As a longtime professional event photographer, I am regularly hired to cover corporate events of varying scale, in most every type of venue – and under every type of event lighting. A large stage with multiple spotlights and huge projection screens on each side makes an impressive presentation, but just as often I find myself in a dimly lit hotel ballroom or a small meeting room with only recessed lighting. Sometimes the speaker will request that no flash photography be permitted, as it can be distracting – particularly if the speaker is looking at a teleprompter. But it’s only fair to advise my client on the effect of their lighting choices, particularly since it’s been ordered in advance and already set when I arrive. I’d like to introduce a couple of considerations for those organizing events.
Let’s examine two scenarios, beginning with a stage presentation. With a larger stage presentation there are typically two ways to light the stage. One possibility (in some venues) is to use ceiling mounted lighting, sometimes permanently mounted. The advantage is that the venue may have fine-tuned their lights to wash the stage evenly. However, the risk is that the lighting may be at too acute of an angle to properly light the person on stage, particularly in rooms with very high ceilings. Lighting that is too high will give that midday sun look, with the speaker’s eyes being in shadow and looking like dark holes. See the example image at left. Adding flash can help mitigate that issue, but that will only work for closer shots from right in front of the stage. And not all speakers like having a flash go off repeatedly right in front of them.
The alternative is to bring in additional spotlights on trees or trusses. This provides the ability to get the lights down lower so that it can illuminate the eyes of anyone on stage, particularly if on a tree. See the example image at right. Trusses will do this if they aren’t too close to the stage, and they allow you to spread the light evenly. The drawback to this option is the placement of the lighting in relation to seating for guests. If the layout of the event permits it, I highly recommend this option.
A good question to ask your A/V team is whether or not they will be able to make the stage lighting comparable to the projection screen(s) that may be on either side of the stage. Similar illumination levels will be easier on the audience’s eyes, and allow your photographer to catch images that show the speaker and the screen to which they’re referring. See the examples below. If they are able to use daylight-balanced lights, or gel the lights to be closer to the color of the projection screen, it will help. And I love it when the lighting engineer can tell me the color temperature of their lighting!
The second scenario is a meeting room or ballroom, usually lit with only downward facing recessed (or “can”) lights. This lighting creates hot spots directly under a light and comparatively dark areas in between lights. Anyone standing under a light will have the same dark shadows in their eyes and usually a bright (overexposed) forehead and nose. Definitely not a flattering look! Since this is typical for events with many breakout sessions in individual hotel meeting rooms it usually isn’t cost efficient to bring in lighting in all those rooms. But your photographer should be able to provide a well-placed flash to tightly illuminate the speaker without irritating all the guests. See the examples below.
Since I’m being hired to cover an event it’s safe to say that the images captured are important, and will likely be used to advertise (and attract potential attendees to) next year’s event. Should your hire Morton Visuals to handle your event photography I would be more than happy to help you coordinate your lighting with the A/V contractor at your venue. After all, it’s in my best interests to do everything I can to help us capture great images of your event. Please feel free to email us with any questions, or feel free to post any comments here. And of course the sharing of this article is greatly appreciated!