Where to start when choosing a photographer for a corporate gala
I'd start by looking at the portfolio, as this is the quickest way to see which sector the photographer specialises in and whether they have experience with galas, conferences or other corporate events. I wouldn't base my decision solely on a photographer's claim that they cover corporate events until I've seen examples in their portfolio that back this up.
When choosing an event photographer, I'd also pay attention to photos from evening galas, where the lighting can be atmospheric and dim, as this kind of lighting immediately reveals whether the photographer can cope. What's publicly displayed on their website and social media is sufficient for such an assessment.
Feedback from previous clients is also important, but the most valuable thing is a direct recommendation from someone who has worked with the photographer in question. Quotes for the same gala usually differ in price and in what that price includes; I've described what determines an event photographer's price in a separate post.
The official part happens only once
At an awards ceremony, no award presentation can be repeated, so even before the event I familiarise myself with the agenda, the order of the categories and the people whose photos I mustn't miss. I also agree with the organiser on the positioning during the presentation, so that the winner receives the trophy facing the camera.
The most important shot is of the winner with their award on the stage, and at some galas this is supplemented by photos taken at the photo wall or immediately after they've come off the stage. I take separate photos of the winners' and the audience's reactions. For the group photo of the winners, I arrange the group myself and tell each person how to stand so that everyone is clearly visible in the shot.
I photograph the official part on the stage without a flash, which I use mainly during the reception and the party. I move around the hall carefully, and during the live broadcast I also make sure not to block the cameras.
Every gala is different
A gala is a formal event, usually held in the evening and often linked to a company's anniversary or an inauguration, and its programme is slightly different each time. At the DWF law firm's 5th-anniversary gala, the speeches were followed by a group photo, then dinner and a performance by Justyna Steczkowska. At the mBank Private Banking 30th-anniversary gala, a brief opening ceremony preceded a panel discussion and an interview with Andrzej Pągowski, followed by dinner.
Before the guests arrive, I photograph the entire venue, the set design, the awards before they are presented, and the atmosphere of the place. The gala begins with welcoming the guests and initial conversations, and if the organiser has set up a photo wall, guests in evening wear are happy to pose in front of it.
I never photograph guests at their tables while they are eating. This part of the event is best captured in wide shots from a distance, showing the set design and the space filled with guests. There is time and space for this during dinner, so I look for interesting angles that will showcase the entire event in a more original way.
At all the charity galas I've worked at, there's been an auction. Everything happens very quickly there, so I have to react instantly to photograph the bidders, their reactions and the entire course of this part of the event.
During the after-party and the whole informal part of the evening, I switch to more dynamic coverage. I then focus on capturing the fun, the emotions, the DJ and the room full of guests, so that this part of the evening also produces a valuable and complete set of photos. I write more about how I work throughout such an evening, from start to finish, on the gala and banquet photographer Warsaw page.
Questions to ask the photographer before booking
Before booking, I recommend asking the event photographer a few questions that are easy to copy into an email:
- Gala evenings and other corporate events in the portfolio
- Number of photographers for concurrent programme items, for example at the photo wall and the stage at the same time
- Time of arrival at the venue and familiarity with the gala's agenda
- Other bookings on the same day and the possibility of extending the session if the programme runs over
- The deadline for delivering a selection of photos from the evening and the full set of photos
Once the date has been booked, the next step is the brief for the photographer, which I described in my post on what to agree with the photographer before the conference.
The questions I'm asked most often
What should I look for when choosing a photographer for a gala?
First and foremost, I would look at their portfolio of galas and other corporate events and at how the photographer handles the official part, which cannot be repeated. I recommend agreeing on a deadline for delivering the photos before the gala; if there is no specific date, I usually deliver all the photos within a maximum of 4 working days.
Is every photographer suitable for a gala?
A gala has its own programme, featuring an official part, an awards ceremony, sponsors and a photo wall, and usually takes place in the evening, with atmospheric, subdued lighting. When choosing, I would therefore check whether the photographer's portfolio includes galas and similar formal evenings.
Is one photographer enough for a gala?
Several hundred people in a single venue usually means working alone, as the decision to hire a second photographer is more often dictated by the gala's programme than by the number of guests. However, if those same people are spread across several concurrent activities, at least two photographers are required. I've described this in detail in my post on when a second photographer is needed at an event.
