111 · Insights · Guides
What to send us before your event: a short checklist
Four things to share with your photo and video team a week before the event, so the coverage runs smoothly and nothing important is missed.
Introduction
Good event coverage starts before the cameras arrive. When we receive the right information a week ahead, we can plan every room, every speaker and every photo you will need afterwards.
The programme and the venue
Send the final programme with times and room names, and a floor plan if you have one. Tell us where the stage, the registration desk and the exhibition area will be.
The people who matter
- Names and photos of the speakers and guests of honour
- The moments you must not miss, such as an opening speech or a signing
- The contact person on the day, with a phone number
Consent and sensitive moments
Tell us if anyone should not be photographed, and whether children or vulnerable people will attend. We bring consent forms and agree with you how to handle these moments.
How you will use the photos and films
A same-day highlight film, photos for social media during the event, or a full report afterwards each need a different plan. Tell us early, and we will make sure everything is ready on time.
01 · Insights
Keep reading
How to choose an event photographer and videographer in Kigali
How to choose an event photographer and videographer in Kigali: what to ask, what to check in a portfolio, how to agree rights, consent and delivery times.
Read the articleFilming and photographing events at BK Arena: what organisers need to know
What organisers need to know to film and photograph events at BK Arena in Kigali: rights holders, accreditation, lighting, crowds, consent and a checklist.
Read the articleHiring a local crew in Rwanda: what to expect
What to expect when hiring a local crew in Rwanda: which roles you can fill locally, kit, languages, contracts, tax, data and a booking checklist.
Read the article