When your company prepares to take part in a trade fair or conference, it’s not just any old event. It’s a great opportunity to showcase your brand to the world. And this doesn’t happen every day, so you need to make your stand shine. Make it stand out and leave a lasting impression.
The same goes for event and conference photography. If you prepare your stand thoroughly, with the aim of getting the most out of the photographs taken by the event photographer, your success will be multiplied. That’s a guarantee.
So that’s what we’re going to talk about today. We want to help you, because we’ve been in event photography for so many years that we can give you some tips on how to prepare your stand. And make it the most photogenic. Because if you prepare your stand to shine in front of our cameras, the photographs will be an investment that continues to pay off long after the lights of the fair or conference have been turned off.
Timeline for preparing for trade fair and event photography: from 8 weeks before to the day of the event
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.
8 weeks before
Do you already have photographers for events and conferences? If not, Barcelona Photographer is here, close to you, to give you a quote that suits your needs. To take photographs that will impress your audience, both during and after the event. So you can use them in catalogues, in the press, on social media… Once you have the photographic material in your hands, it is a great resource for future advertising and marketing campaigns. And we take this into account when taking each photograph.
And continuing with what you need once you have your team of photographers, keep this in mind.
- 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.
6 weeks before
You already have a clear strategy and photographer. Now it’s time to take care of the lighting for the stand and the layout of the space you will have available.
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.
4 weeks before
You have time. While the stand is being manufactured, take the opportunity to contact the photographer and give them more specific details about what you will need.
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.
2 weeks before
It would be ideal to send the photographer a rendering of your stand. That way, taking into account everything you have previously told them to consider when taking the photographs, they will be able to decide which angles will work best.
Also, depending on the schedule and planning of the event, plan when you want photos of the team, the product and interaction with visitors.
Day of the event
The big day has finally arrived. Have everything ready from the moment you open. The first few minutes are golden, because everything is clean, tidy and fresh. If our photographer can access the venue before visitors start arriving, it will be perfect for taking some photographs of the stand, the team or details.
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.
Shot list that converts: examples by sector for event and conference photography
Improvisation has its charm. However, when it comes to photography for trade fairs, a clear shot list is what ensures that no important images are left out. Our experience as photographers at national and international trade fairs and conferences has taught us this, among other things. Trust us.
Let us give you some examples.
Photography for technology and telecommunications trade fairs. Such as Mobile World Congress.
- Live demonstrations with your product.
- International customers testing your solutions.
- Your team in action explaining new features.
Photographs for tourism and travel fairs. Among the most important is FITUR
- The stand’s scenography (maps, models, immersive experiences).
- Visitors enjoying sensory experiences.
- Professional portraits of spokespersons ready for press releases.
Photographs for art, design and creativity fairs and conferences, such as Swab or Estampa
- Close-ups of details, colours and textures.
- Visitors’ reactions: surprise, interest, curiosity.
- A panoramic shot of the stand to showcase its visual appeal.
Photographs at energy, innovation and smart cities trade fairs, including Smart City Expo
- Infographics and key messages from the stand.
- Live presentations and round tables.
- Networking with leading institutions and companies.
Lighting, backgrounds and people flows
The actual day, or days, of a trade fair or conference is intense. With artificial lights, lots of noise, corridors full of people… and, in the middle of it all, your stand. How can you make everything look clean and attractive in photos?
- 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.
Permissions and image rights
This is an important issue. And it cannot be overlooked.
Imagine having the perfect photos and not being able to use them because of permissions issues. To avoid this:
- 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 and marketing-ready formats
We know that after a trade fair, or while it is taking place, the last thing you want is to wait to get your photos. That’s why at Barcelona Photographer we make it easy:
- 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.
If you already know which trade fair you are going to attend, request a quote now. At Barcelona Photographer, we are here to help you turn your investment into photographs that convey confidence and professionalism. And that spark that makes your company stand out in your sector.
We offer an event photography service that goes beyond technical and creative quality. Add to this empathy, commitment as if it were your own company, and the facilities you need to make everything perfect. All this from a team of photographers with experience in trade fairs and conferences around the world, who speak different languages and are led by international photographer Katherin Wermke.
We are by your side.
