How to Prepare for Your Next Event as a Photographer: Essential Tips and Silly Things You Might Forget
As a seasoned photographer, you probably already know the importance of preparation when it comes to shooting events. Whether it’s a wedding, corporate event, or family gathering, being fully prepared ensures that you capture those unforgettable moments while keeping your workflow smooth and stress-free. Over the years, I’ve picked up some helpful strategies to prepare for an event—along with a few humorous lessons from things I’ve forgotten myself or seen others overlook.
In this blog post, I’m sharing my top tips on how to get ready for your next event, plus a few of the silliest things that can slip your mind, no matter how experienced you are!
1. Scout the Location Ahead of Time
Visiting the location before the event is one of the best ways to prepare. This gives you an opportunity to check the lighting, scope out potential backdrops, and identify any obstacles that might affect your shoot. If an in-person visit isn’t possible, ask the event organizer for photos or a virtual tour.
Silly Thing to Forget: You remembered to check the layout, but forgot to ask about the power outlets! If your gear starts running low on battery, knowing where to recharge can save you from a crisis.
2. Triple-Check Your Gear
Before the event, make sure all your equipment is ready to go. Clean your lenses, charge your batteries (and pack extra ones), and make sure your memory cards are empty and formatted. It’s also a good idea to bring a variety of lenses so you’re prepared for different types of shots.
Silly Thing to Forget: Bringing your camera but leaving your memory cards at home. It happens more often than you’d think! To avoid this, I always keep a few backup memory cards in my camera bag.
3. Bring Backup Equipment
Never assume that nothing will go wrong. Cameras can malfunction, batteries can die unexpectedly, and memory cards can fail. Having a second camera body, extra lenses, spare batteries, and backup memory cards will ensure you can keep shooting if any equipment issues arise.
Silly Thing to Forget: A backup camera strap. You don’t want to spend half the event juggling your camera because you forgot to pack the strap!
4. Prepare a Shot List
Before the event, collaborate with the client to create a detailed shot list. This is especially important for big moments like the first dance at a wedding or keynote speakers at a corporate event. Having a list ensures you don’t miss any critical moments.
Silly Thing to Forget: Forgetting to bring or refer to the shot list. It’s easy to get caught up in the event and trust your memory, but missing an important shot could be disappointing for the client. Keep that list handy!
5. Dress Comfortably, But Appropriately
For formal events, it’s important to dress in a way that allows you to blend into the background—business casual or black attire works well. For outdoor or casual events, go for comfort, but make sure you still look professional. Whatever you do, comfortable shoes are non-negotiable since you’ll be on your feet all day.
Silly Thing to Forget: Your belt or pants that actually fit. Trust me, it’s hard to focus on capturing moments when you’re busy adjusting your clothes.
6. Pack All the Little Essentials
In addition to your camera gear, don’t forget to bring the small but vital items: lens cloths, a small toolkit for quick fixes, and a rain cover if you’re shooting outdoors. These extras can save the day when the unexpected happens.
Silly Thing to Forget: Water and snacks! You’ll be running around all day, and it’s easy to forget to hydrate and refuel. Bring something easy to munch on in between shots.
7. Test Your Gear the Night Before
Don’t wait until you arrive at the event to check if your gear is working properly. The night before, take a few test shots to make sure your camera is focusing properly and that your settings are adjusted for the lighting conditions you expect.
Silly Thing to Forget: Your tripod’s quick release plate. Showing up with your tripod but having no way to attach your camera is frustrating beyond belief!
8. Have a Clear Communication Plan
Make sure you have all the contact information you need for the event organizer, client, and key people involved in the event. Clear communication ensures you’re always in the right place at the right time, ready to capture those critical moments.
Silly Thing to Forget: Setting your phone to silent! Nothing kills the vibe more than having your phone ring in the middle of an emotional moment at a wedding or during a keynote speech.
9. Pack a Flash or External Lighting
Even if the event is supposed to have great lighting, you never know how conditions will actually turn out. Packing an external flash or portable lighting setup is a must, especially for dim venues or evening events.
Silly Thing to Forget: Extra batteries for your external flash. You don’t want to have perfect lighting and no power to make it work!
10. Know the Event Schedule
Having the event schedule is essential for being in the right place at the right time. You don’t want to miss key moments because you weren’t aware of when they were happening. This also allows you to plan any breaks or time to change equipment.
Silly Thing to Forget: Planning bathroom breaks for yourself. It might sound silly, but if you don’t carve out time, you could be running around for hours without realizing it!
By following these tips, you’ll set yourself up for a successful event shoot, with fewer headaches and more time to focus on getting those perfect shots. And of course, double-check those often-forgotten, silly details that can throw you off your game. Happy shooting!
