Web Summit is one of Europe’s largest tech conferences, attracting over 70,000 visitors each year. The massive crowds, countless booths, and artificial lighting present unique challenges for event photographers. Here’s what I learned from covering this major event.
Pre-Event Preparation
Before arriving at the venue, thorough research and planning are essential. I made sure to:
- Review the event timeline and schedule
- Create an equipment checklist
- Map out key locations within the venue
- Locate the Media Village (the dedicated area for press, photographers, and videographers to offload media for social media posts)
The Web Summit media coordination team was excellent—they were responsive and provided crucial information about press conferences and interview schedules at the Media Village, which made the entire process much smoother.
Getting Your Press Badge
Securing a press or media badge rather than a standard attendee badge is crucial. The press pass significantly speeds up venue access, allowing you to move in and out much faster than regular attendees.
Pro tip: Collect your badge the day before the event to avoid wasting valuable time queuing in the morning for accreditation.
Setting Up at the Media Village
Upon first arriving at the Media Village, take time to familiarise yourself with the essential areas:
- Power outlets for charging laptops and equipment
- Dedicated desks for editing and uploading photos
- Wi-Fi access (make sure passwords are saved on your devices)
- Secure storage areas for camera bags, laptop bags, and other equipment
Photographing the Main Stage
One major advantage of having a press badge is early access to certain areas. At Web Summit, press photographers enter the main stage through a separate entrance, allowing closer proximity to the stage for better shots of speakers.
Maria Sharapova at Web Summit 2025
Working with Other Media Professionals
Large events typically have multiple photographers and videographers covering the stage. Maintain situational awareness:
- Be mindful of other photographers around you
- Avoid tripping or bumping into others
- Be respectful of staff and fellow media professionals
A collaborative atmosphere makes the process easier and more pleasant for everyone.
Coverage Strategy
Don’t stay in one spot—move around the stage to ensure comprehensive coverage of:
- Keynote speakers
- Panel discussions
- Overall stage design and branding
- Background context and visual elements
Make sure all key participants are well documented.
Panel with Khaby Lame
Capturing the Atmosphere
Beyond the speakers themselves, photograph audience reactions and the general vibe of attendees. It’s important to demonstrate that the event is well-attended and engaging—not just speakers addressing half-empty seats.
Special Moments
This year featured an unexpected highlight: a flag parade representing the different countries attending Web Summit. This appeared to be a first for the event and provided a colorful, Olympic-style opening ceremony that added visual variety to the coverage.
Flag parade at Web Summit 2025
Equipment List
Camera Bodies
For this shoot, I used:
- Primary: Nikon Z6 Mark III (full frame)
- Backup: Fujifilm X-T5 with a fast lens for low-light situations
Having two camera bodies is highly recommended—it eliminates the need to switch lenses and ensures you don’t miss important moments. I suggest dedicating one camera to telephoto zoom and another to wider shots.
Lenses
My main lens for the event was the Nikon 70-180mm f/2.8, which served as my telephoto zoom. This all-in-one zoom lens proved invaluable for:
- Reaching the main stage
- Photographing audience members
- Capturing fast-paced shots of people moving around
Additional Gear
- Flash (as backup, though less critical than the main zoom lens)
- Multiple memory cards for backups
- Spare batteries to ensure you never miss important moments
Important note: Lighting quality varies by venue. Always bring flash and light modifier equipment just in case—better to have it and not need it than the reverse.
A telephoto zoom lens and full frame camera are particularly useful when shooting in dark environments like event spaces. The combination provides both the reach and low-light performance necessary for professional results.
Photographing the Expo Floor
The expo floor presented a different type of challenge—and opportunity. I focused on capturing:
- Genuine candid interactions between company representatives and attendees
- The human element of engagement
- Overall booth presentations and design
Booth Photography Importance
Companies invest significant resources into their conference booth setups, and booth space at these events is particularly expensive. It’s important to showcase them in the best possible light.
Creative Booth Displays
Companies at Web Summit were inventive in attracting visitors, using:
- Interactive games and raffles
- Free giveaways
- Formula One racing simulator
- Video Games
- Claw machines with prizes
- Humanoid robot demonstrations
Ferrari/IBM booth at the conference
The Street Photography Connection
Photographing the expo floor is remarkably similar to street photography—lots happening simultaneously, requiring you to use your compositional eye to isolate interesting visual elements and human interactions.
This is why practicing street photography is valuable: it has direct practical applications in professional event photography. The skills translate perfectly to the fast-paced, dynamic environment of a major conference.
Final Thoughts
Event photography at this scale requires preparation, the right equipment, respect for fellow professionals, and strong compositional instincts. Whether you’re shooting keynote speakers or expo floor interactions, the goal is to tell the complete story of the event—the people, the energy, the innovation, and the connections being made.
Practice your craft, especially street photography skills, and you’ll be well-prepared for any event photography challenge that comes your way.
