How to plan a photography session

Today I would like to share with you a little behind the scenes look at my work. My work doesn’t start with a session, it begins from the moment you send me the enquiry form. Yes! From the moment you press that send button, I am buzzing! I always want to make sure I give you the best photography service and meet your needs. If you are reading this as a client hopefully you will find it interesting to see how I work. If you are reading this as a fellow photographer, I hope you can take something out of it and apply in your client work. So let’s begin! How to plan a photography session.

The initial enquiry received from the client

Every client is different, however, once that first initial enquiry is through I always go back with the following:

• type of session required (maternity photography/newborn photography/family photography) and cost details
• details of product packages I offer after the session
• when do you plan to have a photography session
• who will be attending the session 
• where would you like to have a photography session

Details

Once the first e-mail is sent and I have received a positive reply I confirm the booking including the following:

• confirming date/time/location and who is attending the session
• laying out the total cost of the session, required deposit, any additional cost for travel if required

Welcome Guides and Client Questionnaire

As soon I have received a deposit the booking is confirmed and date secured. All my clients will receive the following:

• client welcome guide which is packed with information for the upcoming session, including a ‘what to wear’ guide
• digital products and packages guide
• client questionnaire to learn a little bit more about the family I am going to photograph
• links to my Pinterest boards with further inspirations on what to wear

Day before and day of the session

Day before of the session I would send a quick e-mail or a text to double check all is OK for the session. I confirm timing and location just to be sure we are going to the same place. On the night before I also prepare all my equipment:

• charge batteries
• check all cards
• clean camera and lens
• prepare blankets if required
• prepare a silly toy 

On the day of the session I prepare water and maybe some snacks if I have to travel a little further.

Session

Once I have arrived at the location I greet my clients and introduce myself to all. At this point, my camera is usually still in my bag or just on my neck. I speak to the parents first and then move to the kids. Sometimes if they are shy I continue speaking with parents. Kids then have time to listen to the conversation and feel more at ease. This works most of the time. If not I sometimes start talking to kids about their favourite things and that usually gets their attention too 🙂
I briefly talk to the parents how the session will look and we began our shoot.

After the session

After each session, I send a message to the client to say thank you for the time spent with them. I then start my post-session workflow:

• upload all pictures to the computer
• create copies of the photographs and back them up
• send sneak peek gallery to the client no later than 3 days after the session 
• edit all chosen photographs
• send link to full client gallery within 2 weeks of the session

Packages and printed products

If the client hasn’t yet decided on their product packages I lay out the options to them once again as I did in my initial conversation. If they have selected a package with photo album I send them online swatches for the album covers and talk through the details. I also send a short video showing all available album covers.
For the album, the client chooses their pictures via online gallery and I then design the album. Once designed I send a link to online album view. The client then has a chance to review and swap any pictures on the layout. Once the client is happy I send the album for printing.

Delivery of the printed products

All printed products come to me so that I can check them and make sure everything is in order. Following this, I package your products carefully and send them over via post or if you are local I drop them by myself.

Thank you

If I deliver printed products I always add a little thank you card to the package. If the client went for digital-only products then a thank you card is sent by post as well. 

So there it is! My little workflow I follow through with each client. I hope you find it informative and useful. If you have any questions or would like more in-depth information about any of the above just give me a shout! 

Till next time

Ewa x