Say Cheese!

Pictures. Lots of people these days live their lives in pictures. Facebook, Instagram, Snapchat, Tik Tok, and I’m sure there’s already something even cooler. It used to be 110, 35mm, and polaroid film, plus a week of waiting to see if you actually captured something worth looking at. Something that tends to get overlooked at an event from a planner’s standpoint is, you guessed it, pictures.

Of course, you want to capture the selfie, social, insta, postable pictures. Everyone will be doing some form of that. These are valuable for capturing and sharing memories especially if your event is an annual association or company-related event where the attendees look forward to seeing each other like a family reunion each time.

However, after years of getting to the event debrief and realizing I was missing pictures, I now set reminders for myself to be intentional about taking them or have someone assigned to capture them as the event unfolds.

Why are pictures of the event important? Why are talking about this today? Allow me to explain.

Historical Documentation – Having pictures of how rooms are set up, refreshment breaks are done, of stage decor or set designs, exhibit hall layouts, and other logistical setups to look back on are invaluable. Also take photos of items such as exhibit hall entry units, event signage, floor stickers, banquet table setups, and the like. You will be amazed at how often you will refer back to these items as you plan other future events.

Team Building – Capturing the staff and volunteer team members in the act of performing their duties, going above and beyond, serving the attendees, helping one another, or doing something extraordinary is a great way to honor and thank them on social media or during a team dinner after the event. The pictures can also be used to show future team members the types of activities they could be participating in when they join the team.

Event Planning – How often during the planning process are you ready to decide what color pipe & drape to have in the exhibit hall but can’t remember which ballroom has what color or carpet or which crazy pattern? Having pictures of these areas, especially from the site visit when the spaces are empty, are great to reference for just such an occasion. The same goes for referencing permanent fixtures like artwork on the walls, placement of columns, distances between rooms, location of directional kiosks, what color the wallpaper is in different areas, and other important details.

Marketing – The marketing team will appreciate being able to use images and video from this year’s event to advertise to potential attendees what next year’s event may have in store for them. These images can also potentially be used throughout the year on your organization’s website, as information on membership sites, and a variety of other places.

So as you are thinking through what needs to get accomplished at your next event, don’t forget to add “take pictures” to your to-do list.

Do you have a scenario where you wished you had a photo from your event? I’d love to hear your story. Share it here or send me an email.

Please like this blog and share it on your social media! My goal is to share what I’ve learned
with others learning the ropes of event planning.