How to Produce a Photoshoot: A Comprehensive Guide

What is Photoshoot Production?

A photoshoot production is the process of planning and executing a photography session that requires coordination between multiple team members. The producer oversees all aspects of the shoot, from initial concept development through final execution. This includes managing the budget, securing locations, hiring crew and talent, coordinating equipment, creating schedules, and solving problems on set.

While small shoots might only need a photographer and model, larger commercial productions often involve extensive teams including stylists, makeup artists, digital techs, and production assistants. The producer ensures all these elements work together seamlessly to achieve the creative vision.

Let's walk though each step of the process below.

Step 1: Develop the Creative Concept

The concept serves as the foundation for all production decisions. Start by defining the visual direction and specific requirements for the shoot. Create a moodboard that communicates the creative vision to all team members through reference images. When searching for reference images, consider:

• Lighting style

• Models and poses

• Wardrobe direction

• Location aesthetics

• Color palette

When developing the concept, consider both creative and practical constraints. For example, if you're shooting outdoors, factor in natural light conditions and weather contingencies. If working with products, ensure the concept aligns with brand guidelines and marketing objectives.

Step 2: Create the Production Budget

Budgeting for a photoshoot requires breaking down all anticipated costs across multiple categories. Equipment costs include camera gear rental, lighting packages, and grip equipment. Personnel costs cover day rates for the photographer, assistants, stylists, makeup artists, and models. Location expenses might involve studio rental, permit fees, and insurance.

Don't forget to account for additional costs such as catering, transportation, and equipment insurance. And always include a contingency fund of 10-15% of the total budget to handle unexpected expenses. Having this buffer helps prevent financial stress if problems arise during production.

Step 3: Scout and Secure Locations

Location scouting involves evaluating potential shooting spaces based on creative, technical and logistical requirements. From a technical standpoint, assess available power sources, natural light conditions, space for equipment setup, and background options. Logistically, consider parking access, restroom facilities, and climate control.

Before finalizing a location, verify all permit requirements and insurance needs. Some locations require additional liability coverage or special permissions. Others might have restrictions on shooting hours or equipment use. Address these details early to avoid day-of complications.

For a comprehensive guide on location scouting, check out our article on how to location scout for a film.

Step 4: Assemble the Creative Team

Building the right team is crucial for executing your creative vision. Start by identifying the core roles needed for your shoot. This typically includes the photographer, photo assistant, digital tech, stylist, hair and makeup artist, and models or talent. For larger productions, you might also need production assistants, additional stylists, or specialty crew members.

When hiring, review portfolios to ensure each team member's style aligns with the project. Check references and availability, then negotiate rates and sign contracts. Share the mood board and creative brief with all crew members to ensure everyone understands the vision.

Step 5: Create the Equipment List

Equipment needs vary based on the shoot's requirements, but most productions need three main categories of gear.

1. The camera package includes primary and backup camera bodies, lenses, memory cards, and batteries.

2. The lighting kit comprises strobes or continuous lights, modifiers, stands, and power distribution.

3. Digital workflow equipment involves laptops, hard drives, and tethering capabilities.

Always plan for redundancy in critical equipment. Bring backup cameras, extra memory cards, and spare batteries. Technical problems can derail a shoot quickly, so having backup options helps maintain momentum when issues arise.

Step 6: Develop the Production Schedule

Creating a detailed schedule keeps the production running efficiently. Break down the day into specific time blocks for setup, shooting, and breakdown. Factor in time for hair and makeup, wardrobe changes, and meal breaks. Be realistic about how long each element will take – rushing through setups often leads to mistakes or compromise in quality.

The schedule should also account for the natural flow of the day. For example, if shooting outdoors, plan around optimal lighting conditions. When working with talent, consider their energy levels and schedule more challenging shots earlier in the day.

For more in-depth insights, check out our article on how to make a shooting schedule.

Step 7: Create the Shot List

The shot list translates your creative concept into specific images to capture. For each shot, specify the setup description, technical requirements, talent needed, props required, and estimated time. Organize shots in a logical order that minimizes setup changes and maximizes efficiency.

Prioritize your shot list to ensure you capture the most important images first. This helps if you run into time constraints later in the day. Group similar shots together to minimize lighting changes and set adjustments between setups.

Use a shot list template to ensure you've planned for every detail prior to the shoot.

Step 8: Execute the Production

Production day requires active management of multiple moving parts. During setup, you'll need to oversee equipment load-in, power distribution, lighting setup, and digital workflow testing. Once shooting begins, monitor the schedule, direct talent, review images, and track shot list progress.

Effective communication is essential. Hold a pre-shoot briefing to ensure everyone understands their roles and the day's objectives. Establish clear protocols for sharing feedback and making adjustments. On larger sets, use walkie-talkies to coordinate between team members.

Even with careful planning, issues can arise during production. Build buffer time into the schedule to handle inevitable delays. Have contingency plans for technical problems or weather issues. Keep an emergency contact list and basic toolkit for quick repairs.

Most importantly, maintain a solution-oriented mindset. When problems occur, focus on finding workable alternatives rather than dwelling on the original plan. Sometimes these adjustments lead to even better results than initially envisioned.

Step 9: Post-Production Workflow

The post-production phase is critical for delivering high-quality final images. This process involves organizing, selecting, and editing photos to achieve the desired creative vision. A systematic approach to post-production ensures consistent results and efficient delivery.

Digital Asset Management

Begin by establishing a clear file organization system. Create a folder structure that includes the shoot date, client name, and project description. Within this structure, organize images into subfolders:

• RAW files from camera

• Selects (chosen images for processing)

• Work in progress files

• Final deliverables

• Client feedback and notes

Back up all files immediately after the shoot. Use at least two separate storage locations – one local and one off-site or cloud-based. This protects against data loss and provides easy access for team members who need to review the images.

Making Selects

The selection process typically involves multiple rounds of review:

First Pass: Remove technical failures like out-of-focus shots, closed eyes, or incorrect exposures. This creates a more manageable set of images for detailed review.

Second Pass: Choose the strongest options from each setup or concept. Look for images that best capture the intended mood, composition, and technical execution.

Final Selects: Work with the client or creative director to identify the shots that will move forward to retouching. Present these options in a organized way, such as a digital contact sheet or online gallery.

You can use Assemble's asset management tools to quickly share review links of your photo galleries so clients can leave comments, make selects and approve finals.

Image Processing

Image processing typically follows a structured workflow:

1. Basic Adjustments

• White balance correction

• Exposure optimization

• Lens corrections

• Crop and straighten

2. Color Grading

• Develop a consistent color palette

• Apply color grading presets or create custom looks

• Ensure consistency across all selected images

3. Retouching

• Clean up temporary blemishes or distractions

• Adjust skin tones and texture

• Refine clothing and props

• Handle specific client requests

4. Final Output

• Export files in required formats and sizes

• Include metadata and color profiles

• Prepare both web and print versions if needed

If you are skilled with photo editing tools, you can make these adjustments yourself. Or hire a professional retoucher to help take your photos to the next level.

Quality Control

Before delivering final images, conduct a thorough quality check:

• Review images at 100% magnification for technical issues

• Check color accuracy across different displays

• Verify that all client requirements have been met

• Ensure consistent styling across the entire set

File Delivery

Prepare final deliverables according to client specifications:

• Organize files using clear naming conventions

• Include any required metadata or keywords

• Provide both high-resolution and web-optimized versions

• Document any special processing notes or technical details

You can also share and deliver hi-res final files for download via Assemble once the photos have been approved.

Archiving

After project completion, archive the production materials:

• Original RAW files

• Final edited images

• Production documents (call sheets, shot lists, etc.)

• Client feedback and correspondence

• Processing notes and custom presets

This guide provides a framework for producing professional photoshoots from pre-production through final delivery. Every production is unique, so adapt these guidelines based on your specific project requirements.