Start with the use, not the camera list

Write down where the content will go: press, a company website, internal communication, sponsor reporting or social channels. A wide photograph of a full room and a tight portrait of a speaker solve different problems.

For video, separate the recap from any speeches, interviews or vertical clips you need. A short highlight film is not a substitute for a clean recording of a full presentation, and planning one does not automatically plan the other.

Name the people and moments that cannot be missed

Share a current schedule with names, roles and important changes of location. Point out the opening, announcements, awards, partner moments and any people who need particular attention. A photograph of the right handshake is difficult to recreate after everyone has left.

Include an on-site contact who can answer questions quickly. If you are working through an agency, clarify whose approval takes priority and who can update the shot list on the day.

Make brand requirements visible

Show the photographer what correct sponsor visibility looks like, rather than simply asking for 'lots of branding'. Consider stage backgrounds, signage, products, lanyards and the way logos may be cropped in vertical images.

If you need portraits or short interviews, plan a place and a real time window. Trying to find a quiet corner during the busiest networking moment usually makes the result harder for everyone.

Agree on delivery before it becomes urgent

Separate any priority selection from the complete delivery. Say which files are needed, by whom and for what use, then agree on what is feasible. Do not leave 'a few images quickly' as the entire delivery instruction.

A compact brief does not need to be complicated. The purpose, people, timing, visual requirements and delivery plan can fit on a page. What matters is that everyone is working from the same one.

The brief in six lines

  • What the event is for and who the audience is
  • The venues, schedule and production contact
  • Key people, announcements and sponsor moments
  • Photo, film and social outputs required
  • Priority delivery requirements to agree
  • Brand guidance and the approval route

Planning a conference, seminar or launch in Marrakech or elsewhere in Morocco? Next Era Media can work from your event brief and communication goals.

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