How to prepare your stand for a flawless photo shoot at a trade fair

Imagine you are going to go on stage to give a thank you speech for an award. Or to give a presentation. You wouldn’t improvise the script on the day itself, would you? The same applies to the photography for your stand. Good planning is your best ally.

• Define what you want to convey: innovation, approachability, leadership, etc.?
• Align your marketing team so they know how these images will be used. Based on your objectives, our photographers will know what type of event photos to take.

If you already know the date of the fair, book your event photographer now. Calendars fill up quickly, so don’t leave it until the last minute.

Talk in detail with the supplier who will be responsible for designing and manufacturing your stand. Make sure they provide good lighting for the photographs and organise the strategic points of the stand in detail.

Make a list of key moments that you need photographs of. For example, presentations, visits from important clients, or product launches. If we know all this in advance, we will be much better prepared. Our team of photographers doesn’t miss a thing, so rest assured that you will have impeccable photographs. And of the best moments of the fair.

As a tip, coordinate with your team. Have a specific dress code so that it is clear in the photographs who belongs to your company and who is a visitor. As far as possible, this is a point in your favour. Use colours that align with your corporate image, and take care of those small details that will unify the image.

Also, depending on the schedule and planning of the event, plan when you want photos of the team, the product and interaction with visitors.

Designate someone who can accompany the photographer in case any key moments arise that were not planned and are worth photographing. For example, if you weren’t expecting a visit from a partner of your company, but they have turned up unexpectedly and you want to capture that moment.

A schedule and someone to point out these kinds of unexpected events not only make the photographer’s job easier, but also ensure that you will have photographs that accurately reflect what you want to convey about your brand.

Let us give you some examples.

• Live demonstrations with your product.
• International customers testing your solutions.
• Your team in action explaining new features.

• The stand’s scenography (maps, models, immersive experiences).
• Visitors enjoying sensory experiences.
• Professional portraits of spokespersons ready for press releases.

• Close-ups of details, colours and textures.
• Visitors’ reactions: surprise, interest, curiosity.
• A panoramic shot of the stand to showcase its visual appeal.

• Infographics and key messages from the stand.
• Live presentations and round tables.
• Networking with leading institutions and companies.

• Lighting: opt for uniform, diffused lighting that enhances your product. Avoid annoying glare or shadows that can ruin the shot.
• Backgrounds: less is more. Overloaded panels are distracting. A clean background helps focus the eye on what really matters: your brand.
• People flow: at times, crowds convey success. At other times, it is better to have more open spaces. Coordinating this with the photographer is key.

The trick is to think not only about how the stand will look in person, but also how it will be immortalised in a photo.

• Visitors: if they appear in the foreground, make sure to inform them that there will be photographers at the event (visible signage is usually sufficient).
• Internal team: talk to your team beforehand so that everyone is comfortable appearing in photos.
• Fair organisers: it is often necessary to arrange specific accreditation for the photographer. We take care of these arrangements, but it never hurts to confirm.

It may seem like a small detail. But it is not. Because planning ahead will save you headaches later.

• Express delivery: we select and edit a first batch of images so that you have material almost in real time.
• Optimised formats: high resolution for printing, and versions ready for the web, social media and press.
• Careful editing: beyond technical retouching, we seek to ensure that each photo highlights your essence and your effort.

Thanks to this, you will be able to write press releases, post on social media, and more, all while the trade fair is still underway or on the very day it has taken place. Speed (or rather, immediacy) is vital for any company today.