# Event and Conference Photography UK

Source: https://dijitulmedia.co.uk/event-photography/
Updated: 2026-10-12

> dijitul photographs business events across the UK: conferences, product launches, awards nights, open days, exhibitions and charity events. We cover speakers, crowds, sponsors and networking, with GDPR-aware notices and opt-outs agreed beforehand. A half day costs from £295 + VAT and a full day from £495 + VAT, with travel beyond Mansfield and Nottinghamshire quoted.

Price: From £295 + VAT

## Problems this solves

- Last year's event photos were all backs of heads and empty chairs
- Sponsors asked for photos of their stand and you had none
- The keynote speaker was shot against a bright screen and is a silhouette
- Nobody thought about attendees who did not want to be photographed
- You wanted to post on LinkedIn during the event but had no images until a week later
- Awards photos have a different winner in front of a different backdrop every time

## Key facts

- Half day from £295 + VAT, full day from £495 + VAT
- Conferences, launches, awards, exhibitions, open days and fundraisers
- Photos of identifiable people are personal data under UK GDPR, so notices and opt-outs are planned in advance
- Shot list agreed beforehand: speakers, sponsors, signage, venue, key guests
- A small same-day selection can be arranged for live social posting
- Licence can extend to sponsors and partners if agreed at quote stage
- Travel beyond Mansfield and Nottinghamshire added to the quote

## Plan the shot list before the doors open

Events only happen once, so the shot list matters more than at any other shoot. Before the day we agree:

- **Must-haves:** each speaker on stage, the CEO's welcome, award presentations, the sponsor wall, the product reveal.
- **People:** VIPs, sponsors and winners you need photographed, ideally with a contact on the day who can point them out.
- **Timings:** the running order, so we are in position before each key moment rather than arriving halfway through.
- **Venue:** where the stage lighting is, where the windows are, and where we can stand without blocking anyone's view.

A good brief also covers what you do not need, so time is not spent on fifty near-identical shots of the coffee queue.

## Photographing people at events and UK GDPR

A photograph of an identifiable person is personal data under UK GDPR, so an event organiser needs a lawful basis for taking and using it. For most business events, collecting individual consent from every guest is impractical, and many organisers rely on legitimate interests instead. That works best when people are told clearly and given a real choice.

In practice that means:

- a line in the booking confirmation and joining instructions saying photography will take place and how images will be used
- signs at the entrance and registration desk
- a simple opt-out, such as a coloured lanyard or sticker, that the photographer can see
- asking before photographing anyone close-up in the foreground

Wide crowd shots where nobody is the focus carry far less risk than close portraits. Children and vulnerable adults need explicit consent from a parent or carer. We agree this approach with you in advance and follow it on the day; you, as the organiser, remain the data controller for the published images.

## Stage lighting, screens and dark rooms

Conference rooms are hard to photograph. Speakers stand in front of bright projection screens, stage lights are coloured and uneven, and the audience sits in the dark. We expose for the speaker's face, not the screen, shoot from several positions (front, side and back of room) to show both the speaker and the audience, and correct mixed colour in editing. Flash is kept to a minimum during talks so it does not distract speakers or guests. For awards, we shoot each winner in the same spot against your banner or backdrop, so the set is consistent. Evening receptions and awards dinners are the darkest of all, so we check the room lighting with the venue beforehand and agree whether any extra light can be set up near the stage.

## Sponsors, partners and who can use the photos

Under the Copyright, Designs and Patents Act 1988 the photographer owns the copyright, and you receive a licence to use the images. Sponsors and speakers often ask for photos afterwards. If your licence only covers your own use, sharing with them is not technically covered. dijitul can write the licence to include sponsors, speakers and partners using images of their own participation, so you can share the gallery without worrying. Tell us at the quote stage.

It also helps to agree delivery sizes. Sponsors usually want a handful of web-sized JPEGs for LinkedIn and their newsletter, while you may need full-resolution files for next year's brochure, programme or exhibition stand graphics. We supply both from the same edit, so everyone works from the same set of approved images.

## Prices and planning

Event photography is priced by time on site: a half day from £295 + VAT covers most morning or evening events, and a full day from £495 + VAT covers a full conference programme. Any travel outside Mansfield and Nottinghamshire is priced into the quote. If you also want a short highlights film, our video production starts from £695 + VAT, and social media video clips can be cut from the same footage. For event branding, see design for events.

## What you get

- Edited JPEG gallery of the event, sized for web and print
- Speaker and panel shots, including wide stage views
- Sponsor, stand and branding coverage
- Award presentation and winner photos in front of your backdrop
- Candid networking and atmosphere images
- Optional same-day selection for social media
- Written licence covering your use and, if agreed, sponsors' use

## FAQs

### How much does event photography cost?

dijitul charges from £295 + VAT for a half day of event photography and from £495 + VAT for a full day. Most evening events and morning launches fit a half day; full conferences need a full day. Travel beyond Mansfield and Nottinghamshire is added to the fixed quote.

### Do we need consent to photograph guests at our event?

Photos of identifiable people are personal data under UK GDPR, so you need a lawful basis. Many business events rely on legitimate interests rather than individual consent, backed by clear notices in booking emails and at the venue, plus a visible opt-out. Children need parental consent. dijitul agrees the approach with you beforehand.

### Can you provide photos during the event?

Yes, by arrangement. dijitul can edit a small selection on site during a break and send it to you for live social media posting. The rest of the gallery is edited afterwards. Tell us in advance so time for this is built into the plan and the quote.

### Can our sponsors use the event photos?

Only if your licence allows it, because the photographer owns copyright by default under UK law. dijitul can write a licence that lets sponsors, speakers and partners use images of their own participation. Ask for this at the quote stage so it is in writing before the event.

### How do you handle guests who do not want to be photographed?

We agree a visible opt-out with you, such as a coloured lanyard or sticker, and avoid photographing those guests. dijitul also asks before taking close-up photos of people in the foreground. If someone later asks to be removed from a published image, you can take it down.

### Do you photograph events outside Nottinghamshire?

Yes. dijitul covers events across the UK. Travel beyond the Mansfield and Nottinghamshire area is added to the quote, and for early starts or late finishes far from home we include any overnight costs in the fixed price before you book.

## Prices and contact

Prices (all from, + VAT): Logo design £150; Brand identity pack £395; Business cards or letterhead £75; Flyer or leaflet £95; Brochure £295; Social media graphics pack £99; Photography, half day £295; Photography, full day £495; Product photography £25 per image; Video £695; 2D/3D CAD and design time £45 an hour. All prices are "from" and exclude VAT. Every job gets a fixed price before work starts. Printing, and travel for shoots beyond the Mansfield and Nottinghamshire area, are quoted separately. Contact: https://dijitulmedia.co.uk/contact/ · 01623 650333 · info@dijitul.uk