The Ultimate Event Photography Shot List

A comprehensive shot list is the foundation of successful event photography. Whether you are planning a high-profile corporate conference, a brand launch, or a private gala, a shot list acts as an essential roadmap. It ensures that every "must-have" moment is captured, providing peace of mind and ensuring the final gallery meets your business objectives.

In the fast-paced world of professional photography, relying on a verbal brief alone is a risk. As a production team or event organiser, you invest significant budgets into these occasions. A well-structured guide ensures you receive a high return on investment through versatile visual assets that serve your marketing for years to come.

How to Create an Effective Shot List

At its core, a shot list is a checklist of specific images required to meet your goals. While every booking is unique, providing a clear brief at least one week before the event helps your photographer bring the right photography equipment, such as wide-angle lenses for venue scale or prime lenses for low-light networking.

The decoy Philosophy: Trust and Flexibility

While a list is vital, we advise clients not to be too restrictive. An exhaustive list of hundreds of specific shots can stifle a photographer's ability to be present and creative. We suggest giving guidance on what matters most, then trusting your photographer to make the right professional decisions on the ground.

Defining the Style

Every event has a different feel. It is helpful to tell your photographer if you require:

• 100% Candid: Natural, unposed moments.
• Mostly Posed: Formal groups and portraits.
• A Balanced Mix: The most common approach for corporate events.

At decoy, we have followed a simple rule for many years: if you have paid for it, we take photos of it. Whether it is a bespoke floral arrangement or a high-tech stage set, we believe in capturing everything. Images can always be filtered later, but you can never recreate a missed moment.

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Essential Elements to Include in Your Brief

When building your requirements, consider these ten pillars of event coverage:

1. Venue Exterior and Atmosphere

Setting the scene is vital. Ask for photos of the exterior to provide context. If you require empty room shots, build this into the event schedule and ensure all other suppliers, caterers, and venue staff are aware. This usually only takes 5–10 minutes but requires the room to be completely "guest-ready" and clear of staff.

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2. Branding and Detail Shots

Ensure your photographer captures the unique elements that tell the story of the event, including branded signage, programmes, gift bags, and marketing collateral. These are essential for documenting the physical assets you produced.

3. Catering and Food

High-quality catering is a significant part of the guest experience and the event budget. Beautifully captured shots of the spread or plated meals are excellent for event recaps and future venue selections.

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4. Diversity and Inclusion

Request a diverse range of ages, ethnicities, and genders in your gallery. Ensuring the photography reflects the true diversity of your attendees is vital for modern brand marketing and inclusive internal communications.

5. Sponsor Recognition

Provide a list of sponsors so the photographer can look for logos on screens and banners. Capture attendees interacting with sponsored stands to provide proof of engagement for your post-event sponsor reports.

6. Candid Moments and Happy Attendees

The vibe of an event is best captured through candid photography. Prioritise shots of people laughing and networking, but let the photographer know if you also want them to approach small groups for casual posed portraits.

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7. VIPs, Speakers, and Panels

Identify key stakeholders and celebrities in advance. For panel discussions, request a mix of the whole group to show the collective expertise, along with high-quality individual shots of each speaker.

8. Award Winners

If you have a ceremony, the handshake moment is a must-have. Please ask the host to ensure the winner stays in place until a follow-up posed photo with the trophy has been captured. This ensures you get a clean, "look-at-the-camera" shot for your press releases.

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9. Audience Engagement

Request shots that show a reactive audience. Seeing people laughing, clapping, or engaged in a Q&A proves the content was a success.

10. Behind the Scenes and Team Photos

Don't forget the team behind the curtain! Capturing behind the scenes (BTS) photos of the crew or a formal event organiser team photo is a fantastic way to celebrate the hard work involved.

Planning with an Event Schedule

Before the first guest arrives, ensure your photographer has a copy of the event schedule. This document outlines timings and locations, allowing the team to be in the right place at the right time for time-sensitive moments like keynote speeches.

Same-Day Edits and Fast Delivery

In a digital-first world, speed is often as important as quality. decoy can provide same-day photo edits or next-morning highlights. Whether you need specific shots for a press release or a selection for social media, rapid turnaround allows you to capitalise on the event's momentum while it is still trending online.

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Get a Quote for Your Next Event

Are you looking for professional coverage that ensures no detail is missed? From high-pressure conferences to intimate brand launches, we provide high-quality imagery tailored to your specific goals.

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Based in Manchester, we provide expert event photography across the North West and throughout the UK.

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Contact us today to discuss your requirements and receive a bespoke event photography quote.