Every conference has great moments. We capture these and document the energy and stories of your event, transforming it into creative assets to help you with promotions and to build your community.
Conference Capture is a combined event photography and videography service. We document the activities, atmosphere and moments that make your conference special, then package everything into media and content that works long after your event ends.
You get professional photography and video coverage, packaged in ways suited to your organisation and the channels and outlets you use, whether that’s a simple gallery and highlights video, short themed videos or more focused, lengthier pieces. Your event can produce a wealth of materials that extend your conference impact for months.
Academic conferences bringing together researchers and practitioners.
Professional associations running annual gatherings and symposiums.
Knowledge events where expertise is shared and connections matter.
International development conferences and sector gatherings.
If your event is about ideas, research, or professional knowledge – and you want that value to last – this is for you.
A useful variety of angles of your keynote speakers, panel discussions and paper presentations.
Candid shots and footage of your delegates and team engaging in conversations, networking and activities.
The venue and location, the atmosphere, your marketplace and sponsors. All the small things that help tell the story.
Short soundbites with speakers, delegates and your team. These provide narratives for videos and demonstrate the impact of your event.
How we work: For most events, we work as a solo operator, subtly documenting your conference without disruption. No intrusive flash photography, no getting in the way, no making delegates self-conscious. We aim to blend in as much as possible, capturing authentic moments and genuine engagement.
Planned content, such as group photos or team portraits, as well as any delegate interviews, can be coordinated during breaks or at scheduled times to minimally disrupt the programme.
Our standard delivery would include a photo gallery (200-500 photos) plus an event highlight video (2-3 mins).
We have also put together a range of creative content options that you can choose from. We’ll review all of this in our initial meeting so that you can plan accordingly.
A focused short video around a conference theme. We can select relevant speakers, ask the right questions in interviews and produce a 1-2 minute video per theme. Perfect for showing how sessions have impacted delegates.
These short videos can highlight member achievements, project outcomes, or partnership benefits. We can feature specific individuals or initiatives showcased at your event. Perfect for bringing attention to successes.
Follow a first-time delegate through your event. We check in with them throughout the day and mix with some candid moments. The resulting 1-2 minute short video shows the authentic experience for your delegates. Perfect for attracting new members and showing prospective attendees what to expect.
Throughout the day we can capture your team in action, along with a couple of spoken quotes or a voiceover. This is great to showcase the preparation and collaboration that makes the event a success. Perfect for recognising your staff and volunteers, recruiting new team members and sending out through internal communications.
Transform key session insights into 30-60 second social-ready clips. Quick, shareable learning moments on current topics. Perfect for year-round social content and demonstrating thought leadership.
Whilst everyone is together it can be useful to capture group and individual photos of the team, committee, keynote speakers, award recipients and even the full conference cohort. Perfect for websites, news pieces, team recognition, annual reports and historical records.
News-gathering style audio conversations with delegates, speakers, and participants. Organic, in-the-moment perspectives on conference themes and experiences, packaged into a podcast episode. Perfect for organisations with an existing podcast, but also audio snippets for social media and authentic testimonials.
Dedicated coverage of sponsor visibility and exhibition engagement. This may be a few extra posed photos or deeper with focused interviews and clips. Perfect for sponsor retention and recruitment.
Over one or two short meetings we discuss your event, key sessions, what outputs matter most and structure your package.
A quick check-in to share your programme, highlight essential coverage and confirm logistics so we can hit the ground running.
Professional photography and video throughout. We capture sessions, networking and atmosphere and execute the plan.
We can deliver a handful of images right away, even same day. Then we process, edit, and package everything into the agreed deliverables. You receive organised, ready-to-use content.
Full gallery and videos delivered via easy download. Everything full quality, organised, ready to share.
Team liaison role: We recommend appointing one team member to work with us on the day to give some guidance, help identify interviewees and other small tasks.
If you’re new to conference planning we have this handy guide to help plan your media.
A practical guide to capturing your event professionally – whether you’re doing it yourself or hiring help.
Most conference organisers think about photography and video too late, or aren’t sure what they actually need. This guide walks you through the key decisions, timeline, and considerations – so your event gets the media coverage it deserves.
This guide is for conference organisers, events managers, and committee members responsible for planning academic conferences, professional gatherings, and knowledge events – especially if it’s your first time managing media coverage or you want to get better results than last year.
Conference Capture is tailored to your event duration and needs. Below are some examples:
Single Day Photography: £650
One full day of on-site photography, a gallery of 200–400 edited photos, with a few photos on the day for social media.
Single Day Photo & Video day: £1,050
One day of combined photo and video coverage, a gallery of 200–400 edited photos, a 2–3 minute highlight video, and a few images on the day.
Two Day Event Photo & Video: £1,850
Two days of combined photo and video coverage, the full gallery, a highlight video, and two short themed clips.
Add-Ons
Extra video editing will be quoted before the event at a rate of £400 per day. For example a short video may add an extra £150.
Express turnaround of all assets within 72 hours: +15%
Travel costs are included. Overnight accommodation where necessary must be provided.
Get in touch for a quick meeting to discuss your event and we can provide a no-obligation quote.
You’re not just getting photos. You’re getting professional capture of your event’s value. Content you can use for:
View our latest conference coverage.
Planning a conference?
Get in touch 2-3 months before your event for best availability and results. Last-minute bookings are of course possible, but advanced planning works better for everyone.
Questions about coverage?
We’re happy to discuss your specific needs, talk through package options, or just advise on what makes sense for your event.
Frequently Asked Questions
2-3 months is ideal. Gives us time to understand your event properly and ensure we’re available. Last-minute bookings sometimes possible.
Yes – UK-wide and international events. Travel and accomodation costs added to quote.
We work with academic and charity sector budgets. Let’s discuss what’s possible – we can often tailor packages to fit.
You’re responsible for getting speaker consent. We can provide template permission forms if helpful.
We focus on in-person events where atmosphere and connection matter. For hybrid events, we capture the in-person experience.
No – we specialise in professional capture and post-event content rather than live broadcast. Live streaming requires different technical setup and expertise.
