Tip #1

Use Photography and Videography to Extend the Reach and Awareness of Your Event
All events have a message and professional photography and videography can help you communicate that message.  Whether it is the introduction of a new product or service, awareness of an issue or idea, a thank you or congratulations, a call to action or a request for a donation, your message should extend beyond the walls of your venue and beyond the end of your event. Through a variety of technologies and mediums, individuals who could not attend can now participate via the web and those who did attend can be reminded again about your message.

If you follow the tips we provide, you will have at your fingertips, the ability to increase exponentially the reach of your event and your message. Post images, generate press releases, webcast, tweet with links to images and video, update social media pages, provide gifts that will hang on office walls, direct attendees to photo websites to download or purchase images – the options are endless. These tools will both increase the reach of your event and extend the awareness by weeks, months or even years.

Tip #2

Give some thought to the types of images you want captured.
Remember, when your event ends so does the opportunity to document it. So you need to plan ahead to make sure you know what you need. A good, professional photographer will inherently know most of the shots that you need taken at your event. However, only you will know specific combinations of attendees or VIPs you might need, important interactions that might take place and key moments taking place that are not in the program.

The photographer and videographer should work with you and discuss the ideas they have to maximize the quality of the coverage. However, it's important for you to have at least a rough shot list in order to discuss the flow of the coverage and help ensure that you end up with the “must have” shots. This guarantees that the images and video captured tell the story of your event. Think about décor elements, guest arrivals, important VIP interaction, presentations, toasts, awards, entertainment, or any other aspect of your event you want captured. Your list may evolve prior to the event and be incorporated into the photographer's/videographer's, but it is important to get your thoughts on paper so nothing is missed.

Tip #3

Think about what, how and when the images will be used. (or might be used)
You can always expand on this later, but give some thought to the initial intended uses - press releases, posting to your organization's website, social media, gifts for award recipients or VIPs, selling or promotional materials, email campaigns, advertising, employee training, office artwork, etc. The end uses of the images and video will determine how and when the images are captured, processed and delivered by the photographer or videographer.

Tip #4

Don't Skimp
We know it sounds self-serving for us to say this and we are not suggesting that you blow your budget on our services or anyone else's. But we are suggesting that if Tips 1, 2 and 3 are followed, the value of the documentation of your event will be quite substantial. Professional coverage allows you to leverage comprehensive, timely, high-quality images and video in any number of ways that will pay dividends immediately and well into the future.

Tip #5

The Four R's - Retrieve, Reuse, Replay and Reprint
If you can't put your hands on your image, they are of no use to you. For immediate needs, make sure your images and video are delivered to the right place, at the right time and in the right format. For longer term needs, ensure they are archived and retrievable so you can use and reuse them as needed. There is nothing worse than knowing you have the perfect image and not knowing where it is.