For attendees, a photo opportunity with the speaker whose keynote just awed and inspired them can be a special way to end the event. Undoubtedly, a photo lineup is a nice way to give attendees a few minutes alone with the speaker and provide them with a special memento.

For event coordinators, however, a photo lineup can be a logistical nightmare–a veritable traffic jam of people in a line that never seems to move or get shorter.  

Some people will inevitably take longer than their fair share of time with the speaker, photos may not turn out well due to lighting or a bad angle, and multiple re-takes will likely be requested.

To keep your post-event photo lineup functional, fun, and moving forward, here are a few tips:

Hire a professional digital photographer

This will ensure that the photos come out right the first time. A professional photographer will set up the proper lighting, backdrop, and camera angle. With a professional photographer, there will be fewer (if any) photo retakes. The photos will be better quality and the line will move more quickly. And attendees will appreciate the service and high-quality photos.

Set up the “photoshoot” location accordingly

Make sure the photoshoot is set up in a location that will not block people trying to exit the event and will allow ample space for attendees to form a line. This may seem obvious, but you’d be surprised how many times this actually isn’t thought through before setting up a location for the photo lineup. Bonus: Have a photo backdrop with the event and sponsor logos printed on it. This will look more professional and is a good way to promote the event.

Assign two people from your team to manage the line

Plan to have at least two ushers tasked only with the job of managing the line. One should manage attendees once they get to the front of the line and one should usher people away after they have taken the photo. The first usher should instruct people of photo etiquette with the speaker and inform them where they can safely place their bags while taking the photo. After attendees have taken the photo, the second person should usher them off and inform them about how and where they can access the photo. This second usher will also ensure that attendees don’t linger too long with the speaker after the photo has been taken and keep the line steadily moving.

Go one step further for VIP guests

For VIPs do a little something extra by sending them a framed copy of their photo in the mail. Consider engraving the frame with the event and speaker’s name, the date and the event location.

Where previously you could get 100 people through a photo lineup, with this system you’ll get 300 through in the same amount of time. Follow these tips, you’ll be well on your way to successfully managing the dreaded post-event photo lineup like a pro.

Tasha Harris is the Content Associate at BigSpeak Speakers Bureau. She graduated with honors and a degree in English from the University of California, Santa Barbara.  She also holds a certificate in Publishing from the Denver Publishing Institute at the University of Denver. Contact her at TashaH@BigSpeak.com