Whether updating your website’s photos or redesigning, you need eye-catching, professional visuals that reflect your brand, people, and services. Photo shoots help capture your organization’s story with compelling imagery that engages your audience and elevates your website.
We’ve found that photo shoots are a lot like hosting a party. It’s all about creating a great vibe, gathering the right people, and ensuring every detail is flawless. However, just like a party, the unexpected can happen—like a change in the weather, people not showing up, or equipment glitches. But with a thorough checklist, thoughtful coordination, and attention to detail, a photoshoot can turn into a fun experience that leaves everyone smiling and with great results.
So you can learn from our years of coordinating photo shoots, we created a handy photography checklist full of tips based on our firsthand experiences with photo shoots. A thorough photography checklist helps cover all key details, ensures nothing gets overlooked, and addresses potential challenges ahead of time. This streamlines the photo shoot process, cuts down on last-minute chaos, and provides you with peace of mind that everything is running as smoothly as possible.
Follow our photography checklist below to help ensure your next photo shoot goes off without a hitch and captures your vision!
10 Steps to Stress-Free Photo Shoots
1. Set the Vision: Determine Objectives & Style
Before the camera starts clicking, set a clear vision for the shoot. Whether you need new photos for your organization’s website, marketing materials, or social media, knowing the purpose ensures the final photos match what you intended.
Also, remember to stay true to your branding guidelines during the shoot. Match colors, backgrounds, fonts, and tone to your established brand so every shot feels consistent. This attention to detail not only makes your visuals cohesive but saves time by reducing the need for reshoots.
2. Scene Setting: Pick Your Location & Environment
Whether you choose an office or outdoor location, selecting the perfect location sets the stage for a successful shoot. Ensure that the environment matches your vision, and always have a backup location choice ready in case of unexpected weather or other disruptions. If permits are required, secure them ahead of time to eliminate last-minute stress.
Also, because every location is different in the amount of light it gets, make sure you have a plan for specific lighting needs to get the best visuals possible. With careful planning and the perfect setting, you can bring your vision to life
3. Picture Perfect: Prep Your Models & Team
Decide early whether your shoot will feature employees, professional models, or both. Once you have your team assembled, prep everyone with clear expectations for what to expect during the photoshoot to keep the day stress-free and efficient. Setting the right tone helps everyone feel comfortable and confident in their roles.
Plus, don’t forget to have everyone sign model release forms. This small step prevents legal hiccups later on and guarantees you can use the images as planned.
4. Lights, Camera, Timing: Set Your Schedule
Scheduling is the backbone of a seamless photo shoot. Coordinate with everyone involved—models, photographers, and staff—to find a time that works for everybody. Then, collaborate with your photographer to create a detailed schedule for the day of the shoot. Discuss key shots you want and plan times for breaks for the team so things stay running smoothly. Clear timing and coordination mean fewer surprises and a flawless photo shoot.
5. Capture Your Vision: Map Out Key Shots
A well-planned photo shoot starts with a comprehensive shot list that aligns with your goals. Working with your photographer to prepare this list in advance ensures every essential detail is captured without missing anything. Discussing which angles and poses you prefer ahead of time also streamlines the shoot, saving you time and ensuring every shot brings your creative vision to life.
6. Tech Check: Ensure Equipment Works Smoothly
Photo shoots rely on the right equipment setup, and it can get pretty technical at times. Finding a power supply is a common road bump that pops up during shoots, so make sure the location has ample power outlets to fuel your shoot.
If video or audio recording is part of the plan, double-check with your photographer that audio equipment is running properly to get clear, crisp audio. Double-checking that gear is working well keeps the photo shoot on track and preserves your vision.
7. Expect the Unexpected: Have a Backup Plan
Sometimes, bad things happen to even the best photo shoots. Be prepared for the unexpected with smart contingency planning.
For outdoor shoots, always have a backup indoor location or a flexible schedule to dodge bad weather. For indoor sessions, minimize disruptions by planning around peak activity hours or choosing quieter spots. A little foresight ensures your photo shoot stays on track, no matter what comes your way.
8. Stay Energized: Keep Snacks Handy
A well-fed team is a happy, efficient team. Keep your shoot running smoothly by taking care of the crew and team with snacks and drinks, especially during longer sessions. A little refreshment goes a long way in keeping energy levels up and everyone comfortable, focused, and ready to deliver their best.
9. From Edit to Export: Track Post-Production Deliverables
Smooth post-production starts with explaining your vision to your photographer, photo editor, and/or designer. Whether it’s specific retouching you want, color grading, or other visual preferences, sharing these details with the photographer ensures that the final images match your brand’s aesthetic.
Also, be sure to clarify the file formats (JPEG, PNG, RAW) you prefer and set an expectation for when you want the files delivered to you. This way, timelines stay on track, and you receive polished, professional imagery that meets your expectations.
10. Web to Print: Optimize for Perfect Results Everywhere
Specify to the photographer to optimize images for both web and print. For online use, have them create smaller file sizes to ensure fast loading without sacrificing image quality. For print, make sure that they maximize image resolution to keep every detail sharp and vibrant. This dual approach ensures your photos look their best, whether they’re on a screen or in a magazine.
Ready to Dazzle Your Audience with Fresh Photos?
With a well-planned photography checklist, photo shoots can be a fun, stress-free experience. Best of all, the final imagery can show the heart of your organization with images that reflect your brand and resonate with your audience.
Big Storm specializes in using compelling imagery and innovative web design to create websites that drive success. Reach out today to discuss how Big Storm can use powerful imagery to boost traffic to your website.