When people think about event photography, they think about… well, the event. The ribbon-cutting. The keynote speaker. The awkward networking conversations happening near the snack table. And yes, that’s part of it. But what you see during the event is only the tip of the iceberg.

Behind every clean, well-lit, polished photo gallery is a whole lot of work that most people don’t notice. Which is fine. That’s kind of the point. If I’ve done my job right, it all looks seamless. But just in case you’re curious—or maybe wondering why professional event photography costs more than handing your intern an iPhone—here’s a little peek behind the curtain.

This is everything you don’t see.

1. The Prep Work

I prefer prep work. Sounds weird to want extra work, but I do. That means that I have information for the event. That isn’t always the case.

Trading emails and phone calls beforehand helps me to be prepared and makes event day easier. I know what to expect that way.

If I get the opportunity, I’m studying your schedule. I’m reviewing your run-of-show, your VIP list, your venue layout. I want to know which moments are critical and who absolutely needs to be in the frame. Is the mayor speaking for five minutes or twenty? Do you want candids of attendees or just the big stuff on stage? Are there sponsors that need love in the final gallery?

That said, I’m also capable of showing up and winging it. Sometimes my clients don’t have information and don’t know what they want. That’s ok. That’s where my years of experience come in.

I have the experience to know what the general flow of most events is going to be. I also know who to find that has some semblance of an idea of the schedule. Winging it isn’t the optimal event day situation but I can do it when needed.

2. The Gear Haul

No, I don’t just show up with one camera and hope for the best.

Event photography means being ready for literally anything. A dark conference room at 7 a.m.? Got it. Blazing sunlight during your ribbon cutting? Yep. A moody ballroom with no stage lighting and guests who won’t stop moving? That too.

I bring backup cameras, multiple lenses, lighting gear, extra batteries, memory cards. Because the show must go on. And if something breaks, I’ve got another something ready to go.

So while you’re sipping coffee and greeting guests, I’ve been there early, quietly building my setup and checking the light. You probably didn’t notice, but that’s kind of the point.

3. The Hustle During the Event

Here’s what I’m not doing at your event: standing in the back casually taking a few shots and calling it a day.

I’m watching, reading the room, and moving constantly. I’m anticipating moments before they happen. I’m catching that split-second high five, the spontaneous laugh, the CEO’s handshake with the award winner, the perfect expression when the crowd reacts.

I’m also dodging tripods, waiting for people to step out of the background, and kindly convincing three people in a circle to just pretend they like each other for one photo. Because that’s what it takes to get photos that feel natural but still look good.

You’ll probably see me crouching, sidestepping, balancing on a chair, or half-jogging across the room. Not because I’m bored. Because the moment I miss the shot is the moment it doesn’t happen again.

4. The Aftermath

Here’s the part you definitely don’t see: the editing.

After your event is over and everyone’s gone home, I’m just getting started. I’m backing up files. I’m culling through hundreds (sometimes thousands) of images. I’m editing every final photo so it looks clean, bright, and professional.

This isn’t about slapping on a filter and calling it good. It’s about color correction, cropping, exposure, and making sure your CEO doesn’t look like a ghost because the projector was too bright. It’s about removing distractions and delivering a gallery that looks cohesive and polished. And yes, I’m doing that on a deadline, because I know you probably want photos for a press release, social post, or newsletter immediately.

5. The Strategy

Good event photography isn’t just documentation. It’s marketing.

These images are going to live on your website, your social media, your annual report, and the promo for next year’s event. So they need to tell a story. They need to show energy, connection, community, and the value of showing up.

I’m not just photographing what’s happening. I’m thinking about how you’ll use these images. What will make someone wish they’d been there? What sells your mission? What showcases your brand?

That’s the difference between photos that fill a Dropbox folder and photos that actually support your goals.

Final Thoughts: It’s More Than Just Showing Up

You can hire someone to “just take pictures” at your event. That’s always an option. But if you want someone who’s going to treat your event like it matters—someone who’s prepared, experienced, strategic, and fast on their feet—you’re hiring more than just a person with a camera.

You’re hiring someone who knows how to make you look good. Someone who knows how to capture what your audience needs to see. Someone who understands the value of this event long after the coffee is cold and the name tags are in the trash.

Event photography is more than just the event. And if you’re ready to do it right, I’m ready when you are.

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View Open Aperture Photography’s event photography portfolio here.

Event Photography Isn’t Just the Event: Here’s Everything You Don’t See