024 -- July 16, 2010 -- Taking a Group Photo – part 1
This week’s article is the first of three based on a question from George in Panama. George tells me that he has a request to take a photo of his son’s Little League Team and inquires how he should approach this task. Wow! What a question! After reading this, I think you’ll realize that there isn’t a simple answer. Unfortunately, not all people involved may know you and will be expecting professional level results. If you are to accomplish this task at a level of high quality, pre-planning is essential. There are several considerations that must be taken into account before you start or even commit to the task: final expectations, equipment, location and lighting, group preparation and dress, posing, developing the files, printing the files, delivering the photos, and your cost to do the job. As I’m writing this, it also occurs to me that a person responsible for organizing group photos can also use this as a guide.
Planning and Expectations: I always like to plan jobs by starting at the end: what must the final product look like? This process generates a lot more questions that must be answered or solved before starting the job; for best results, this planning must be done with the person coordinating the team photos. You will need to discuss details with the photo committee or organizer and probably offer suggestions.
What size(s) prints will be needed? Are the photos to be offered as packages of different sized photos? Will the team photo be combined with an individual photo? Will choices of poses be offered? How will the photos be presented or packaged – in a simple envelope / framed / combinations? Is a complementary photo provided for coaches and sponsors. Very likely, you’ll be asked for a time frame for returning the finished photos. You’ll need to get prices for print and packaging costs from a photo service that you know provides consistently high quality.
Will any graphics need to be added to the photos (date / place / team / group / etc.)? What will be added to each photo? This must be very specific and clearly printed out. How do you plan to add the graphics? Some companies will do it for you – for a price; or you can do it yourself if you are confident of you computer and graphics program skills.
How will parents order and receive their photos? Set up a method for taking orders, collecting money, distributing the photos. If you are responsible for mailing photos, be sure to get packaging and postage costs as well. I usually plan on about 30 minutes per order to inspect, package, address and mail an order. Especially if all orders are not prepaid, how, when, and by whom will you be compensated for your expenses?
Who is responsible for organizing the actual photo shoot? Someone must make sure all team members and coaches are aware and planning for it? Parents must be notified of the upcoming photo shoot and will need an easy method to opt-out if they don’t want their child photographed. Who will be responsible for getting the photo release for children to be photographed? Often, the photo order and payment can be set up to double as a photo release. How will the photo area be organized so parents and observers aren’t in the way of the photographer or distracting to the members of the team?
Write down all of the details and decisions that are made. Review them with the team’s photo coordinator to be confident you’re in agreement. Meeting these expectations is important; you can surpass them, but don’t fall short. An unfortunate by-product of digital photography is that most people expect to see the finished product right now and at a price comparable to the cheapest box store’s price! As you can determine from the above need for details and planning, taking the team picture is not as simple or as inexpensive as taking a file to the photo kiosk and making a print.
Tip #1: Thoroughly plan the photo shoot job.
Tip #2: Offering a proposal of what you can do can make the pre-planning much easier.
Tip #3: Don’t promise end results that you aren’t confident you can deliver.
Tip #4: Cover your expenses. If your agreement is to do the photos “at-cost”, I suggest making a donation back to the team for any over payments.
