepared than underprepared, so I carry 7 spare camera batteries, enough to last me 30-40 hours of uninterrupted shooting. I also have two backup flash batteries, each lasting around 20 hours of coverage. I also bring my Nikon D750, my 24-70 f/2.8, and 70-200 f/2.8. I carry backups of these camera bodies and lenses in case anything happens on location.
How Being Prepared has Helped with Shoots
Being prepared long before the shoot can make all the difference. I have used these processes to ensure client satisfaction on all of my shoots. This includes when I have photographed conferences in San Diego for LINE-X and Azione Unlimited. If you are planning to hire a photographer for your next San Diego conference, I would love to work with you!
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