Working an Event Shot List (Commentary & Photos)

[Mike Buckley]

Last weekend I and two other photographers worked as volunteers to capture the local Heart Walk put on by the American Heart Association to raise $2 million and to increase awareness. Each of us had a very specific, helpful shot list. My primary responsibility was to photograph everything going on at the stage and my secondary goals were to take advantage of other specific situations. I rented a Nikon 70-300mm lens because my regular lenses in that range of focal lengths are prime lenses; without the flexibility of the zoom, I would have missed important shots of rapidly changing events occurring on the stage. I also used my wife's camera mounted with her 18-105mm zoom.

My experience when shooting events for the producers of an event (as opposed to photographing an event on my own purely for my purposes) is that very few wonderful images are produced. That's because I can't be choosy about the light (it is what it is) and it's my responsibility to document whatever is happening at the time even if doing so doesn't make a great photo. As an example, I got only one image (this one) that I would present in a slide show to others in their or my home. (Ironically, of all the photos that I submitted, that one probably has the least interest to American Heart because it tells the least about the event.) Even so, it's clear to me that there are ways to make the best of that situation to keep the average quality of photos as high as is reasonably possible.

I hope people will use the thread to offer their tips about working a shot list provided by the producers of an outdoor event.



Photo #1: One requirement was to make photos showing the Washington Monument and the main central area filled with people. The one challenge that was impossible to overcome is that it wasn't physically possible to capture that area of the event and a shady side of the monument, which would have helped it appear three-dimensional.





Photo #2: Another responsibility was to photograph the mascot, Heart Man. I wish the light had been more diffuse. On the other hand, my access to the stage made it possible to include the crowd, which was important to American Heart.





Photo #3: This might be my most successful photo insofar as telling the "event story" is concerned. It indicates a large number of attendees, displays the sign of one of the largest corporate sponsors, and includes the party atmosphere that we associate with the tents in the background. It also has at least a minimal amount of artistic flair.





Photo #4: American Heart wanted photos of children enjoying themselves. My experience is that both the children and their parents are always thrilled to have photos taken of the kids. They will often move with me to an area that has more advantageous light.





Photo #5: A couple years ago I made a photo of a heart painted on a cheek that the national headquarters of American Heart has been using since then. Even when working as a volunteer, it's particularly important to know what a client wants and nothing serves that purpose better than viewing photos used in the past. I don't think this photo is as strong as my photo they've been using, but surely that one is becoming a bit stale; they might welcome a replacement photo.





Photo #6: I mentioned that my primary responsibility was to photograph events going on at the stage. Though I got the required shots of each speaker, fortunately the keynote speaker, the Acting Surgeon General, was very animated. Though I submitted only one shot of each of the other speakers, I submitted eight photos of the Surgeon General, each with very different hand gestures. Notice that I decided not to disguise or minimize the effect of the apparent bruise on his right arm. I wish I hadn't clipped his hat.





Photo #7: The group, Bling It On, got the crowd moving, which helped drive home American Heart's mission to increase awareness of the importance of preventing heart and stroke disease by being active. Though this photo is hardly an award winner, hopefully it tells the story: branding and recognition of the three top corporate sponsors, the party atmosphere at the stage, lots of smiles and movement, and the Capitol dome (though framed in scaffolding) in the background.




Photo #8: My responsibility that was the least satisfying as a photographer was to capture the dogs that were led onstage at the end of the event. The shooting situation was just terrible and I'll make suggestions about how to perhaps improve upon that next year. Though this photo is of one of those dogs, it doesn't show the costume it was wearing, which was a primary goal. Even so, it's my favorite photo of the dogs so I submitted it and end this post by also presenting it here.

[Shadowman]

I think you captured some of the key components of the event, the mascot, signage representing the organization name-something with a time stamp (or date of the event would be good also), and the crowd shots and humorous pup are all worthy entries to a slide show.

I did the Run for Rover event (Pet Emergency Fund) for a few years before they cancelled it and would mix it up just as you did. Fortunately, I had two mini marathons (people only and people with pets), then the vendors and after party.

[Mike Buckley]

Thanks, John!

something with a time stamp (or date of the event would be good also)

Interestingly, none of the signage included the date. I think that's because both the corporate sponsors and event producers hope to save money by using the same signage in upcoming years.

[NorthernFocus]

Never been in that situation. As you mentioned when I shoot similar situations for myself I tend to take much different shots. Based on these shots it seems you got them a wide enough selection to find something they consider useful.

[wilgk]

I think you've done a wonderful job & I do something similar with our local MND support group for their annual 'Walk to D-Feet' MND.
They don't give me 'a brief' I take whichever shots I choose, so I will definitely read your thread in detail & make some notes to learn from.
1 thing I did find last year, was that everyone wants to find themselves in the photos afterward, so I try to get to all the 'groups'. At the start when they arrive another volunteer gives them a sticker with the name of the person/s they are walking for or in memory of. I have suggested that person & I stick together at the start, so we both try to get to everyone, before the actual walking begins.

[Mike Buckley]

Kay,

If it would be helpful to see the shot list that I was provided (I actually helped develop it), I would be happy to share it. The only way you and the charity can ensure that the charity's photography needs are being met is if the charity clarifies its needs in their own minds perhaps with your help and then communicates those needs with you and the other volunteer photographers.

[Donald]

A good piece of, what effectively was, commissioned work. And as you allude to, Mike, the job is to 'produce the goods', which you seem to have done very successfully.

[Dave Humphries]

A fascinating read Mike.

I agree that dateless event signs are becoming the norm and I had made the same reasoning you have.

As you say; it is what it is, but my initial impressions on each may be helpful though;
#1 feels like it would benefit from a little more foreground - unless there was something photogenically awful there?
#2 it might be a no-no; but I'd consider toning down the orange rucksack in lower left corner
#3 the sign is too dominant and the people are too cropped, was a square composition with more foreground possible, I wonder?
#4 good shot, but I hope Dell was also a sponsor (ref HP in #7), not that there's much you could do about it
#5 great shot
#6 agree with your comments, the hat clip is such a small amount, you could extend the canvas and finish it off
#7 I had to look really hard to find the branding of the three corporate sponsors, but that's hardly your fault given the size of the text/logos
#8 I have no idea how practical this idea might be in crowds, but if you had another photographer/assistant (who understands cameras, lighting and fill) acting as an intelligent reflector holder, this might have been technically improved - not that isn't a good shot now, I am just thinking of the lighting situation.

Regarding the idea in #8; I am suggesting someone that would not need you to direct them (you'd be busy engaging with the subject), they'd be 'on the ball' enough to instinctively know where, and at what angle, to hold one of those little 30cm/1 foot diameter reflectors to provide a bit of fill light. However, I have never shot in such a crowd situation with such a person plus reflector, but I wonder if it might work for the portraits, pet or otherwise. You can probably tell I haven't shot any portraits with a reflector myself - but the videos on YouTube seem to show a benefit. Something for my 2015 Project 52!

Cheers, Dave

[Mike Buckley]

Thanks for your interest, Dave!

#1 feels like it would benefit from a little more foreground - unless there was something photogenically awful there?

The dirt and grass were the only thing in the foreground on the left side of the frame. I was trying to convey the sense of a crowd. So, not only was the empty foreground photogenically awful but also went against the story I and my client were trying to tell about lots and lots of people participating in the event.

#2 it might be a no-no; but I'd consider toning down the orange rucksack in lower left corner

Not at all a no-no. I too didn't didn't like the rucksack and didn't think of your good idea. Too late. Where were you when I needed you?

#3 the sign is too dominant and the people are too cropped, was a square composition with more foreground possible, I wonder?

The sign is the subject, so we'll have to disagree that it's too dominant. Perhaps I should have included more content below the current frame but I really don't remember why I didn't.

I hope Dell was also a sponsor (ref HP in #7)

I didn't see any evidence that they were a sponsor. If you have the appropriate connections, perhaps you and I can help make that happen next year.

#5 great shot

Thanks! I'm going to submit it through channels to national headquarters. We'll see if they agree.

The hat clip is such a small amount, you could extend the canvas and finish it off

Yes, but I'm too lazy to fix it. If I were getting paid, I would feel different.

#8 I have no idea how practical this idea might be in crowds, but if you had another photographer/assistant (who understands cameras, lighting and fill) acting as an intelligent reflector holder, this might have been technically improved

Not at all practical on many levels. Even so, lately I've been grappling with trying to understand a practical definition of "technical" as it pertains to photography. In my mind, your suggestion would be an artistic improvement rather than a technical improvement. However, considering that I don't have a clear definition of "technical" in my mind, it doesn't make any sense that I should reliably be able to make the distinction between "technical" and "artistic."

Thanks again for your interest!

[Loose Canon]

So since when is a pro bono event shoot for a very cool organization by a top level photographer going to necessarily produce “wonderful images” in awesome lighting with just the right poses? They get the very best that can be produced because the event planners/sponsors had the foresight to at the very least engage the best shooters that are willing to do the gig for free and because of the love of photography and the Cause. In the Great Scheme of Things who cares if the shot has a so-called errant backpack in it (actually I kind of like it)? If they want staged stuff let the photographer have his/her way and do some “staged’ stuff in addition.

These shots are awesome and in the context and under the circumstances that they were commissioned. The Event couldn’t ask for any better.

I think it is cool that you worked with the planners and decided on a schedule of shots and delivered Mike. Personally I think it is a blast working under these conditions from time to time. I get the impression you enjoy yourself under these shooting conditions Mike. Very cool!

This thread is right in line with my belief as to what kind of Good Will can be generated with a camera in the right hands and for the right reasons. More times than not, at least for me, this is more impressive than that “wonderful shot”! Sometimes it is way more important that One’s Heart is in the Right Place!

Mike, ya done good, Brother!

[Mike Buckley]

Special thanks to Donald and Terry, even though Terry made me blush.

I think it is cool that you worked with the planners and decided on a schedule of shots

I've developed and implemented a concept for two different though similar outdoor charity events that is working reasonably well. Most local branches of charities don't have any staff who are experienced photographers or experienced at critiquing photography. So, we created the volunteer position of Team Leader.

The responsibilities of the Team Leader are to help the charity determine and communicate its photography needs, to help develop the shot lists and the rights and responsibilities of the photographers and the charity, to select prospective photographers, optionally to recruit them, to help make the shoot as enjoyable and effective as possible for each photographer, to cull the submitted photos if needed, and to act as the liaison between the photographers and the charity. That sounds like a lot but once everything is set up, the most amount of time spent outside the event by the Team Leader is asking prospective photographers to submit sample photos and selecting the photographers who seem qualified.

The local American Heart Association mostly uses the photos online and in printed booklets custom-made for each major corporate sponsor. I recently gained agreement that all photographs will be attributed and that electronic versions of the booklets will be distributed to all of the volunteer photographers.

On a related issue, I also advise the local office which of their photographic needs are best met by hiring pros and I've offered my pro bono services to interview applicants. That's because I've either not been interested in or not qualified to provide the services for which I've recommended they use hired pros; otherwise, I would provide my services free of charge.

[John 2]

.........................My experience when shooting events for the producers of an event (as opposed to photographing an event on my own purely for my purposes) is that very few wonderful images are produced.

That of course depends on your viewpoint Mike. If you fulfilled the brief and it looks as if you have, then whoever commissioned you will think just that - as will some of the individuals that you photographed. On that subject, IMHO no.5 is at least as good as "Red hat and smile" in any context because of what it says about the subject (the occasion and the YL). I'm useless at this sort of thing or even team sports because I end up being more interested in what is going on rather than taking photographs. I think you have done well.

[Mike Buckley]

Thanks, John!

[chauncey]

I've never had the self confidence to attempt something like that, akin to herding cats...you seem to
have carried it off it with your usual aplomb. Congratulations my friend.

[wilgk]

Mike, that would be wonderful if you are happy to share your 'shot list' plan.
My next Motor Neurone walk event is in February & the only suggestion so far, is can we have a group shot of everyone.
I'm not worried as it will be my 3rd year with this group, but one does like to improve & learn every time the 'black box' comes out of the bag.

[Loose Canon]

On a related issue, I also advise the local office which of their photographic needs are best met by hiring pros and I've offered my pro bono services to interview applicants. That's because I've either not been interested in or not qualified to provide the services for which I've recommended they use hired pros; otherwise, I would provide my services free of charge.

Just curious?

What photographic needs would these be?

[Mike Buckley]

Terry,

The type of photography that I wasn't interested in doing was walking around inside tents photographing people milling about. The type that I wasn't interested in doing and don't have the expertise to do properly if I did have the interest required very quickly (perhaps no more than 5 minutes per group) photographing posed groups of up to about 300 people sitting on bleachers with a bright sun lighting the group from the front at about a 20-30 degree angle.

[Mike Buckley]

Kay (and anyone),

Use the following link to access and download the Word file of the shot lists and other details:
EDIT: https://www.dropbox.com/sh/62tdrnjrk..._Yp2a_GEa?dl=0

[Loose Canon]

Terry,

The type of photography that I wasn't interested in doing was walking around inside tents photographing people milling about. The type that I wasn't interested in doing and don't have the expertise to do properly if I did have the interest required very quickly (perhaps no more than 5 minutes per group) photographing posed groups of up to about 300 people sitting on bleachers with a bright sun lighting the group from the front at about a 20-30 degree angle.

Okay Mike.

I was just curious is all.

I think I would just as soon stand around rubbing my bald head with a cheese grater rather than shooting groups of three hundred folks at a time!

However, I can’t say with any honesty that I have done either one!