Most event photos that go missing weren't missed by accident. They were never planned. A keynote speaker arrives early and leaves before the group photo, the sponsor wall is set up after doors open, the CEO's toast happens while the photographer is covering a breakout. A simple shot list, agreed before the event, prevents almost all of it.

Here's how we build one with our clients in Atlanta, and what we recommend you include.

1. Start with how the photos will be used

Before listing moments, list outcomes. Will the images go into a post-event recap, next year's sponsor deck, an internal newsletter, LinkedIn, a press release? Each use needs different shots. Sponsor recaps need clear logo visibility. Recruiting content needs candid team moments. Press needs one strong, clean image of the main speaker. Knowing this upfront changes what we prioritize on the day.

2. Map the must-have moments to your run of show

Go through your agenda and mark the moments that only happen once:

• Opening remarks and keynote speakers
• Awards, recognitions and handshakes on stage
• Panel discussions, with every panelist speaking at least once
• Group photos: leadership, sponsors, speakers, the full team
• VIP arrivals or guests who will only be there for part of the day

Add the exact time and room for each. If two must-have moments overlap, tell your photographer in advance so you can decide together what to prioritize or whether you need a second shooter.

3. Don't forget the details and the room

Planners spend weeks on the setup, and it's often documented last, when the room is already full. Ask for 15–20 minutes before doors open to photograph the empty venue, signage, stage design, branded materials, catering and sponsor areas. These images are the ones your venue, decor and catering partners will ask you for later.

4. Plan the people shots

Candid attendee moments make an event look alive: conversations at coffee breaks, networking, people taking notes, laughter during a session. List the people who must appear in the gallery (executives, sponsors, speakers) and, if possible, assign someone on your team to point them out on the day.

5. Brief one point of contact

The most useful thing you can give your photographer is one person to go to during the event. Schedules shift, speakers run long, rooms change. A single contact who knows the run of show keeps coverage on track without pulling you away from the event.

6. Agree on delivery before the event

Decide in advance when you need the photos and in what form. If you want to post during the event, ask for same-day highlights. For the full gallery, agree on a delivery date and how images will be organized, for example by session or by day for multi-day conferences.

A simple template

• Purpose: where the images will be used
• Must-have moments: time, room, people involved
• Details: venue, signage, stage, sponsor areas (before doors open)
• People: executives, speakers, sponsors, group photos
• Point of contact: name and phone number on the day
• Delivery: same-day highlights, full gallery date

Frequently asked questions

How early should we send the shot list?
Ideally at least a week before the event, together with the final run of show.

Do we need a second photographer?
If two must-have moments happen at the same time in different rooms, or you expect more than a few hundred attendees, a second photographer is usually worth it.

Can the photographer help us write the shot list?
Yes. We build it together with every client, based on your agenda and how you plan to use the images.

Planning an event in Atlanta? Get a quote and we'll build the shot list with you.