The event photo checklist: images that help people say yes

An event image has a practical job: help someone imagine being there. The best photo is not necessarily the most artistic. It is the one that makes the experience, setting and audience easier to understand.

Use this checklist before, during and after an event so your next listing is built from strong, permissioned material instead of whatever happens to be in a staff member's camera roll.

Before the event: make a shot list

Choose the photographs you need before the doors open. Assign one person to capture them and make sure they understand where photography is allowed.

• Cover image: one wide, uncluttered view that represents the main experience.
• People participating: real interaction, not only people facing the camera.
• Setting: an image that helps visitors understand the venue and atmosphere.
• Key detail: the food, craft, equipment, stage, product or activity that makes the event distinctive.
• Host or team: a warm, credible image of the people delivering the experience.
• Accessibility and amenities: useful views of access, seating or facilities where appropriate.
• Partner image: a photograph that fairly represents collaborators, performers or stallholders.

Choose a strong cover image

The cover needs to work as both a large hero and a small thumbnail. Use a landscape photograph with a clear subject, natural colour and enough space around the important action for different crops.

Avoid using a poster as the only image. Posters often become unreadable on a phone and can date quickly. Keep the event name, date, price and address in the listing fields where they remain readable and searchable.

Show what attendance feels like

Photograph from the visitor's point of view. For a workshop, show hands using the materials and enough of the room to understand the group size. For a food event, show the dish and the social setting. For live music, capture both performer energy and the audience environment.

Wide, medium and close-up views create a more useful set than ten near-identical stage photos.

Protect permission and privacy

Decide how you will notify attendees about photography and collect consent where required. Take particular care with children, private events and anyone who asks not to be photographed. A ticket purchase should not be treated as automatic permission for every marketing use.

Confirm that you have the right to use images supplied by photographers, performers, sponsors and venues. Record the creator, permission and any credit requirement with the file.

Capture files your team can actually use

• Clean the camera lens before shooting.
• Use the highest practical resolution and avoid digital zoom.
• Capture horizontal and vertical options.
• Hold each composition steady and take a small burst.
• Check faces, signage and backgrounds before moving on.
• Keep an original file without text, logos or filters burned in.

Write useful alternative text

Alternative text conveys the meaningful visual information to someone who cannot see the image. Describe what is happening and include relevant context.

Useful: A pottery tutor demonstrates wheel throwing to six adult beginners in a bright studio.

Not useful: Event photo 2026 final version.

Do not stuff keywords into alt text or repeat a long event caption. If an image is purely decorative, empty alternative text may be appropriate.

After the event: organise the library

Within 48 hours, select the best images, confirm permissions and rename files with a simple description and date. Store originals separately from edited exports. Record the event, photographer, people shown, usage permission and expiry or credit conditions.

Choose:

• one future cover image;
• three to five social-ready highlights;
• one team or partner image;
• one behind-the-scenes image; and
• one practical image that answers a visitor question.

Final pre-publish check

1. Does the image represent the event honestly?
2. Is the subject clear on a small screen?
3. Do you have permission for this use?
4. Is the file sharp, correctly oriented and free of accidental private information?
5. Does the alternative text explain the meaningful content?

Every Find What's On event can include one free cover image, with gallery and video options available on selected paid promotions. Create your business profile and put your strongest event photograph to work.