Plan two kinds of images on purpose: playful ones that show the theme and the mood, and formal ones that suit corporate communication. Decide which moments and which people belong to each, where the backdrop stands, and how costumes are treated in formal images. Agree the approval route for each type before the dinner.
A theme turns a company dinner into an occasion. Decor, costumes and music change the mood, and colleagues take pride in how they look. It also asks the photographer to deliver two things that can pull apart: images that capture the fun and images the company can use without embarrassment.
This page is part of our look at company celebration and awards photography. It helps you decide how to hold both.
Why plan two kinds of images?
Playful images show energy, friendship and effort. They are what colleagues share with each other the next day. Formal images show leaders, award recipients and the company in a form suitable for reports, websites and stakeholders.
If you do not plan the difference, the gallery tends to drift towards one or the other. A gallery full of costumes may be unusable externally, and a gallery of stiff portraits may feel unlike the evening. Naming both sets early gives the crew a clearer job.
How do you decide which images are which?
Use the audience. Ask who will see each photograph and what they expect.
| Image type | Typical audience | Example moments |
|---|---|---|
| Playful | Employees, department groups | Costumes, dance floor, table antics, photo area |
| Formal | Leadership, stakeholders, public channels | Awards, speeches, portraits, wide room shots |
| Either | Depends on approval | Group photographs, theme decor |
Our guide on candid and directed event photography explains how the two approaches differ in practice. A short photography style preference brief lets you state the look you want.
Where does the theme appear in formal images?
The theme can still be present in the setting: the decor, the lighting, the stage. A formal photograph of a speaker in front of a themed backdrop keeps the occasion without relying on costume.
Agree whether people in formal images should wear the costume. Some companies ask recipients to wear it, and others ask for formal dress for the award itself. Keeping executives visible without losing the employee celebration offers ideas for balancing leaders and staff.
How should backdrops and photo areas be set up?
A themed photo area encourages playful images and takes pressure off the rest of the room. Place it away from the main flow and out of the line of the stage, so queues do not block service. A separate formal backdrop, if needed, can stand elsewhere with plain lighting.
Think about how the backdrop looks in photographs, not just in the room. Working around decorative lighting that looks different in photographs explains why some effects need adjustment. If you plan a station for guests, casual guest portraits alongside an event commission shows how it can work.
A hypothetical example
Imagine a 300-guest dinner with a retro disco theme. Staff are encouraged to wear 1970s outfits, and the executive team will present awards in smart attire. The organiser asks for playful images at the photo area and dance floor, and formal images of awards and the leadership.
The crew places a playful backdrop near the entrance and a plain formal backdrop behind the stage for award portraits. After the event, the playful gallery is shared with all employees, and a small formal selection goes to the communications team for the annual report after approval. Annual dinner photography from reception to final programme outlines the broader flow.
What about sensitivity and inclusion?
Themes can draw on cultures, religions or professions. Some choices are harmless, and others may offend or exclude. Ask a colleague who knows the relevant background to review the theme, and avoid asking guests to pose in ways they may find uncomfortable.
Modesty and personal preference also vary. Modesty and religious preferences in event photographs and the wider workplace context in workplace festive celebrations with a mixed employee audience give useful questions. Never assume what any guest will be comfortable with.
How does this affect coverage and delivery?
Two kinds of images ask for two kinds of attention. The crew may need more time at the photo area and more coverage on the dance floor, which can affect hours or crew size. The quotation states what is included.
Delivery follows the split. Label the playful and formal sets, decide who approves the formal images, and consider the audiences described in different image packs for media, sponsors and internal teams.
What to tell the photographer
- The theme and the dress expectations.
- Which people appear in formal images.
- The formal and playful images you need.
- The location of backdrops and photo areas.
- Who approves each set.
- Any sensitivities guests may have.
We confirm these points in writing so the crew can plan lighting, positions and timing.
Checklist
- Write the theme and the dress expectations.
- List the formal images the company needs.
- List the playful images the staff will enjoy.
- Decide where backdrops and photo areas go.
- Plan formal portraits for leaders separately.
- Review the theme for cultural sensitivity.
Tell us the theme, the leadership's expectations and the uses you have in mind, and we will propose a split between playful and formal coverage.
Plan our themed dinner photographyCommon questions
Can the same image be both playful and formal?
Sometimes, but not reliably. A costume that works for colleagues may not suit a published report. Agree in advance which images are intended for which audience, and select accordingly.
Should leadership dress in the theme?
That is a decision for the company. If leaders are in costume, ask whether formal portraits are taken separately in their ordinary dress. Do not assume participation is expected of everyone.
Will costumes affect the photographer's work?
Costumes can make faces harder to see, add props that block light and confuse caption names. Share the theme in advance so the crew can plan, and ask guests to wear name tags if captions matter.
What about themes drawn from a culture or religion?
Think carefully about respect and inclusion. Ask a trusted colleague with the relevant knowledge to review the theme, and avoid directing guests into poses or props that could offend.
Plan our themed dinner photography
Tell us the theme, the leadership's expectations and the uses you have in mind, and we will propose a split between playful and formal coverage.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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