Managing a Photoshoot

A photoshoot, if organised well, will look simple and straightforward. As with so many things in life this requires careful planning. There are also many things to be aware of in the execution of the shoot and the subsequent follow up. This note is written primarily from the perspective of a Time for Prints or Time for CD (TFP/TFCD, sometimes referred to as TFx) shoot. However the basic principles apply to any shoot.

The most important thing to remember is that you, as the photographer, own the shoot. You are the one responsible for the smooth execution of all aspects. The amount of effort you put into the planning of the shoot will be the biggest determining factor in the success, or otherwise, of the shoot.

Planning

Model(s)

Select the right model for the job. All models are not equal, each has their own specialties, as does each photographer.
Check the model's references
If possible, meet up with the model well in advance to discuss the shoot. Meet somewhere public. A coffee or sandwich is advised, alcohol should be avoided.

Location

If using a location you have not used before, scout it in advance so you know the best spots and any dangers.
Ensure everyone has clear directions to the location

Theme

Agree exactly what type of shots you want - style, outfits, props, levels of nudity, and makeup.
If it is a TFx shoot, consider any ideas the model would like for his or her portfolio

Compensation

Agree the compensation. If TFx, agree exactly what will be provided (how many images, what sizes, what formats, what medium) and within what time.
Agree who will be responsible for expenses: accommodation (inc. chaperones), travel, studio, MUA, etc.

Logistics

Get email addresses and phone numbers for all participants at the outset
Advise the model if you will require him or her to bring ID or proof of age to the shoot
If you will be using a release form, ensure you provide a copy to the model at the outset of the discussions, and certainly no later than one week prior to the shoot. Under no circumstances spring the release on the model on the day of the shoot.
Agree the times for start and end of the shoot
Agree if the model will have a chance to review the shots before final selection and editing, and the process and timelines for this
If significant aspects of the shoot are agreed by phone or in person follow up with an email
Ensure everyone has phone numbers for you and the location. It may help to let everyone have each others' phone numbers, but never divulge somebody's contact details without their permission
Confirm if the model will be bringing a chaperone. If there is more than one model, confirm that other models are comfortable with the presence of another model's chaperone. If the model is under 18 a chaperone is strongly advised.
Confirm all details by email with models, MUAs, stylists, studio, accommodation, etc. one week before the shoot and again the day before the shoot. If you do not get a reply to an email, phone.
The day before the shoot check that all equipment is in working order, batteries are charged and that you have sufficient film / memory cards for the shoot.
On the day of the shoot, leave in plenty of time.

Execution

Health Safety

Ensure that all participants are aware of the locations of emergency exits
Ensure that all equipment, and particularly cables, are secured
On longer shoots, take breaks (a good opportunity to back up memory cards)

Respect

Turn up on time. Turn up early if you need to set things up before the model arrives.
Ensure a separate, private changing area is available for the model. If not, leave the studio when the model is changing and only re-enter with permission
Respect the model's personal space. If a pose, hair, clothing or accessories need adjusting you should instruct the model. An acceptable alternative is to ask the chaperone to make the adjustment. Never intrude on the model's personal space or make such adjustments yourself unless you have asked permission, clearly indicated what you are going to do and obtained the model's permission.
Stick to what was agreed. If a fashion shoot was agreed do not start asking the model to do nudes.
If the model is uncomfortable with any ideas, drop them (the ideas, not the model).
Finish at the agreed time

Communication

As the shoot progresses, communicate continuously with the model. If using digital, show him or her samples of the shots so s/he can judge what is working and what is not. Models are not mind readers. Explain what you want. Say what is working. Say what is not working and how to fix it.
Communicate, communicate, communicate.

Follow-up

Deliver what was agreed within the time agreed
If you anticipate or experience, communicate as early as possible so as to manage expectations.
If you are just starting out, it is worth soliciting feedback from the participants on how things went, including planning, arrangements on the day, follow up after the shoot and, of course, the images.

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