Reasons to Hire a Convention and Event Photographer for your Meeting.

Reasons to Hire a Convention and Event Photographer for Your Meeting!

Hiring a photographer for Convention and event photography.

Convention and Event Photography is an industry that requires a lot of time and patience to capture the images that brand your meeting, so it’s important to make sure you hire someone who can be available for the duration of your convention or conference.

Attendees getting in line for at headshot station by proimagesphoto

Convention Attendees waiting for their turn for Professional Headshots by Proimagesphoto.com

How much does Convention and Event Photography cost?

Convention and Event Photographers have different rates depending on experience level as well as other factors like how many hours they will work during the event. The best way to find Convention and Event Photographers is by researching their work online and then talking with them over phone before hiring. Have a conversation will help you determine if they have knowledge of covering your meeting.

Ask for references of actual meetings they have covered that is similar to yours and insist they show you the work via online. Not just a few photos but a gallery of images from the event.

I provide an actual gallery showing a Conference I cover from start to finish. This helps my potential client see my style.

Rates do vary by state and region. A hourly rate if often charged but a full day rate is also available depending on the scope of the job.

Tips to get the Convention and Event Photography pricing.

  • Send the company a schedule with dates of where you will need photography services.
  • Give specific start and end times for each day and or event.
  • Location of each photography assignment helps determines time to get from place to another.
  • Keep in mind that you cannot expect the Convention or Event Photographer to work for less than a minimum of 2 hours that is consecutive and not broken up.

Here are some reasons why Convention and Event Photographers are great to hire for your Meeting!

  • Convention Photographs can be used on social media, which helps grow your brand.
    Convention and Event Photography of Robin Roberts at Vision Source meeting

    Convention Photography of Robin Roberts speaking at a Vision Source Annual  Meeting in Tampa Bay, FL

  • The Convention Photographer will help make sure you capture the best moments during your Conference or Trade Show.
  • Convention Photographer can provide professional Convention Photography for your event which will help maintain a professional image.
  • Convention and Event Photographers are great to hire because they can provide services like Headshot Stations, which is always a hit at Tradeshows, Events and Exhibitors booths. As more brands turn into large corporations with many employees, it’s important to make sure you’ve found someone who can take quality photos not just on site but also at all those high moments when potential clients come out from their private meetings or sessions.
  • Convention and Event Photography Services are great for your event which will help maintain a professional image. There is also video coverage that you can have done from aerial photography, product launches or conventions as well as other corporate functions that are always on the schedule.
  • Convention and Event Photographers capture all the action during the Conference or Trade Show, so it’s important to make sure they’re available on the date when you need them. Convention and Events Photographers are definitely worth hiring if they offer these services!

A side note on consecutive hours for Convention and Event Photographers.

I get a schedule that would have me all day but only in 20 minute increments and expected me to charge for those increments only. This is not realistic.

What do you do when you find a Convention and Event Photographer you like?

Once you’ve found some potential candidates, make sure that they’re available on the date(s) when you’ll need Convention Photographer Services. Ask if they will be the photographer or another person will cover the meeting. If another person other than the photographer you are talking with will be the photographer. It is highly recommended that you ask to talk to this photographer and see their work.

Event Photography of Attendees in Las Vegas sitting in Lamborghini

Social Media Event Photography using Lamborghini as the traffic builder.

Remember you will have a person covering a very important meeting or event. Your Convention and Event Photographer will create images that represent your brand.

This person also needs a very good personality and good verbal skills as well. Professional appearance is important. You do not want a photographer who dresses to casual or wears their backpack everywhere.

Convention and Event Photography has become much more competitive over the past few years as many new people have entered into the market.

Convention and Event Photographers in the past have offered CD/DVD or USB Disk with high resolution Convention Photography, but now it’s becoming very common for digital deliveries of images through cloud services like DropBox, Google Drive or WeTransfer.

Convention and Event Photographers are now also offering other services like Headshot Stations, Tradeshow Booth Photography, Social Media Stations, Medical and Health Care Photography and Group Photography to name a few.

If we can help you with your Convention or Meeting give us a call at 1.800.486-3241 or send us an email. Thank you for reading.

Conventions, Meetings and Conferences are coming back in 2021 in the United States!

Convention Photography of attendees waiting to enter General Session

Conventions, Meetings and Conferences are coming back in 2021 in the United States!

Conventions, Meetings and Conferences are coming back in 2021. I can say this with confidence because I have already booked and secured five already through November.

Event Photography of man holding sign with beear in hand in front of DINGLE PENINSULA, KERRY

Event Photography of man holding sign with beer in hand in front of DINGLE PENINSULA, KERRY

Looking back at March 2020, will always be a memory engrained in my psyche. The last meeting was cancelled March 11th and the calls and emails just kept coming. My last Corporate Event PhotographyConvention Photography | Conference & Event Photography assignment for the country of Ireland. I have worked with Hillarie McGuinness who represents Ireland’s National Trade Events & Luxury Travel, for about two years and travel to 9 major cities each year with her. The hope is that 2022 will get me back with this incredible group again as Europe can put the pandemic behind them.

So, what’s happening now in the meeting Industry in United States?

For starters, many meeting planners are getting busy with logistics. Those in the know, realize booking space is often a few years out to get the best dates needed for the yearly conventions, conferences, and industry tradeshow event.

Tradeshow attendees walking past exhibits

Tradeshow and Exhibitor Photography of Siemens Hearing Audiology Now booth.

Though the pandemic caused a disruption on all levels many hotels, venues and convention centers are working with groups to help them achieve their meeting needs. Now virtual is still a component and may be the new hybrid for conventions but still in person meetings at Hotels, Conventions centers and venues will continue to grow as the virus slows.

My first Convention Photography assignment is June 13-16th in San Antonio is 7×24 Exchange International.  Meetings are coming back to San Antonio.

Conveniton-Conference-Photography of Michael James Massimino former NASA astronaut speaking at 7x24 Exchange Conference

Conveniton-Conference-Photography of Michael James Massimino former NASA astronaut speaking at 7×24 Exchange Conference ©Joseph Rodriguez | Proimagesphoto.com

7×24 Exchange International holds their conferences twice a year nationally. This organization provides an educational forum focusing on challenges faced by mission critical industry professionals. Members are a diverse group as the industry itself. Aerospace, energy, financial services, government, healthcare, pharmaceuticals, manufacturing, media, technology and more.

7×24 Exchange International is committed to addressing the challenges of energy efficiency and sustainability, providing continued value to member companies and conference participants, and giving back through its social responsibility initiative.

2020 saw both of their meetings cancelled. June 2020 was supposed to be in Phoenix, AZ, and the Fall meeting in, Orlando, FL. Brandon Dolci is the Senior Director of Conferences for 7×24 Exchange International has been hiring me since 2003.

This year’s meeting is at the beautiful JW Marriott San Antonio Hill Country Resort and Spa with modern event space and conference rooms for any meeting or convention.

Meeting Photography of breakout room at the JW Marriott San Antonio Hill Country Resort and Spa.

Meeting Photography of breakout room at the JW Marriott San Antonio Hill Country Resort and Spa.©Joseph Rodriguez | proimagesphoto.com

I love this hotel because of the space it offers for not just guests, but for the meeting industry. The ballroom is huge. Total event space is 267823 sq ft and their largest space boasts 6300 sq ft and if you need breakout rooms, well, how’s 52 of them sound?

Saying I am excited to get back to what I love is an understatement. Being a Convention and Tradeshow Photographer, Covering a speaker on stage and creating strong images for my clients is exciting to me. Taking images from the start of a Convention to the end of the Convention is telling a story. Many of the photos I take are used in social and marketing applications and often in the apps, and schedules created.

Before we get too comfortable getting back to meetings.

It is important to note that the meeting industry is coming back but we need to also be careful to follow COVID protocol at your convention, tradeshow, or event.

Please note these are my recommendations and I am not a doctor.

  • Try to be 6 feet apart from others. I know it’s hard but we must try.
  • Wear your mask, when possible, even if you have had your vaccine.
  • Wash your hands often during the day.
  • Avoid grabbing the bathroom door handle where many come in and out.
  • Carry sanitizer with you.
  • Fist bump, elbow bump as much as possible.
  • If you have not gotten a shot. CDC recommends wearing a mask.
  • Refrain from using someone else’s pen, phone, or computers.

Why is In Person meetings on the rise in 2021 even with all the protocols in place?

We are at a point in meetings and conventions where we need to get back to in person face to face meetings and conferences. NorthStar Meetings Group’s latest survey found that 81 percent of meeting planners will hold their in-person event sometime this year. 81 percent of the meeting planners will hold their next in-person event in 2022. Approximately 59% will fall in the second half of 2021. About 19 percent will hold their in-person meetings in 2022.

Just a mention about Europe meeting planners during this COVID time of ours.

Meeting planners in the U.K. and Europe are cautious about getting back to in person meetings and are still doing virtual and hybrid meetings, this was talked and written about in the U.K. PULSE Survey

Recently I read that Maritz Global Events is reporting signs of recovery as well. Company President David Peckinpaugh recently stated.

“We recently delivered registration and on-site solutions for two in-person trade shows, and we are seeing increased sourcing volume for future meetings and incentives”

“Our data shows that we will begin seeing an uptick in late summer and early fall, with a more robust recovery happening in 2022.”

This is positive and can help us to make plans for meetings more confidently.

Is Vaccine Rollouts making a difference?

Vaccine Rollouts are a start and recent new data suggest it has made a difference. In Texas 1 out of 3 Texan are now fully vaccinated. I am not a doctor and my knowledge is limited so I will share what I have researched.

Gallup just put out this newsworthy article.

  • In U.S., 64% vaccinated, 12% plan to be
  • 78% of those not planning to get vaccinated are unlikely to change their mind

Graph showing three-quarters of the US Audlts Vaccinated Against COVID-19 or Plan to be.

As of the May 18-23 survey, 60% of U.S. adults report they have been fully vaccinated against COVID-19, 4% have been partially vaccinated, 12% plan to be vaccinated and 24% do not plan to be vaccinated.

Among those not planning to be vaccinated, 78% say they are unlikely to reconsider their plans, including 51% who say they are “not likely at all” to change their mind and get vaccinated. That leaves one in five vaccine-reluctant adults open to reconsidering, with 2% saying they are very likely and 19% saying they are somewhat likely to change their mind and get vaccinated — equivalent to 5% of all U.S. adults.

To help people get the vaccine, some pretty thinking outside the box ideas have been popping up, like brewer Anheuser-Busch is offering Americans free beer if the nation meets Biden’s goal.

Free beer for a vaccine that can save your life? Where’s this line? I had my shots already and plan to wear my mask while working this coming weekend.

After all I am a Convention Photographer and my workspace is around people, a lot of people so I am well in the thick of the crowd but I practice safe measures and protocols.

Why do we need face to face meetings, conventions, and conferences?

Having face to face with your peers in your industry is critical on many levels.

Here is my personal list of why face to face meetings is important.

  • Face-to-face conventions, meetings, conferences or more productive because they are focused.

Think about this, in person meetings often are more positive and productive. Meeting face to face creates more ideas than a virtual meeting.

  • Technology at meetings is constantly evolving and improve our ability to meet and network at higher levels.

As a Corporate Photographer for meetings, I have seen conference attendees use their phones, tablets, and Laptops more, to look at the conference schedules and events. Also, social media usage skyrockets which relates to many mentions of the meeting they are at. Meeting attendees post their favorite speakers on their LinkedIn and other social media accounts. So being in person is an integral part of any meeting.

  • Building Strong Relationships

Face to face meetings is vital for long-term business relationships. Meeting your client shows that you value their business and time. Reconnecting at a convention or tradeshow with a client always brings positive results and helps create a bond and often friendship.

  • Loyalty and Trust

When you create the face-to-face interaction and find a common goal a trust happens and loyalty follows.

These are just some of many reasons why need to get back to in person meetings on all levels. This past year has created a different way of doing business and yet many still need to meet in person.

So, meetings are coming back and I hope by 2022 it will triple in size, the pandemic will be behind us and we can go back to doing what we love. If you have any thoughts or feedback please share. Looking for a convention, meeting or event photographer? Send an email at joseph@proimagesphoto.com

Be safe and remember to wash your hands often, try to stand at least 6 feet part if you can. 2021 can be as productive as we want it to be if we stay focused on what is important and know we have great opportunities ahead. Subscribe to my news / blog.

San Antonio Conventions and Meetings, will they come back

San Antonio Conventions and Meetings, will they come back strong?

TRCSA Convention attendees between breakout sessions at the Henry B. Gonzalez Convention

Convention attendees between breakout sessions at the Henry B. Gonzalez Convention

San Antonio has seen a huge drop in conventions and meetings since March 2020. Hotel occupancy is not at normal levels. Current COVID vaccine rollouts are happening, so a good sign to see for the 3rd and 4th quarter of 2021. My past articles have talked about this probably more than I should but I feel I need to keep updating to a positive outcome happens.

As a Convention Photographer for many groups I have been affected, but my hope is to stay focused on the upward signs of getting back to what we all miss. I found an interesting article that was published back in Feb 2020, and my guess is that this was before all meetings were halted.

SmartAsset, which is a technology company that provides personal finance advice to make smart decisions in all areas, ranked San Antonio at number 2 in the country in their Feb 2020
“Best Cities for Conferences Edition” . They looked at different factors to come up with these rankings which were, total hotels medium and large, the average cost of a hotel, the average cost of a meal to attendees, distance from the airport to downtown, average travel time from the airport to downtown, crime rates and concentration of dining and entertainment in the city.

Here is what SmartAsset wrote about their ranking of San Antonio:

“San Antonio, Texas is second in our top 10, and is also one of the most affordable travel destinations in the country. Even if you cannot squeeze in a trip to the Alamo, San Antonio has plenty going for it when it comes to conferences. It has 349 total hotels, a top-three rate. That includes 87 medium-sized hotels and three large hotels. The average restaurant meal costs $50, and the average hotel room costs $138.”

This ranking of San Antonio is insightful, and I’m excited to know the Alamo city is ranked so high. Now we just need to get this pandemic under control and, if possible, completely eradicated. This will be a challenge, but with continued awareness, San Antonio will be a top-tier convention city again.

San Antonio has a lot to offer, and here are some of my favorite places in the downtown area that I have been hired as a convention photographer during the meetings and events over the years.

Henry B. Gonzalez Convention Center

Convention Photography of attendees on break in Bridge Hall Henry B Gonzalez Convention Center.

Convention Photography of attendees on break in Bridge Hall Henry B Gonzalez Convention Center.

Located where in the heart of downtown and is within walking distance to restaurants, tourist attractions, and many hotels. A capacity of 514,000 sq ft of exhibit space and so much more. This place is incredible. All the latest technology to make any convention run smoothly.

San Antonio Riverwalk

San Antonio Riverwalk River Barge Cruise with Convention attendees.

Convention photography services of San Antonio Riverwalk River Barge Cruise with Convention attendees.

Many opportunities for groups to enjoy the sites and sounds of the city. The food is endless, the place for anyone and everyone to just stroll and people watch. Many venues are located on the river for groups to have their private events. One place that I always enjoy, the roving dinners that are so popular with groups and places like Rio Rio Cantina that has several levels and overlooks the Riverwalk or Boudro’s executive chef Danny Ibarra, who marries the traditions and history of South Texas with the finesse of the world’s finest restaurants. This place is hard to get into because, well, it’s just that good, so book early for your groups. These are just a couple of places to get your interest.

Grand Hyatt San Antonio

Convention Photography of attendees holding Hyatt frame for a social media photo op during a Hyatt Leadership Summit held at the Grand Hyatt San Antonio.

Convention Photography of attendees holding Hyatt frame for a social media photo op during a Hyatt Leadership Summit held at the Grand Hyatt San Antonio.

An upscale 4-star hotel that is conveniently connected to the Henry B. Gonzalez Center and Riverwalk. It covers around 115,000 square feet of indoor and outdoor meeting space. I have covered so many meetings here I have lost count. The staff is on top of everything, and the groups I have worked with there often comment to me how much they just love this place. The hotel is a straight drive to and from the airport that takes about 10 minutes with traffic.

San Antonio Marriott Rivercenter

70,000 sq ft of meeting space and the older but like fine wine the San Antonio Marriott Riverwalk which has close to 20,000 sq ft.

Convention Photography services by proimagesphoto.com of Attendees engaging at a tradeshow booth at the Marriott Rivercenter

Convention Photography services by proimagesphoto.com of Attendees engaging at a tradeshow booth at the Marriott Rivercenter

It is just across the street from the convention center and Shops Rivercenter Shopping Mall. This place has so much history, and my memories go back to many that would fill a book twice over. I remember being chosen to be the photographer that took photos of President George Bush Sr back in 1992 for the San Antonio Drug Summit, which took place at the Marriott Rivercenter. My assignment was to take photos of President George Bush Sr. and the Presidents of Colombia, Ecuador, Bolivia, Peru, and Mexico. I was assigned a U.S. Marshall who followed me the whole time. I remember asking him why; his response was to be sure that I was not replaced with someone like my appearance to get close to the Presidents. I often had to go in the stairwells and not elevators, along with Secret Service. I will always remember that. I would show photos, but back in 1992, it was all negatives, and those were confiscated after the assignment.

La Villita and Arneson River Theatre

San Antonio Convention Photography of attendees at Arneson River Theatre

San Antonio Convention Photography of attendees at Arneson River Theatre

Located on the southern bank of the San Antonio River Walk. La Villita was the original “Little Village” of San Antonio and goes back to the 18th century. The history is rich with stories too long to be told here but today it is full of quaint shops called “The Artisan Village” and with great places to eat and connected to the famed Arneson River Theater where many groups have large scale outdoor events.

Not only does the Alamo have a history of Texas Independence, but it also has a history of hosting events for groups of all sizes. I can attest to this as I have been there capturing all the sights and sounds and taken group photos in front of this beautiful Mission.

Downtown San Antonio has a lot to offer to any group, small or large and when this virus is behind us, we will get back to doing what we do best. Conventions and meetings will make this city come alive, and I look forward to the day we can all meet again.

Meetings and Conventions where do we stand

Meetings and Conventions where do we stand

I miss the early morning General Sessions, the hot coffee and the crowds mingling in the hallways or foyers between breakouts. The connections that are created and the people I have worked with over the years. Convention Photography, capturing the smiles, the engagement at the tradeshows, the speakers and of all the people attending is what I miss most of all.

It is my hope that Conventions and Meetings be back soon but the reality is, the year is off to a slow start for Conventions and meetings of all sizes.

The majority of meeting planners are focused on rescheduling and rebooking events and my guess is also the locations that are available for later dates.

I found this great read about a survey by Global DMC Partners .

A survey of, 242 respondents were polled from the meetings and events industry. Below are some insights from their poll.

Key insights from the responses included:

  • There is a clear shift towards hope for face-to-face meetings to resume in the latter part of 2021 with most planners (53 percent) now predicting that their in-person meetings and events will resume sometime in Q3 & Q4 2021.
  • The General health and well-being of planners and their family and friends is the top concern now, as opposed to fear/uncertainty, travel & government restrictions, and job security in Q3 2020.
  • Also 92 percent believe a vaccine is the most important factor in bringing back face-to-face events, an increase of 10 percent from Q3 2020.

The Third quarter of 2021 seems a long way from February 2020 but, it’s now February 2021. The struggles and changes we all have had to make will get us there for the 3rd quarter or sooner. Just have to keep the faith. Q4 will certainly be better, that is my opinion and I am sticking to it. I believe that we may see companies schedule their meetings more in October and November to make up for Q1 and Q2.

Health protocols Conventions and Tradeshows. As I get back to offering Headshot Stations, I see all meetings highly recommend the use of masks. For example, Nevada state requirement for face masks will be required at both the Sands Expo Center and Caesars Forum. Every state has different rules. I will be sure to know in advance when I am on location. Even with the vaccine rolling out, there are still many that feel it will be some time before we all are safe.

Here is a list I found on a show that was in Las Vegas and posted their Health and Safety precautions.

  • Everyone is required to use face coverings, frequent hand washing and social distancing
  • Significantly increase entrance and exit areas to the exhibit halls to spread out gatherings of people more evenly throughout the facilities
  • Designate entrance and exit areas to control and screen visitors with discrete daily health queries, incorporating non-invasive thermal cameras, etc.
  • Reduce number of people at registration by requiring preregistration and mailing of badges
  • Prohibit new registrations on site so only pre-qualified and registered individuals will arrive at the SHOT Show
  • Configure traffic flow with one-way aisles
  • Install hand sanitizing stations throughout the show, and provide hand sanitizer to each and every individual attending the show
  • Enhance physical cleaning with hourly sanitizing of high-traffic areas throughout the show floor and common areas, including doorways, elevators and escalators
  • Collaborate with the Sands Expo Center, Venetian Resort and Caesars Entertainment in their advancements to be among the first in the nation to pursue certification for safety measures aimed at outbreak prevention through actions such as sanitizing the facility nightly. You can find more information of how the Sands Expo Center and Venetian Resort are combating COVID-19 by CLICKING HERE.

Tradeshow and Exhibitor companies will most likely create new ways to have attendees feel safe walking in a booth. Thermal Screening stations will be used. Additional hand sanitizers in all booths as an example. This alone is a subject I will go more in depth on my next post, stay tuned.

Travel is another challenge as many companies are having their employees working from home but as the vaccine rollout improves and the infection drops employers will start getting their staff back in the office which in turn, I can see that changing to allow travel to meetings. So let’s keep our fingers crossed hey even our toes.

Business travelers are going through an evolution and it is being reshaped. We all can agree that change is always going to happen in any circumstance. Fares may dramatically increase to cover the cost of deep cleaning planes after each flight and that cost will be added to the plane ticket.

I can remember back before this Pandemic I would see the occasional person wearing a mask and thought it was a bit odd. Now it’s so common. The transition to this new normal took time but it took and just like that we will get use to whatever is needed to be safe.

Touching on Virtual meetings. This will continue to be a large part of this industry for some time to come but also the fatigue of sitting in front of a monitor of any kind is growing. Keeping the viewer engaged can be a challenge and recent studies some have saying that the micro delays in audio, poorly lighted portrait images and lower resolution screens are just a few reasons of the fatigue.

Listed here are the most popular video conferencing systems in 2020.

FaceTime, Facebook Messenger, Zoom, Skype, WhatsApp, Google Duo, Google Hangouts Meet, Microsoft Teams, Amazon Chime, Houseparty and Marco Polo. Which do you use?

As we move into the new year it will be wise to continue the safe protocol.

I read recently that Flu cases are unusually low and my guess is the masks we are all wearing and social distancing. Last year 9 million cases of the flu were reported.

This is a time of crisis for the meeting industry and it poses real threats in all areas that support this industry. My guess is that we will be ok but countless jobs have been lost and may never return. Even more worrisome is the loss of the conventioneer who drives the economics of the meetings that are created. Let’s keep trying to do all we can to bring a better outcome. Get people back to what they love. Drive the virus away by wearing your mask, wash your hands and social distance. This a challenging time for all of us.

I look forward to the days that are ahead with confidence. I will end this quote that I really like.

“Having a positive mental attitude is asking how something can be done rather than saying it can’t be done” – Robert Foster Bennett

If I can help you with your meeting or convention send me your RFP. Looking toward 2021 to be a better year!

Conventions and Tradeshows, where are we now in this pandemic mess?

Conventions and Tradeshows for 2021, will it really happen this year?

Conventions and Tradeshows, where are we now in this pandemic mess? How can we overcome this challenge? So many questions but really not enough answers to make us feel really confident.

Travel is a bust for this sector as attendees and companies that send them are hesitant.  Many companies may still hold off until 2022 but I am hopeful that by 3rd quarter will bring back some meetings.

Even with the arrive of the COVID-19, vaccine challenges remain. Meetings will be different and probably for years to come.

The Chicago Tribune which wrote that Chicago’s convention Industry is cautiously planning conventions for the second half of 2021.

Around 59 events scheduled here from June 1st to Dec 31st including 39 major events that could draw over 800,000 visitors and over 800,000 hotel room nights this is from the Metropolitan Pier and Exposition Authority that owns the near South Side Venue.

This is just one city, and a good vaccination plan that works for everyone in the United States is needed. We are at the mercy of this mass vaccine distribution  but I understand that there is much to do so I wait patiently and look forward to being a part of what I love and miss. If you are planning a meeting please send your RFP HERE.

I am not taking deposits but will save the date for you and no cancellations fees will be charged if the show is cancelled due to the Virus.

Any thoughts please feel free to share. We are all in this together.

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