Professional Conference Photographer

We are seeking a talented, on-site conference photographer to capture the energy, professionalism, and community of our 2027 Conference in Reno, Nevada. The selected photographer will play a key role in visually telling the story of the event—documenting educational sessions, networking moments, exhibitor engagement, and special events—while producing high-quality images for real-time promotion and future marketing efforts. This individual should have a keen eye for candid moments, an understanding of event flow, and the ability to deliver polished, versatile imagery that reflects the spirit and impact of our conference. Overview We are seeking a professional photographer (with the option to include an assistant, if needed) to provide comprehensive on-site coverage of our 2027 Conference, beginning with registration on Sunday, February 7, at 3:30 PM through the closing endnote on Thursday, February 11, ending by noon. With more than 100 educational sessions, multiple social events, and a dynamic exhibit hall, this role is critical in capturing the full scope and energy of the event. The selected photographer will be responsible for documenting a variety of moments, including wide-angle crowd shots at sessions and events, candid, engaging images of individuals and small groups, and posed group photos, such as the Board of Directors and award winners. AOAP will provide a prioritized shot list and key sessions at least one week in advance to support planning and execution. Conference programming hours are as follows: Sunday (3:30–6:30 PM), Monday (8:00 AM–6:00 PM and 7:30–10:30 PM), Tuesday (8:00 AM–8:30 PM), Wednesday (8:45 AM–6:00 PM and 7:00–11:00 PM), and Thursday (8:45 AM–12:00 PM). These hours reflect the full conference schedule; however, the photographer is not expected to provide continuous coverage during every moment of programming. Instead, coverage should be strategically planned in coordination with AOAP to ensure key sessions, events, and priority moments are captured. A detailed shot list and schedule of priority coverage will be provided at least one week in advance to guide coverage. In addition to still photography, the photographer will create two video deliverables using captured images. The first is a 4–5 minute highlight video, incorporating conference branding and logos, to be delivered no later than 9:00 AM on Thursday for use during the closing session. You can view our 2026 wrap-up video / highlight reel at https://www.youtube.com/watch?v=SL-PV4-HAnE. The second is a promotional video (approximately 45 seconds) highlighting the conference experience, to be delivered within 30 days following the event. Final deliverables should include approximately 150 professionally edited images, along with access to and usage rights for all raw images captured during the conference. The selected photographer will also be responsible for recording and producing one (1) 60-second Public Service Announcement (PSA) during the conference. AOAP will provide the script, key messaging, and general creative direction. The photographer will be responsible for on-site video capture, audio quality, and post-production editing to deliver a polished, ready-to-publish final product. The completed PSA should be delivered within 30 days following the conference. You can view an example of an on-site PSA at https://www.youtube.com/watch?v=q2t97jl2-cM Qualifications The ideal photographer will be an experienced event professional with a strong portfolio demonstrating the ability to capture both large-scale conferences and intimate, candid moments. Applicants should have a proven track record of delivering high-quality images in fast-paced, live environments and the ability to anticipate and document key moments as they unfold. The selected photographer should demonstrate: Experience photographing conferences, corporate events, or similar multi-day programs A portfolio that reflects a balance of wide-angle crowd shots, candid storytelling, and polished group photography The ability to work independently and collaboratively, with strong communication skills and a professional on-site presence Flexibility to adapt to a dynamic schedule, including early mornings, evening events, and simultaneous activities Experience producing short-form video content or slideshow-style recap videos using still images Proficiency in photo editing and timely delivery of high-resolution, professionally edited images The capability to manage and deliver large volumes of digital assets, including raw files, in an organized and accessible format Preference may be given to photographers who can provide an assistant, have experience working in convention center or hotel environments, and demonstrate familiarity with branding integration for marketing-focused deliverables. Compensation and Logistics Compensation for this engagement will be based on the photographer’s proposal and should reflect the full scope of work outlined, including on-site coverage, editing, and video deliverables. Applicants are asked to submit a detailed fee structure that clearly outlines all costs associated with their services. AOAP will provide one (1) complimentary guest room at the host hotel from Saturday, February 6, through Thursday, February 11, 2027. All other expenses—including travel, meals, equipment, and any costs associated with an assistant—are the responsibility of the photographer unless otherwise specified in the proposal. The selected photographer will be expected to coordinate closely with AOAP staff in advance of the event, including reviewing the conference schedule and shot list provided at least one week prior. On-site, the photographer should be prepared to work independently while maintaining clear communication with designated staff to ensure key moments and priorities are captured. Final deliverables must be provided according to the outlined timeline, including the on-site wrap-up video by Thursday morning, edited images following the event, and the promotional video within 30 days post-conference. All assets should be delivered in an organized digital format with appropriate usage rights granted to AOAP for marketing and promotional purposes. Proposal Submission Requirements Interested photographers should submit a complete proposal that clearly outlines their qualifications, approach, and cost structure. Proposals should include the following: Company / Individual Information: Name, business name (if applicable), location, and primary contact information Relevant Experience: A brief overview of experience photographing conferences, corporate events, or similar multi-day programs Portfolio Samples: Links to online galleries or samples showcasing event photography, including crowd shots, candid moments, and group photos Approach & Work Plan: A short narrative describing your approach to capturing a multi-day conference, including how you prioritize coverage, manage overlapping sessions, and ensure key moments are documented Video Capabilities: Description of your experience creating slideshow-style or promotional videos, including examples if available Proposed Team Structure: Indicate whether you will work solo or with an assistant, and outline roles and responsibilities if applicable Pricing & Fee Structure: A detailed breakdown of all costs, including on-site coverage, editing, video production, and any additional fees Availability Confirmation: Confirmation of availability for the full conference schedule (February 7–11, 2027, with arrival on February 7 if utilizing provided lodging) Turnaround Time: Confirmation of your ability to meet the required deadlines for the wrap-up video, edited images, and promotional video References: At least two (2) professional references from similar engagements Additional Information (Optional): Any additional details that differentiate your services, such as unique style, technology, or past client outcomes Proposals should be submitted electronically by July 2, 2026. Please review the full RFP attached for additional information.