What to photograph at your company's annual convention, the full checklist
The photos you can't miss at an annual convention or kick-off, and how to brief your photographer so no key moment is lost.
By Juanjo Vega Santa-Cruz · Noomadik
An annual convention takes months to prepare and happens in a single day. The photos are what remains: what gets posted on LinkedIn, what goes into the annual report and what the team remembers. This checklist sums up what can’t be missed and how to brief the photographer so nothing is lost.
Before the event: what the photographer needs to know
- The run of show with times, even if provisional.
- Speakers and key people: leadership, guests, clients. Ideally with a photo or job title.
- The moments that can’t be missed: announcements, awards, the group photo.
- What the photos will be used for: internal communications, LinkedIn, website, press, annual report.
- A contact person on the day to handle agenda changes.
Photo checklist
The venue
- The room set up and empty, before people come in.
- The full room, from the back and from the side.
- Production details: stage, screens, signage, catering.
Plenary and speakers
- Every speaker on stage, in several shots (wide, medium and close-up).
- Speaker with the screen or message behind them, when it is legible.
- The audience listening, reacting and applauding.
- Audience questions and the roving microphone.
Key moments
- Major announcements and the room’s reaction.
- Awards and recognitions: the handover and a portrait of the winner.
- The group photo of the whole company or of the teams.
Workshops and teamwork
- Groups working at tables, with people facing the camera and taking part.
- Whiteboards, post-its and materials showing real activity.
Networking and informal moments
- Conversations during breaks and meals.
- Laughter, greetings, people catching up.
- The reception or dinner, if it is part of the day.
Quick portraits
- Portraits of speakers and executives during a quiet moment: useful for press and LinkedIn.
After the event
Ask for the gallery organised by moments (arrival, plenary, workshops, lunch, closing) and in two versions: high resolution and optimised for web and social media. If you need to post on the day, ask for a first selection that same afternoon.
One final tip
What improves a convention gallery most is not the photographer’s equipment, but the preparation: a clear run of show, knowing who is who and setting aside two minutes for the group photo. With that, the day flows and no moment is missed.
If you are preparing your company’s convention, see our corporate event photography in Barcelona page or send us the date.
