Photo shoots can be fun and exciting but they do require a lot of work and organisation – planning, preparation and communication are critical to keep the team on task, fulfil client requirements and achieve a successful shoot. As an account handler you are responsible for managing the photo shoot, keeping track of the photographer, any assistants/stylists/suppliers being used, products, models, and of course, timings!
Here are some helpful account handler tips and things to consider…
Preparation ahead of the shoot
Confirm photographer, studio space and equipment. If the shoot is taking place at the photographer’s personal studio, verify that all of the necessary equipment is available, including all accessories and set components required. If you are shooting on location, no matter where you shoot, always ensure you research the area you are intending to use as a backdrop – many of the locations may require a permit, may be inaccessible, or affected by weather etc.
If your shoot involves a product, be sure to coordinate suppliers and delivery between the client and the studio ahead of time. If you’re working with a retail product, request that the product comes directly from the manufacturer rather than relying on items that have already been handled in a store environment. If you’re shooting food consider timings of how long the food will last and provide a sufficient quantity to pick through.
Make a detailed shot list including all the components/props required for each set/shot, and put them in order. If you are photographing clothing, products or food, it is essential to know what goes with what before you get to the studio. Create visuals grouping items together for each shot (so you are aware of which accessories/sets go with which models/products) to make managing even easier. It is always a good idea to ensure you have client approval of all shots beforehand as it may not be possible to take additional shots required at the last minute on the shoot, due to lighting, timing, props available etc. Expectations of the images to be captured should be clear from the start.
Schedule a pre-prod meeting/call with key team members. Arrange for the photographer, stylist, art director and account manager (and the client contact, if necessary) to attend a meeting/call a week prior to the shoot and go through the shot-list and visuals. In addition to tying up loose ends and clarifying expectations, this is an opportunity for the team to meet the studio team and get a sense of the way they work.
Make it clear how payment is being handled and ensure all costs are pre-approved, make sure you confirm payment expectations before the day of the shoot to prevent any problems from arising in the days leading up to the shoot when you need to focus on last minute plans and logistics.
Few days leading up to the shoot
Create a call sheet with important information regarding everybody involved. A call sheet should list the name of the client or project, the photographer, all team members and their relevant contact details, location of the shoot, the schedule, what time all team members need to arrive and what needs to be accomplished. All participants involved generally expect to receive a call sheet several days prior to the actual shoot.
Confirm attendance (and plans/timings) with each member of the team the night before including the client representative (if they are attending). This is imperative for avoiding or solving any potential last minute cancellations and problems. If you sense any hesitation from a team member the night before, ask directly if they intend to show up to the shoot. Missing an essential member of the team can often prevent a photo shoot from taking place.
If on location outdoors or if the shoot is light critical, check the weather updates. Always have a bad weather back-up or rescheduling plan. Set the expectation that you want your client to have and ensure they are aware that, if necessary everything is weather dependent
During the shoot
Give your team time checks. It is essential to keep the entire team on track and make sure nobody spends too much time on one single shot. Let team members know when they are approaching the time limit for a shot or if you think they are running late.
Make sure the photographer (and Creative team/stylist) are achieving your goals for each shot. Don’t be afraid to speak up and voice concerns as they arise. Stay tuned in to your client’s reactions as well, to ensure that their concerns are being addressed and the brief is being met.
Capture as many images as you need (if not more) without fear – it is always best to take too many photos and choose the final ones at a later date than to take too few. Also, achieve as much on set from the camera as possible. Don’t rely heavily on post-production retouching if you can help it, raw images are always best.
Be flexible! Planning is critical, photo shoots have a lot of different elements and not everything will go exactly according to plan. Be ready to adapt to changing situations and hiccups that might encounter.
Finally, don’t forget the simple things! Make sure you have food, drinks and snacks on hand to keep everyone fed. Shoots are tiring, so keep the mood uplifting and upbeat – bring music to keep spirits high and ensure you establish a positive working environment in which everybody is comfortable. Try not to be stressed or negative – you will get the best out of your team if they are having fun.