How to Plan Event Photography and Video Coverage
Start from what you will need afterwards: social content, partner reports, press images and next year's promotion. Write a shot list, brief the crew, manage consent and plan fast delivery.
Plan event photography and video from what you will need afterwards: images for social media during and after the event, press photographs, sponsor reports, highlight videos and material to promote the next edition. Write a shot list from those needs, brief the crew on the programme and key people, manage consent and agree delivery times so the best images are available while interest is high.
For organisers of conferences, festivals, concerts and launches in Ghana, the photographs and videos often outlast the event itself.
List what you will need
Typical uses include:
- Same-day social posts and stories
- Press photographs for media
- Sponsor and partner reports showing branding and activations
- A highlight video
- Speaker or performer clips
- Photographs for the website, proposals and next year's promotion
Each use suggests specific shots and formats.
Write a shot list
Include:
- Wide shots of the venue, audience and atmosphere
- Arrivals and registration
- Every speaker or performer on stage
- Key moments: openings, announcements, awards and performances
- Dignitaries and VIPs with hosts
- Sponsor branding and activations
- Audience reactions and interactions
- Details: décor, programme, food and signage
- Team and volunteers
Mark priority shots that must not be missed.
Brief the crew
Share the programme, run sheet, venue layout, names and photographs of key people, sponsor requirements and the brand's style. Assign a team member to guide the crew to important moments. See how to write an event run sheet.
Plan formats
Agree photo and video formats in advance: horizontal and vertical video, short clips for social media and longer edits. See how to plan a content shoot around campaign deliverables.
Manage consent
Tell guests that photography and filming will take place, through registration information and signs at the venue. Provide a way for people to opt out. Take particular care with children and vulnerable people, and get written permission where images will be used in advertising.
Plan fast delivery
Agree delivery times: a small selection of edited photographs during or immediately after the event for social media and press, and the full set within an agreed number of days. Agree file naming and how files will be shared.
Plan for live coverage
If you plan to post during the event, assign someone to select images and publish them, separately from the photographers. For live streaming, see how to plan a hybrid or live-streamed event.
Store and organise
Back up files immediately, organise them with useful names and add them to your brand photography library.
Use the coverage
Share highlights with attendees, send sponsors their images, update your website and plan content from the event over the following weeks. See what to communicate after an event ends and how to repurpose one piece of content across channels.
Related reading: our complete guide to event marketing in Ghana.
PR369's Creative service covers content creation, video, reels and photography. Email info@pr369.com with your event, date and the content you need. We will begin with a strategy conversation.
