How to Prepare for a Photo or Video Shoot: A Client’s Guide for 2025
Drawing from our experience working with clients across various industries, from corporate headshots to brand films, we’ll share essential preparation tips that ensure smooth, successful shoots. This guide combines insights from projects like A’Motion Dance headshots and Baton Rouge Restaurant’s promotional content.
Pre-Shoot Planning
Initial Preparation
Setting the foundation:
Timeline Planning
Establishing:
Shoot date confirmation
Arrival times
Setup requirements
Production schedule
Location Preparation
Organizing:
Space cleanup
Access arrangements
Parking details
Equipment staging
Wardrobe Guidelines
Professional Presentation
Clothing selection:
What Works Best
Recommending:
Solid colors
Classic styles
Proper fit
Brand-appropriate choices
What to Avoid
Advising against:
Busy patterns
Distracting logos
Dated styles
Unflattering fits
Personal Preparation
Looking Your Best
Grooming guidance:
Hair and Makeup
Suggesting:
Natural styling
Professional grooming
Subtle makeup
Touch-up kit
Rest and Hydration
Recommending:
Good sleep
Proper hydration
Light meals
Stress management
Location Readiness
Space Preparation
Environment optimization:
Interior Spaces
Ensuring:
Clean environments
Organized spaces
Proper lighting
Background preparation
Exterior Locations
Checking:
Weather conditions
Lighting times
Backup options
Access permissions
Team Coordination
Personnel Management
Organizing participants:
Staff Preparation
Briefing on:
Schedule details
Wardrobe requirements
Expected roles
Shot sequences
Time Management
Planning:
Arrival times
Break periods
Shot rotation
Wrap timing
Communication Protocol
Clear Directions
Establishing channels:
Contact Information
Sharing:
Key personnel contacts
Emergency numbers
Venue details
Parking instructions
Schedule Updates
Providing:
Timeline changes
Weather updates
Location shifts
Special instructions
Technical Requirements
Equipment Needs
Infrastructure support:
Power Access
Ensuring:
Outlet availability
Extension cords
Backup power
Circuit capacity
Space Requirements
Confirming:
Setup area
Storage space
Changing rooms
Break areas
Props and Materials
Shot Enhancement
Preparation checklist:
Brand Elements
Gathering:
Company logos
Product samples
Marketing materials
Brand colors
Supporting Items
Including:
Relevant props
Set decorations
Background elements
Style accessories
Mindset Preparation
Mental Readiness
Creating comfort:
Confidence Building
Encouraging:
Positive attitude
Natural expressions
Relaxed demeanor
Authentic presence
Stress Reduction
Suggesting:
Deep breathing
Early arrival
Familiar clothing
Proper rest
Weather Considerations
Outdoor Shoots
Planning for elements:
Weather Monitoring
Checking:
Forecast updates
Lighting conditions
Wind factors
Temperature
Backup Planning
Preparing:
Alternative dates
Indoor options
Schedule flexibility
Weather protection
Special Requirements
Specific Needs
Addressing unique situations:
Dietary Needs
Managing:
Food availability
Water supply
Break timing
Special requests
Accessibility
Ensuring:
Easy access
Comfort facilities
Rest areas
Medical needs
Documentation
Required Paperwork
Organizing forms:
Legal Documents
Preparing:
Release forms
Permits
Insurance
Contracts
Shot Lists
Creating:
Required images
Key moments
Group shots
Detail captures
Post-Shoot Planning
Next Steps
Understanding process:
Review Timeline
Establishing:
Preview delivery
Selection process
Revision rounds
Final delivery
Usage Rights
Clarifying:
Image licensing
Usage terms
Distribution rights
Time limitations
Success Tips
Best Practices
Ensuring quality:
Preparation Checklist
Reviewing:
Wardrobe choices
Location readiness
Team briefing
Equipment needs
Quality Assurance
Maintaining:
Professional standards
Brand alignment
Technical excellence
Creative vision
Proper preparation is crucial for successful photo and video shoots. Success comes from careful planning, clear communication, and attention to detail in every aspect of preparation.
The key lies in working with experienced professionals who understand both the technical requirements and human elements of production. This expertise ensures your shoot runs smoothly and delivers exceptional results.
