Corporate events take a LOT of planning, and sometimes it can feel a wee bit like herding cats. Book launches, team celebrations, a conference, concert or a networking evening… there are usually months of preparation behind the scenes. That venue’s gotta be booked, speakers confirmed, catering organised, invitations sent out, promo plans in action and schedules carefully planned (big shout out to the admin teams who make things happen - it’s not easy!)
But once the event actually happens, it often flies by in a blur. You think you’ll have time to grab a few phone snaps on the day for the company Instagram, but more often than not you get to the end of the day, and realise you forgot to capture any content. And if you don’t have photos to chuck on Insta, did the event happen at all?
That is why professional event photographers exist (hi, that’s me!). You end up with a full visual record of the event, all the best bits, and something you can share, reuse and celebrate long after the event itself.
Why you should book a photographer for your business event
If you’re ready to be convinced to book a photographer for your event, step into my office.
My number one reason for booking a pro for your event is that event photography helps capture that atmosphere in a way phone photos simply can’t - and it completely removes the pressure of remembering to take photos off your plate.
A photographer can document the energy of the room, the speakers sharing their ideas, the reactions from the audience, and the countless little interactions happening throughout the event - all the bits that you might miss if you’re actually focused on attending and mingling at the event. These are the moments that tell the story of what actually happened, and how everyone felt (not just what was scheduled).
Plus, in this day and age, you really do just need photos! To pop across social media, promote events in the future, and keep those event sponsors happy!
How much does event photography cost (and why?)
This varies from photographer to photographer, but as a guide, for corporate events my photography starts at $325+GST per hour. For longer bookings, such as half-day, full-day, or multi-day events, the hourly rate usually drops a wee bit, and for events in the evening or on weekend it can cost a little more.
It’s important to remember that this pricing reflects far more than just the time spent photographing the event itself. Professional event photography includes:
Travel time and transport to and from the venue
Time spent capturing the event
Professional camera equipment and backups
Post-production editing and colour correction
Organising and delivering the final gallery
Business costs like insurance, software and equipment maintenance (all that fun stuff!)
And ultimately, it includes the expertise, education and experience of the person documenting your event!
Most importantly, you’re trusting a professional to capture something that only happens once. Events can’t be repeated or recreated, so experience really matters when it comes to knowing how to anticipate moments and work quickly in changing lighting and crowded environments.
What to expect from a photographer at a corporate event
Every event is different, but generally a professional photographer will capture a mix of images that document the experience from multiple angles. From my experience, this looks like a mix of:
Candid moments. Some of the most valuable photos are the candid ones, and this is often my favourite part of the day to capture. This includes stuff like guests chatting, people laughing together, conversations happening over drinks, canapés being served or attendees engaging with the event. These images are all about capturing the atmosphere and human side of the event.
Speakers and presentations. If your event includes presenters or speeches, those moments are key to capture! This might include images of speakers on stage, audience reactions, wider shots of the room, and sometimes things like awards being presented and hands being shaken.
Crowd energy (good vibes!). Photos of the crowd help tell the story of the event, like people listening, reacting, clapping, networking, or just having a good old time. If it’s your end of year Christmas party, I’d hope that includes your team hitting the dance floor too!
Venue and event details. The little details matter as well! They take a lot of time to organise, so you bet we’re going to snap photos of them. Things like signage, staging, table settings, catering, lighting and décor all help capture the full picture of the event, and can be handy for future events (and for tagging your suppliers on Instagram!)
Staged shots + group shots. Sometimes there are specific images that organisers want captured, from award presentations, to people standing with certificates, speakers in front of banners, group photos of teams and specific people. These can easily be incorporated into the coverage alongside the candid moments - but it’s important to let your photographer know ahead of time so we don’t miss any key shots!
How can I use my event photos?
Event photography is SO handy for capturing a bank of imagery to use across your marketing materials and online presence. If you’re unsure how you might use your images, here are some of the most common ways businesses use them:
Post-event comms: Photos are perfect for sharing with attendees afterwards. Quite a few organisations send out a follow-up email or newsletter with a gallery link so guests can revisit the event and download images (and it’s a great way to check back in with your attendees post-event - a good excuse to reach out!)
Social media content: Events tend to generate fantastic social media material (lots of smiling faces, and people to tag in your pics!).
Website updates: If your business regularly hosts events, updating your website with real imagery makes a huge difference. It shows potential attendees what the experience actually looks like.
Marketing materials: Got a flyer that needs a good photo? Event photos can also be used in brochures, annual reports, presentations, or promo materials for future events.
A side note: here are some of my favourite Wellington event venues
Wellington has some amazing venues for corporate events, whether you’re planning a large conferences or a small team celebration. A few of my all-time faves include:
The Boat Shed: A Wellington classic! This is a beautiful waterfront venue with plenty of character and lovely natural light.
Shed 6: Perfect for larger conferences or events, with high ceilings and plenty of space. It’s versatile and well-equipped.
Te Papa: A striking and memorable location for corporate gathering, with multiple hireable spaces.
QT Hotel: A fun one! Stylish, creative and great for events with personality. A goodie for launches and team dinners.
Smaller boutique venues: Wellington is full of unique smaller spaces that work beautifully for launches, networking evenings, parties and team celebrations
