How big a crew does your corporate event need?
Answer a few questions about your programme and get a suggested photo, video and live-stream crew, with a reason for every role. It uses the same crew-sizing rules we publish in our planning guides. Copy the brief and send it with your enquiry; we confirm the final crew in writing with your fixed quote.
Crew & coverage estimator
Suggested crew
This estimator needs JavaScript. The rule it applies: start with one photographer per room running at the same time, and add a roamer when networking, foyer or sponsor moments fall outside agreed breaks or other duties run at the same time; we confirm this against your programme. Send us your programme and we will size the crew for you.
Estimate only, based on our published crew-sizing guidance. Pricing is on our rates page.
How to use it
- Pick the format closest to your event and the attendee band.
- Count the rooms, halls or areas that run at the same time in your busiest block, not the total on the agenda.
- Tick the box if registration, arrivals, sponsor booths or a VIP walkabout must be covered while sessions are running.
- Choose your turnaround and any add-ons, then copy the brief into your enquiry with your date, venue and run sheet.
What drives crew size
- Concurrent rooms. A photographer can only be in one room at a time. Our conference photography crews start from one photographer per concurrent room, with a roamer when networking or foyer moments fall outside agreed breaks or other duties run at the same time.
- Overlapping must-capture moments. Arrivals during seating, a VIP walkthrough during a keynote, or stage and floor at a gala each need their own assignment. See corporate and gala events.
- Booth count at shows. For exhibition photography, the exhibitor list matters more than hall size, and large shows run to a producer's schedule.
- Video and streaming. Video scales with the finished pieces you need; live streaming crew scales with camera count and with how many rooms stream at once.
- Delivery deadline. EXPRESS 24™ adds an on-site editor rather than more photographers.
Attendee numbers alone rarely settle the question: floor plan, stage distance and programme complexity matter more. See our event photography service for how we plan coverage, and our rates for published prices.
Questions planners ask
How many photographers does a conference need?
Start with one photographer per room running at the same time. Add a roamer when networking, foyer or sponsor moments fall outside agreed breaks, or when other duties run at the same time; we confirm this against your programme. A single-room programme may need only one photographer when the key moments happen one after another.
Does attendee count change the crew?
Not on its own. Concurrent rooms, floor plan, stage distance and overlapping must-capture moments matter more. Larger audiences, VIP visits or heavy sponsor activity can still call for more crew, which we confirm against your run sheet.
Does EXPRESS 24™ need a bigger crew?
It adds an on-site editor who works alongside the shooting crew; the number of photographers still follows the shooting plan. Same-day photo delivery is included when it is agreed in your brief and fixed quote. A same-day video edit is quoted as a separate line.
Is the estimate a quote?
No. It is a planning starting point built from the crew-sizing guidance we publish. We confirm the final crew, including who covers which room, in writing with your fixed quote. Published prices are on our rates page.
Share the estimate on your site
Writing a planning guide or an internal event checklist? Copy a plain HTML table of the crew shown above. It carries no script and no tracking, and you can edit or remove the credit line.
Turn on JavaScript to generate the embed code.
Next step
Send us your run sheet.
Share your date, venue and programme with the brief above. You'll get a crew plan and a fixed quote within one business day.