Great conference photos are mostly decided before the first keynote starts. As organisers, you control the schedule, the access and the brief — and those three things matter more than the camera. This conference photography checklist for event organisers covers the five steps we ask every client to go through before a conference in Dublin, based on 500+ events we have photographed.
1. Share the run of show at least a week before
Send your photographer the full agenda: keynote times, panel line-ups, breakout rooms, coffee breaks, sponsor moments and any award or announcement on stage. A detailed run of show lets the photographer be in position before the important moment happens, instead of reacting to it.
- Mark the must-have moments (CEO opening, keynote speaker, award handover, group photo).
- Flag sessions that run in parallel, so you can decide whether you need a second photographer.
- Tell us about late changes — on the day they always happen.
2. Write a shot list and name a contact person on the day
A short shot list removes guesswork. Who are the VIPs and speakers? Which sponsors must appear in the coverage? Do you need branded backdrops, the registration desk, the exhibition floor or networking shots for social media?
Just as important: give the photographer one point of contact on the day who can point out VIPs and approve last-minute requests. It saves time and keeps the coverage focused on your goals.
3. Plan access, lighting and stage positions with the venue
Every venue works differently. At the RDS, the Convention Centre or a hotel ballroom, the stage lighting, AV desk and camera positions decide what is possible. Ask the venue and your AV team about photographer access to the front of the stage, the centre aisle and the balcony, and check whether the stage is lit for camera or only for the room.
If you are still choosing a location, our guide to the best conference and corporate event venues in Dublin compares the main options from a photographer’s point of view.
4. Agree delivery times and image usage in advance
Decide before the event how quickly you need the photos and where they will be used. Same-day highlights for LinkedIn and press releases need a different workflow than a full gallery delivered after the event. Read how we handle photo delivery times for corporate events in Ireland.
- Same-evening highlights for social media and PR
- Full edited gallery within 24–48 hours
- Usage rights for website, reports, sponsors and press
5. Brief speakers, sponsors and attendees
Let speakers know there will be a photographer on stage and in the room, add a short photography notice to registration for GDPR, and give attendees who prefer not to be photographed an easy way to say so (for example a lanyard colour). Sponsors will appreciate knowing that their branding will be captured.
Conference photography checklist — quick summary
- Run of show and must-have moments sent a week before
- Shot list, VIP list and on-site contact person
- Venue access, stage lighting and camera positions confirmed
- Delivery times and image usage agreed
- Speakers, sponsors and attendees informed (GDPR)
Further reading: a conference at the Shelbourne Hotel and a conference at RCSI.
Planning a conference in Dublin? Our conference photographer in Dublin service covers keynotes, panels, networking and exhibition floors, and we can add conference video recording with the same crew. Request a quote and send us your agenda — we will reply the same day.
