Logistics Plan with Directors

Published on July 12, 2017

Logistics Plan for Elective Sessions

It is very important that you and the director be on the same page with how your portrait day will be conducted.  When you schedule your portrait day, use the following checklist to ensure that you are both in sync.

The following 2 emails are located in the email templates page in EZGo.  Open and update specific school information and send email to school contact (make sure to update the “To” field to “school contact”!)

Hi *|SCHOOL_DIRECTOR|*
   We are so excited to create 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 divide the littlest ones between 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.)

Here is the list of who has registered:
***  ADD LIST HERE ***

(you can copy and paste the access report (Event/Access Report).  This report has the child’s name, class, teacher and their access report.

Logistics Plan for Non-Elective Sessions

*** NOTE:  The email from EZGo does not allow you to attach a file…. you need to send an xls file with this email.  Copy the template into your regular email, attach file, then send.  🙂

Hi *|SCHOOL_DIRECTOR|*
We are so excited to create your sweet kiddo’s portraits for our Campus Candids program.  We will be photographing on*** Days you are photographing ***!
 Couple of things:

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

Please complete the attached xls file 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|*.
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 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 that can 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!