The information to send beforehand
With this the team arrives knowing what is happening, where and who is who:
- Agenda with times, rooms and the names of speakers and officials.
- List of must-have photos: sponsors, booths, group photos, award ceremonies.
- A contact person during the event, with a phone number.
- Brand manual or style guide, if the company has one.
Deliveries during the event
If communications needs to publish in real time, a selection of photos can be delivered the same day. At multi-day events, the practical approach is to organize delivery by day.
It is worth defining beforehand how many photos you need, when and by what channel they are sent.
Portraits and video at the same event
A conference brings together executives and speakers who rarely meet. It is a good time to set up a corporate portrait station in a separate room.
If the event will be repeated, a highlight video of the best moments helps sell the next edition to sponsors and attendees.
If there is also live streaming
A live stream needs a prior check of the venue's connection, the audio and the space for the equipment. Ideally visit the room and run a test the day before or a few hours earlier.
