Event photography for CDIA, including CDIA Connect, a multi-day conference in Washington, DC.
Corporate + event photography
Your event has a job to do. So should the photographs.
Conference coverage, corporate events, and on-site headshots, planned around the people, moments, and pictures your organization actually needs.
Edited galleries, delivered within 1 to 2 business days.
Based in the Mid-Atlantic. Covering Washington, DC and events across the U.S.
Recent event work
Organizations I have photographed for.
Corporate events and commencement for SANS and the SANS Technology Institute.
Since 2023, I have also photographed a long list of events at the National Press Club in Washington, DC, from policy briefings to awards programs.
Three ways to work together.
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Event and conference coverage
Conferences, summits, annual meetings, receptions, awards programs, and multi-day events. I plan the coverage around your agenda and what the photographs are for. Request event coverage -
Corporate headshots
Scheduled, on-site headshots for executives, leadership teams, employees, speakers, and attendees. Part of your event, or on their own. Ask about headshots -
Recurring events
Several events a year, or one conference that moves cities? Keep the same photographer, and the same understanding of your people and priorities, from event to event. Plan a year of events
Good event photographs show the whole room, not just the podium.
Anyone can photograph a speaker at a lectern. The pictures your team ends up using are usually the others: the person in the third row who just heard something they did not expect, two people who finally got to meet in the hallway, a full ballroom a few minutes before the keynote.
I work to get all of it, and to get it without anyone feeling like they are being photographed. You end up with a gallery your communications team can use right away, for social media, press, the recap email, and next year's sponsor deck.
My job is to get the photographs without becoming part of the event.
I know how these days run.
Agendas slip. A keynote runs long, a VIP arrives early, a sponsor wants one more group shot before lunch. I have worked enough of these to expect it, and I am usually already standing where the next thing is going to happen.
Since 2023, a lot of that has been at the National Press Club, along with hotel ballrooms, university halls, and private venues around the region. I am comfortable around executives, speakers, and press, and I stay out of the way of all of them. I am based in Shepherdstown, West Virginia, about ninety minutes from DC, and I work events across the Mid-Atlantic and around the country.
Plan the photographs around what happens next.
Before the event, I want to know where the photographs are going. It changes what we intentionally photograph, and it keeps the gallery useful instead of just full.
If you are not sure yet, that is fine. We can sort it out when we build the coverage plan.
- The recap email and post-event report
- Social media
- A sponsorship deck
- Your website
- The annual report
- Next year's registration campaign
- Internal communications
- Press and media
Event coverage
Events I cover
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Conferences and summits
Keynotes, breakouts, panels, the exhibit floor, sponsor signage, and the hallway in between. I work from your agenda and adjust when it changes, which it will.
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Receptions and networking
Candids, a few group shots if you want them, and the sponsor moments your team needs to show later. I keep it loose so people stay relaxed.
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Awards and ceremonies
The presentation, the handshake, the look on the winner's face, and a portrait of each recipient if there is a good spot for it.
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Association and policy events
Panels, briefings, member meetings, and receptions, often in rooms with flags, TV cameras, and a strict schedule. I have done a lot of these.
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Multi-day events
The same careful eye on every day, with galleries sorted by day and session so your team is not hunting for anything.
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Executive and VIP coverage
Leadership, keynote speakers, and special guests, photographed quietly. If someone can give you ten minutes for portraits between sessions, I can make good use of them.
Headshots
Corporate headshots, on site.
Scheduled headshots for the people your organization needs photographs of, set up where your team already is, so it fits into the day instead of pulling people out of it.
Headshots can be part of an event or a standalone assignment. If your executives, speakers, or board members are all in one place anyway, that is a good time for portraits too.
Good for
- Executives and leadership teams
- Board members
- Employees and new hires
- Speakers and panelists
- Conference attendees
Tell me who needs photographs and where, and I will build a schedule into your proposal.
Ask about headshotsTell me who needs photographs
Who they are, how many, and where. A conference, an office, a leadership offsite.
We build the schedule
I plan around your day, so people come through at set times and the rest of the event keeps moving.
Your team gets edited headshots
Finished photographs in an online gallery, ready for websites, directories, and press.
Recurring events and travel
Your event can move. The working relationship can stay.
For recurring events, it helps to work with someone who already knows your people, your brand, and your priorities. You should not have to start over with a new photographer every time the conference changes cities.
I am based in the Mid-Atlantic and available to travel for events across the U.S. We will work out the coverage and the travel as part of the proposal, so the plan is clear before you book.
Tell me about your calendarOver time, I learn
- Your executives and the guests who matter most
- Your brand priorities
- The rhythm of your events
- How you like the photographs to look
- What your communications team needs
- How and when you want delivery
Pricing
Straight answers on price.
Every event is a little different, so I quote each one. These are starting points, so you can budget before we talk.
The final number moves with the hours, the number of days, how quickly you need photographs, and whether you want a second photographer.
By the hour
A reception, a panel, a briefing, or an awards program.
from$500
per hour, 2 hour minimum
Edited images, delivered within 1 to 2 business days of the event.
Half day
A shorter conference, a ceremony, or a long reception.
from$1,750
up to 4 hours
150+ edited images, delivered within 1 to 2 business days of the event.
Full day
A conference, a summit, or an all-day meeting.
from$3,250
up to 8 hours
250+ edited images, delivered within 1 to 2 business days of the event.
Multi-day
I would rather cover your real agenda than squeeze it into a daily rate.
Custom
a quote built around your schedule
Delivery planned around your agenda, in your quote.
Additional coverage is from $500 an hour.
Everything is included.
Add only what your event needs.
- 150+ edited photographs on half-day coverage, 250+ on a full day
- 1 to 2 business days to your finished gallery
- One photographer who plans the day with you
Also in every booking: a Standard Business Usage License, a private online gallery for downloading and sharing, and backup gear with your images backed up as I go. Clear pricing, with any travel or venue costs shown in your quote up front.
Tap what you want. Nothing is booked or charged.
Request my proposalIf you need photographs fast.
Standard delivery is within 1 to 2 business days of the event. If your communications team needs images the same day, tell me and we will plan for it, whether that means a handful of finished photographs to post that afternoon or the whole gallery on a faster clock.
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Same-day selects
A small set of finished photographs you can post while people are still talking about the event.
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Next-day delivery
A fuller selection, edited and waiting for you first thing the next morning.
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Rush on the full gallery
Everything, edited, on a shorter clock than usual, for when the whole team needs it.
More from the rooms
Click any photograph to see it large.
Speakers and panels
Keynotes, panels, and the person at the audience microphone.
Networking and receptions
Hallways, coffee lines, and cocktail hour.
Conferences and summits
Full rooms, big stages, and ceremonies.
Details and branding
Signs, programs, swag, and anything a sponsor paid for.
People being actual humans at corporate events
Laughing, listening, and getting very into the prize wheel.
How it works
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Tell me about the event
The date, the place, the schedule so far, and what the photographs are for.
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We build the coverage plan
I plan around your agenda, your people, and where the pictures are going, so the gallery is useful and not just full.
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You get a clear proposal
Coverage, deliverables, travel if there is any, and the price, all in one place. When you are ready, you sign and pay a retainer to reserve the date.
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I photograph, you get the gallery
You run the event and I stay out of your way. Your team gets an edited gallery that is easy to download and share.
Common questions
Do you travel?
Yes. I am based in the Mid-Atlantic and available for events across the U.S. Washington, DC, Virginia, Maryland, West Virginia, and Pennsylvania are regular work for me. For events farther away, we work out the coverage and the travel together, and your proposal shows the plan before you book.
Who photographs the event?
I do. You deal with me from your first message through delivery of the gallery.
Can you cover a multi-day conference?
Yes, and they are common. I build the coverage around your agenda, and the galleries come back sorted by day.
Can we add headshots?
Yes. Headshots can be added to an event or booked on their own. Tell me who needs them and where, and I will build a schedule into your proposal.
Can you cover our other events?
Yes. Many organizations run more than one event a year, or move a conference from city to city. If you tell me what is on your calendar, we can plan the coverage together and keep it consistent from event to event.
How much does coverage cost?
Starting points are on this page: from $500 an hour with a 2 hour minimum, half days from $1,750, and full days from $3,250. Multi-day events are quoted around your agenda. Your proposal shows the final number, including travel when it applies.
Can we use the photographs for marketing?
Yes. Your organization gets a Standard Business Usage License, which covers your website, press materials, social media, email, presentations, reports, and sponsor decks. Bigger commercial uses, like a major advertising campaign, are handled separately, and the rate guide explains how.
How many photographs will we get?
Half-day coverage includes 150+ edited images and full-day coverage includes 250+. Shorter coverage delivers fewer, based on the length of the event, and a multi-day event is planned in your proposal. The goal is a complete record of the event, without padding the gallery with repeats.
How soon will we get them?
Standard delivery is within 1 to 2 business days of the event. If you need photographs faster, same-day selects and next-day galleries are both available.
Can we get photographs during the event?
Often, yes. Same-day selects depend on the size and schedule of the event, so we plan for them ahead of time. Tell me you need them and I will build it into the proposal.
Do you bring backup equipment?
Always.
Can you work from our shot list?
Please send one. VIPs, sponsor requirements, must-have photographs, and brand guidelines all help, and the more I know ahead of time, the better the gallery will be.
Do you shoot video?
No, only photographs. I am glad to work alongside your video team.
What is on your event calendar?
One reception, a multi-day conference, or a year of events: send me what you know so far. A date, or even a rough window, is plenty to get started.
I will write back with availability and a proposal. Sending this form does not hold a date, and nothing is booked until you sign.
You can also email me directly at aaron@aaronmayphoto.com.