As any producer of a successful – or unsuccessful – photo shoot knows, preparedness is the key to a successful photo shoot. Although the producer’s job is to manage logistics, link pertinent pieces of information, and make sure all parties are where they need to be when they need to be there, when it comes down to it, an excellent producer is an excellent communicator. Sure, setting everything up takes talent. But a truly talented producer will get everything set up and then make sure every single person involved knows what they need to know.
To keep yourself truly organized, make sure that you have the following information organized and at the ready. Most producers organize this information into a binder that is then carried anywhere and everywhere with the producer. This information should always be available should the client – or anyone else – have any questions throughout the process.
Front Cover
Your binder should have a nice front cover that shows:
- The project title
- The client name
- The name of the production company
- The name of the photographer
- Pertinent logos
- Date and time of the shoot
- Main contact name and contact information
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Inside the binder, we should find:
Contact Information
Make sure that the contact information of all pertinent parties for the shoot is available and in the binder. Should you need to reach out to anyone at all, their information should be available on the contact sheet. This includes:
- The client – main contact name and contact info
- The agency – main contact name and contact info
- The names, titles, and contact information of all crew members
- The names, titles, and contact information for all talent
Shot List
Your prep work for the photo shoot should include obtaining a detailed shot list from the photographer. At any point during the day, you should be able to reference this shot list and let your client and/or talent know where you are in the day. In addition to the shots, you should have detailed information on:
- Wardrobe necessities
- Prop necessities
- Any art direction information
Travel Information
Do you have parties traveling in and out for the shoot? If so, you should have all travel information at the ready, including:
- Names of those traveling
- Fight numbers and booking/confirmation numbers
- Ground transportation information. How is each party getting from the airport/train station to the shoot?
Accommodations
If you have parties staying in hotels for the duration of the shoot, you should have a sheet detailing:
- Who is staying where
- Hotel addresses
- Ground transportation information. How is each party getting from the hotel to the shoot?
- Check in and check out dates
- Confirmation numbers
- Information on per diems. Are parties allowed to spend a particular amount of money on incidentals at the hotel?
Day-Of Shoot Info
The necessary day-of info includes:
- The address of the location
- The location contact person and his or her phone number, email, and full name. Get a backup contact person just in case.
- A map showing the location
- Directions to and from the hotel and the location
- Insurance certificates
- Shooting permits
- Releases
In addition, you must have timing information available:
- Each person’s call time – when are they expected to be at the shoot?
- Any necessary release info (Talent A needs to be out by 3pm)
- When lunch breaks will occur
- When each person is slotted to be in the hair and makeup chair