As event planners our main focus is always on delivering a great event: which is what we do. We must however ensure we also record just how great an event it’s been! It is important to have a pictorial record of all events. The size, significance and post event legacy strategy will dictate the extent of the solution. The cost of the solution can vary from ‘a lot’ to ‘very little’. You need to have some lasting images of your event, not only for your records and sponsors but also to share on social media platforms. These images will often go on to form the basis of next year’s event promotional and sponsorship gathering campaigns too.
What are the options for recording your event?
The key thing is to hire or designate somebody or a company to capture images of your event. Ideally, (it goes without saying) the person needs to know about the world of events and therefore what makes a good picture. Effectively we are talking photographs and video. Digital photography (camera, phone, iPad…etc.) allows event planners to capture hundreds of images from which they can select the best and make them even better using software. Similarly, you should try to capture some video footage of your event, such as arrivals, networking sessions, workshops and presentations. Again you can edit and improve your video footage. You may choose to allow delegates access to it after the event or sell it. You should also endeavour to get some guests to do a video testimonial for you at the end of the event. Again, you can use them in your event evaluation and to promote future events.
There are specialist event photographers and event video producers. The cost of hiring them will depend on the extent of the ‘on the day’ and ‘post event’ work you want them to carry out. For those on a budget consider talking to a local camera / video club, media students (make it a project) or run a photographic competition as a way of obtaining images of your event ( you’ll need set the criteria and rules). But please do something as you will be too busy running the event to remember to take any pictures. I know and have been guilty of such an oversight…just recently!!
Thank you for taking the time to read my latest blog
Chris Powell, The Event Expert
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Want to know more about the ‘how to’ of great event planning then The Event Expert specialising in helping accidental, occasional and professional event planners develop the skills and confidence to design, programme, promote and deliver their own exceptional events.
I deliver In-house event management coursescovering all types of public and business events to clients from the world of business, education, sport, the public and charity sector, training companies, tourism, creative agencies and festivals.
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