We are often asked to quote to provide a photographer for a conference. And that's it. It seems the only thing the conference organiser is interested in is learning how much we will charge. They don't ask any other questions. And therein lies their error and the possibility that they could get a photographer who charges less than we do but will not provide such a comprehensive service. And photos that are simply not as good or sent as promptly.
We don't expect conference organisers to be experts in photography, but there are a few things they do need to think about. One of the fundamental questions is what camera will the photographer be using. The reason this is important is many conferences we shoot are held in venues where little thought has been given to the lighting and it is often so dim as to test the top professional cameras currently available.
If the photographer is not using the latest tech in their choice of camera body, then it is likely the image quality of the results will render the pictures extremely noisy, unusable if shooting with available light or just extremely dark. The latest tech enables a photographer to gain high quality results in very dim conditions.
The photographer using older technology can always provide enough light for the camera by resorting to flash. But there is nothing more that disturbs the natural flow of a conference for the speakers or the delegates than the constant use of a flashgun. Some speakers will ask that no flash is used during their presentation because of the disruption. If this is the case and you have a photographer that has no choice but to use flash, you will simply not get any photos of that particular speaker. Your carefully designed set is also likely to be dark and dismal in the final pictures. But if you don't ask the question, this the result you could end up with.
Equally disturbing to speakers and delegates can be the noise of a camera shutter going off incessantly so ensure your photographer will be using a mirrorless camera on which the shutter volume can be silenced.
Instant photos for social media
Social media is an integral part of most conferences we shoot nowadays along with a dedicated feed and hashtag. We have the facility to send selected best off photos with seconds of them being shot to the person working the socials for the conference. This enables them to liven up a text only feed with timely images of the moment and means they can post pictures of each speaker together with a quote whilst they are still speaking. As images are being sent unedited straight from camera it is equally important to use a camera with exceptional in-camera image processing, so ensure the images being sent are useable.
The vital questions
So next time you are tasked with getting quotes for a conference photographer, it is vital to ask certain questions before you even think about asking for a quote. Ask if they will be using a camera that produces high quality images in low light. Ask if they have the capability to send pictures straight from camera for instant use on socials. Ask to see examples of pictures they have shot at other conferences. Here you can view examples of our conference photography.
If you get the positive answers you are looking for, finally ask how much the photographer will charge. Remember, the saying that 'You get what you pay for' is often true. These are our rates.