Large Group Photos at Corporate Events in Singapore: How to Plan
Short answer: A good large group photo is mostly planning. To get it done in minutes:
- schedule it in the programme, at a time when everyone is present (never at the end)
- choose a location with enough space and a raised camera position
- arrange people in rows, seated in front and standing behind, with VIPs in the centre
- assign helpers and have the MC call people in
- take several frames, so every face has open eyes
With this in place, even a group of a few hundred people is usually photographed in 10 to 15 minutes.
Written by Ricky Ee, Director of RS Photography. We photograph group photos at conferences, annual dinners, AGMs, ceremonies and company events in Singapore.
When to take the group photo
The most common mistake is leaving the group photo to the end of the event, when people have already left.
Good times:
- Right after the opening or keynote, when everyone is seated and the guest of honour is present
- Before a meal break, when people are already standing up
- Before dinner seating at an annual dinner, while guests are gathered at the reception
Put it in the run-of-show with a fixed time, and tell the MC. If a VIP must be in the photo, check when they arrive and leave.
See our conference photography checklist for the full programme timeline.
Choosing the location
| Location | Works well for | Watch out for |
|---|---|---|
| The stage | Groups up to about 80, indoors, with the event backdrop | Stage weight limits and safe steps; enough light on faces |
| Ballroom or hall floor | Larger groups, with the camera raised at the back | Clearing chairs and tables in time |
| Building steps or staircase | Natural rows, so every face is visible | Handrails, safety and blocking other people |
| Atrium, from an upper level | Very large groups, photographed from above | Getting permission for the upper level; railings in frame |
| Outdoors | Building entrances, project sites, campus lawns | Heat, sun in people's eyes, and a rain plan |
Visit the location before the day, or ask the venue for photos, so the photographer can choose the camera position in advance.
Arranging the group
By group size
| People | Arrangement | Camera position |
|---|---|---|
| Up to 30 | Two rows: seated and standing | Eye level or slightly raised |
| 30 to 100 | Three or four rows: seated, standing, and standing on steps or the stage | Raised: steps, risers or a stable platform arranged with the venue |
| 100 to 300 | Many rows on steps, risers or a staircase, or a tight crowd photographed from above | High: a balcony or upper floor with a safety railing |
| 300 or more | A tight crowd photographed from above | An upper floor or balcony with a safety railing; for an aerial view, a licensed drone operator |
Simple rules
- VIPs in the centre of the front row, seated or standing, in the order of precedence where it matters.
- Shorter people in front, taller people behind.
- Every face visible: ask people to look for the camera between the heads in front.
- Close the gaps so the group looks full.
- Keep the edges for other guests. Wide lenses can stretch people at the edges of the frame, so place VIPs in the middle.
- Banner or logo: hold a banner in front, or place the group in front of the backdrop.
Getting everyone in place quickly
- Ask the organiser for two or three helpers to guide people into rows.
- Have the MC announce it: "Please make your way to the stage for the group photo", with simple directions.
- Call people in by group for very large photos: VIPs first, then departments or tables.
- Prepare seats for the front row in advance.
- Have the photographer lead once people are in place: one clear voice, a countdown, and a few quick instructions.
Taking the photo
- Several frames: in a large group, someone always blinks. Take a burst of frames and choose the one where everyone looks best.
- Light faces evenly: use flash or extra lighting indoors, and avoid harsh midday sun outdoors.
- A fun version: after the formal photo, one or two frames with cheering, waving or a company gesture are popular on social media.
- Smaller groups after: VIPs only, the organising committee, or each department, while people are still there.
Aerial and drone group photos
A drone gives a striking view of a very large group outdoors, such as the whole company forming a logo or a number. It needs a licensed drone operator and the right permits, and some locations in Singapore don't allow drones at all. The operator plans the flight path and keeps safe distances from people under CAAS rules. Plan this weeks ahead, and have a backup from a balcony or upper floor.
Delivery
- High-resolution files for printing large photos and for annual reports
- Cropped versions for social media, websites and newsletters
- Same-day delivery of the group photo, if you want to post or show it during the event
See same-day event photo delivery.
Budget
Group photos are usually included in the event coverage. A very large group may need an extra photographer, a raised position arranged with the venue, or a drone operator. For typical event photography ranges, see corporate event photography costs in Singapore.
FAQ
When is the best time to take a group photo at a corporate event?
Right after the opening or keynote, before a meal break, or before dinner seating, when everyone is present. Put it in the run-of-show with a fixed time, and never leave it to the end of the event.
How do you arrange a large group for a photo?
Seat VIPs in the centre of the front row, put shorter people in front and taller people behind, close the gaps, and make sure every face is visible between the heads in front. Use steps, a stage or risers for more rows.
Where should the camera be for a large group photo?
Raised above the group: on steps, risers or a stable platform arranged with the venue for 30 to 100 people, and on a balcony or upper floor with a safety railing for larger groups, so every row is visible.
How long does a large group photo take?
With a fixed time in the programme, helpers, an MC announcement and a prepared location, a group of a few hundred people is usually photographed in 10 to 15 minutes.
Can we use a drone for a company group photo in Singapore?
Yes, outdoors in permitted locations, with a licensed drone operator and the right permits. The operator plans the flight path and keeps safe distances from people under CAAS rules. Plan it weeks ahead and have a backup from a balcony or upper floor.
Summary
For a large group photo at a corporate event in Singapore:
- schedule it in the programme, never at the end
- choose a location with space and a raised camera position
- arrange rows, with VIPs in the centre
- use helpers and the MC to bring people in quickly
- take several frames and deliver print and social versions
Planning an event with a big group photo? Send RS Photography the venue, expected numbers and programme, and we will reply with a nett quotation and a group photo plan. Request a quotation
Related reading: Corporate event photography in Singapore: the complete guide
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