Capturing Photos and Videos of Meetings and Events

 

By Beth Buehler

 

Capturing photos and videos of meetings and events is not only about documenting the gathering and the people in attendance, it also can create memories, encourage interaction and give attendees a memento to bring home. It can also be an important part of branding strategies and a way to get convention attendees inside a trade-show booth.

 

I’ve had headshots taken at the Meetings Industry Council of Colorado Educational Conference & Trade Show in the Christie’s Photographic Solutions booth and marveled at the cool photo booth options showcased by MiHi Entertainment on the exhibition floor. At a Camp Sheraton event geared toward meeting planners and hosted by Sheraton Denver Downtown Hotel that I attended last summer, there was a rafting-themed photo booth at the welcome reception.

 

As editor of Colorado Meetings + Events magazine, we’ve used countless professional photos that have been taken at association, nonprofit and corporate events in our pages, so photos and videos of meetings can be great for public and media relations as well.

For Destination Colorado Meetings, I touched base with three of the member business that help capture photos and videos of meetings and events, including those held by the organization. In 2023, Christie’s Photographic Solutions photographed the Colorado Meetings Showcase and Colorado Rockies networking event, while Magnolia Pine Studios captured these gatherings in 2024. For Destination Colorado Meetings’ booth at 2024 IMEX in Las Vegas, MiHi Entertainment impressed attendees by taking AI photos using Rosie the robot. Lucky Stars Film also is a member and provided video and photography of the organization’s Customer Appreciation Event in 2023 and 2024.

Read on to find out about how to best capture photos and videos of your own meetings and events from Caitlin Stageberg, director of business development and marketing for Christie’s Photographic Solutions; Brooke Cerny, owner and photographer for Magnolia Pine Studios; and Jeff Libby, founder and managing director of MiHi Entertainment.

 

How are photo and video services typically priced for meetings and events?

Jeff Libby: Common options are day/half-day rates (typically 4-8 hours); multiday and national rates; package deals including sets and props; and additional fees for extra photographers/videographers. Also, pricing often varies by market/location ($1,000 to $5000-plus per day) and there are extra costs for specialized equipment, travel or rush delivery.

 

Caitlin Stageberg: Our pricing is tailored to each client’s unique needs and budget. We offer flexible options, including hourly rates or time-based minimums, and also can provide half-day or full-day rates, depending on preference. At Christies, we’re committed to customizing each proposal to best suit the specific requirements of an event.

 

Brooke Cerny: Typically, the pay is hourly for photography and either hourly or day rates for videography. Videography pricing also will depend on what deliverables the client is looking for, such as just a highlight reel of the event, full coverage of speakers, attendee interview/testimonials, etc. We do also appreciate being fed like an event planning team member or attendee.

What are good questions to ask a potential photo/video supplier?

JL: Can you share your portfolio of similar events? What’s included in your standard package? What’s your backup equipment plan? How long until we receive the final deliverables? What’s your style/approach for business events?

 

CS: Do you specialize in any specific type of events or venues? How much time do you need for setup and teardown? What is your post-production process, and do you handle editing in-house?

 

BC: What is their hourly price for “X” number of hours. Often, the more hours the less the hourly rate. What is the turnaround time for the images? I have found that corporate clients prefer sneak peeks day of and then all images within three to five business days. Are they insured? Have they photographed at the venue before? This is a question I get asked a lot. It is nice to be familiar with a space but not necessary at all. Part of being a professional is being able to work in any condition.

 

What tips do you have for helping a meeting or event stand out with photos and videos?

JL: Decide on the purpose of the event prior to coming up with the theme and then design based on this. Also, create dedicated spaces for networking photos and consider time-lapse for setup and breakdown. Use strategic lighting for better quality and brief photographers on VIPs and must-capture moments. Finally, schedule brief executive headshot sessions during break and create photo-worthy branded backdrops or installations.

 

CS: Christie’s Photographic Solutions iLite mobile photo booth is a fantastic way to make your event unforgettable. The iLite provides attendees with instant, high-quality photos in a fun and interactive format. It’s fully mobile, so there’s no need for setup space or power—the photographer moves through the crowd, capturing memorable moments on the spot. This unique feature not only adds excitement and a personal touch but also allows for custom branding on each photo and in the individual galleries each attendee receives. It’s an engaging, memorable addition that sets your event apart.

How can photos/videos contribute to the success of meetings and events?

JL: Photos and videos provide marketing content for future events, document key presentations and speakers, capture attendee engagement and networking, and offer proof of attendance and participation. In addition, they create social media-ready content for increased engagement and brand awareness, help measure event success through visual metrics and provide content for post-event communications.

 

CS: By providing both attendees and planners with lasting memories to revisit. Capturing moments throughout the event not only allows everyone to look back fondly but can also reinforce key discussions and interactions. A well-timed photo of attendees engaging or collaborating can help spark memories of important topics and conversations from the event, adding lasting value and impact.

 

BC: Events are a lot of work. They are a team sport and require a series of miracles to bring together. Without photos and videos, you don’t have a chance to sit back and appreciate all that happened to pull it off. Photos and videos are also really helpful in the planning of the next event. For planners, photos help sell their services. Good photos can literally help them raise their prices.

What are some of the latest trends for meetings and events?

JL: Some of the latest trends are drone footage for outdoor events and venues, 360-degree photo booths, and same-day edited highlight reels. In addition, there is live streaming integration, virtual/hybrid event documentation, short-form vertical video for social media, and augmented reality photo opportunities.

 

CS: Attendees want to see their photos immediately after they’re taken. More clients are requesting real-time access, moving away from waiting for a link or hard drive. In a world where people are used to snapping selfies and viewing them instantly, they expect the same quick turnaround at events. Thankfully, with our innovative app technology, we can make that instant access a reality!

 

BC: Events are now about the experience. It’s not just networking and free corporate swag. Every event must have something meaningful such as a powerful (or famous) keynote speaker, hot-air balloon rides, brewery tours or whatever. Every event, conference and trade show wants their attendees to leave with something memorable and shareable.

These three businesses all have unique angles in capturing photos and video of meetings and events and bring both enthusiasm and experience to gatherings. “I love photographing events because I started my career in the hospitality industry working for an event planner and destination management company in the Virgin Islands,” says Cerny. “Having firsthand experience of what it takes to produce an event allows me to capture things comprehensively, showcasing all the details but also remaining unobtrusive and not being a distraction from the activity someone worked really hard to put together.”

 

Top: Panel of speakers for a corporate event, photo by Magnolia Pine Studios

 

Colorado native Beth Buehler has been editor of Colorado Meetings + Events magazine for 19 years, served as editor of Mountain Meetings magazine for more than a decade, and was on the team that introduced Southwest Meetings + Events. She has planned numerous meetings and events and enjoys exploring Colorado.