Logistics and Scheduling

Published on July 12, 2017

Scheduling

For first time schools, you should schedule a meeting to talk about logistics and determine the area you will be photographing.  If you are familiar with the school and them with you (and everything went to plan last time) a phone call and follow up email will suffice.

NOTE:  Sample emails are located in the email templates in EZGo with logistics details for the elective and non-sign up sessions.

Elective Session Logistics

  • This is formatted as an email… but remember an in-person meeting is best for new accounts. You can modify based on specific school details.
Hi **** DIRECTOR ***
   So excited to be creating portraits next week at your sweet school!!!
1.  See below for the kiddos signed up for portraits next *** Days you are photographing ***!
2.  What time would you like us to come?  (We like to come as early as we can so we have the maximum time photographing those sweet smiles!)
3.  What room will we be in?
4.  Session info.
  • Please schedule students with their siblings.
  • Please evenly divide as much as possible the number of kids for each day.
  • It helps to spread the littlest ones on both days- just so we have more opportunity to capture them during their good awake time.
  • We spend 5-10 minutes with each child.  (ok, sometimes more if a student needs a little time to warm up)
  • We’ll need a runner or 2 to keep a constant flow of kids 2 at a time. For the older kids it is ok to bring them 3 at a time.  If you have a parent or grandparent that wants to volunteer, we offer them a 30% discount on their portraits.
  • Please limit the area we are photographing in to only the kids be photographed.  This helps eliminate distractions for the kiddos and helps the parents get amazing images!
  • We can accommodate late sign ups if anyone asks, just have them sign up on the website and you can assign them their session day.
  • Please let your teachers know this plan.  If they are accustomed to typical school photography sessions, they may assume that picture day will be the same as in the past- and the biggest change is that we spend up to 10 minutes with each child, and that we have a runner bring the kids one at a time. (we don’t line the whole class up for photos.)

You can check this link for a real-time look at who has signed up:  <include link from ezgo event page “view sign-ups”> (The “View Sign-Ups button” gives a list of who has signed up and their class info, it can be filtered by name or time of sign up, this link is only active during sign up + 5 days.)

Non-Sign Up Session Logistics

  • This is formatted as an email… but remember an in-person meeting is best for new accounts. You can modify based on specific school details.
Hi *|SCHOOL_DIRECTOR|*

We are so excited to create your sweet kiddo’s portraits for our Campus Candids program on *|START_DATE|* – *|END_DATE|* .  Couple of things:

1.  We need student’s contact info by this     <DATE>.

Please complete contact template so we can create our barcodes for this session.  We need one email address per student (usually the mother’s address).   Please email this back to me at *|FRANCHISE_EMAIL|*. <You will need to send contact template spreadsheet>
 
2.  What time would you like us to come?  (We like to come as early as we can so we have the maximum time photographing those sweet smiles!)
 
3.  Session info.
  • This session is much different than our elective (sign-up) mini-sessions.  We photograph every child individually. (Sibling portraits are saved for our mini-session events.)
  • We spend 1-3 minutes with each child.  (ok, sometimes more if a student needs a little time to warm up)
  • We’ll need a runner or 2 to keep a constant flow of kids 3 or 4 kids at a time.
  • Please schedule an equal amount of children on each day.
  • Please schedule your youngest children on both days (this gives us a better chance of getting the youngest ones at their best time).
  • Please limit the area we are photographing in to only the kids be photographed (and of course the runner or teacher).  This helps eliminate distractions for the kiddos and helps the parents get amazing images!
  • Please make sure your teachers know this plan.  They may assume picture day runs like the previous session or previous photographer and most likely it is different!  THANKS!

THANK YOU!!!  Can I answer any questions for you?