Explain what the coverage is for
Press, internal communications, social media and a longer event film need different photographs and edits. Tell the team who will use the material and where it will appear. Share approved brand references, any sponsor requirements and the people or products that must be included. Avoid a shot list so long that it hides the handful of images that really matter.
Supply the run of show and a decision-maker
Provide the final agenda, stage plan and on-site contact. Highlight arrivals, keynotes, panels, launches and awards rather than asking the team to infer their importance on the day. Tell the photographer about changes to speakers or presentation order. Nominate a person who can confirm a decision quickly if access, lighting or timings change.
Agree the delivery specification
Discuss whether you need selected photographs quickly, a complete edited set, a highlight film, full-session recordings or vertical clips. Agree the formats and deadlines in writing. If there is a same-day edit, identify the review contact and the time when material must be ready for playback. Live streaming and an LED wall also need a coordinated technical plan with the venue and event team.
Prepare for access and image use
Clarify restricted areas, attendee notices, speaker permissions and any confidential slides or unreleased products that should not appear in public material. Explain the approval process for external sharing. For guest photo delivery, discuss access and platform handling before the event. A short written brief covering these points helps the team focus on producing useful work rather than resolving avoidable uncertainty on site.