The Ultimate Photoshoot Checklist

4 July

So, you know you need a photo shoot for your business, but you also know that you have literally no idea where to start, and how to plan for it. Well, fear not, at The KH Studio we have been planning, managing and actually doing photoshoots for nearly a decade. And as a business owner myself, I know the stress of having your annual or bi-annual shoot and making sure that I tick every box, so I can do this with the least amount of stress and regret.

Which is why I am going to break it down and give you everything you need to prepare for your next photoshoot… Let’s start with how we’re going to tackle this:

Part 1 - Booking in your Photoshoot

Part 2 - Planning the Photoshoot

Part 3 - Nailing the Photoshoot

Anyone who has worked with us knows that I LOVE a system, so let’s make this super easy for you to follow, and/or so you can jump to the section that you need now.

Part 1 - Booking in your Photoshoot

1. Get Clear on Your Ideal Outcome

Once the shoot is over, you’ve recieved the photos and you’re ready to start using them… what do you NEED for that entire experience to have been a success?

This is a big question that a lot of people don’t ask. If you’re unhappy with the outcome, it's because:

1. They regret not planning it properly and didn’t get half the photos or angles they wanted

2. They didn’t find the right photographer who actually knows what they are doing and how to plan a great shoot.

3. They let their self-doubt and their inner critic get in the way of feeling confident and stepping into their power on the day.

4. They forgot why they need the photos… to talk about their business or their central themes.

Either way, work out what you want, why you want it and what you really need to feel happy with the outcome.

2. Find Your Photographer

Finding your photographer can be challenging, you need to find someone whose work you love, whose personality you connect with, and someone that can deliver exactly what you need. If you’re not in a position to have a photoshoot with our KH Team, then the best place to find photographers in your local area is Instagram. I recommend searching ‘Your Town’ Photographer or Photography into the search bar and seeing who pops up. Google is also good if you’re looking for a studio rather than a solo-photographer.

3. Get Exactly What You Need in Scope

This is my biggest piece of advice ever. If you need enough photos for a year of social media posting… then make sure it’s in scope! I am probably going to annoy every photographer in the world (except for the ones who work with us at The KH Studio) when I say this but… In the realm of brand photography, grab the “less is more” analogy, scrunch it up into a ball and kick it out the window. Seriously.

I don’t believe in brand photoshoots where you get less than 20 images, hell, I don’t think I’ve EVER given a client less than 50 images after their shoot. Why? Because your brand needs more than just a handful of images.

You have a website to build, lead magnets to create and a social media presence to manage, 20 photos at 2 posts per week will last you 10 weeks… Three months of 2 posts per week is still good… kind of… but it’s not enough, and it means you’ll be doing a new shoot every 3 months which with a business owner’s busy schedule will NEVER happen.

So, I suggest anywhere from 50 - 150 ideally per shoot, depending on how many hours you’re shooting for and how many locations/scenes or outfit changes. At our studio, we say “50+ images” in our quotes and hand over everything that is shot well with light edits. Oh and if you want Photoshop editing, know that it always comes at a separate fee because it’s hard to quote for unless you’re really specific on what you want.

The same goes for if you want Video BRoll, make sure you ask for it. If you don’t ask, you will miss out on dictating the terms you want, and it will mean awkward conversations later.

4. Set Your Dates… for everything!

Make sure before you secure the date with your photographer, check the dates for when your locations are available to shoot at, as well as the clients or team members you want there too. If you’re getting hair and makeup done, be sure to book cross-check the dates and let your photographer know so they can push back your start time too. Oh, and always give yourself enough prep time. It’s incredibly hard to reschedule everything once it’s set in place with all your vendors.

Part 2 - Planning the Photoshoot

1. Start with a Pinterest Board

This is a key part of every KH Experience we provide, and it should be a part of your planning process too! If you struggle explaining what you want and naming the shots or editing styles or overall ‘vibe’ of the photoshoot to your photographer, then send them a Pinterest Board. It’s the easiest way to share your vision, as well as educate yourself on scenes, poses, and editing styles. Simply type in the search bar ‘Brand Photography Inspiration’ or ‘Brand Photoshoots for…’ Teams, Business Coaches, Lawyers etc.

2. Create a Scene & Shot List

This is one of my favourite parts, but it’s also one of the hardest parts if you don’t know what you’re doing. Ideally, your photographer will help with this too, but here are some tips that we use.

Look back at your overall goal or aim for this shoot, what do you need to capture? Is it you in-action working at a laptop? Doing a Zoom call? Sitting in a meeting with a client or your team? Are you entering your office and showing off its location? Do you need headshots? Think about what experience you want to provide clients or what insight into your services you want to give them.
Plan the scenes or locations you’re going to shoot. If you’re a business with an office then you can have one scene in reception, another in a meeting room, and another at your desk. If you don’t have an office but work out and about, then you could take some photos of yourself working at a cafe, walking through a local park or landmark, visiting a client at their office, or working from your home office?
My favourite tip for maximising your Scenes and getting a wider variety of shots… It’s my three-step approach to shooting. Start wide (your photographer will take the photo far away, getting the whole scene in - these are good landscapes), get close so you take up more of the shot (these are good with a mix of landscape and portrait), and then get even closer, I’m talking about hand shots, smile shots, equipment, props etc so that you have an abundance of photos to work with (again with a mix of landscape and portrait).
Another big one: Landscape vs. Portrait. Most photographers like working with portraits, but let me tell you… if you want banner images on your website, or photos suitable to use on your event pages or cover photos - you need landscape photos, and the best part about them… you can crop them down if need be… But with portrait, you can’t crop it down much so they are harder to work with. To be safe, I recommend a mix of 50/50 of both.

3. Draft an Itinerary

When you're getting ready for your next brand photoshoot, it's important to start by drafting an itinerary. Your photographer will be an invaluable resource in this process because they have the expertise to recommend locations and ideas based on your vision. Working together, you can create a well-planned schedule that takes into account the best times for shooting at specific locations, considering lighting and other factors that will make your photos shine. Having a solid itinerary in place will keep the shoot organised and ensure that all the necessary shots are captured. For all our shoots at The KH Studio, we work with you to craft an ideal itinerary for the day.

4. Source Your Props

Props can really add that extra touch to your brand photoshoot, bringing depth and visual interest to your images. To find the perfect props, brainstorm with your photographer and think about items that align with your brand's values and message. Consider objects that complement your products or creatively represent your business. It could be anything from furniture, plants, or decorative items to tools of your trade. By gathering and organising your props ahead of time, you'll be ready to go and the shoot will run smoothly. I recommend packing a suitcase or bag with everything you need for your shoot. This includes personal effects like outfit changes, backup jewellery, makeup and shoes, as well as your props.

5. Plan Your Outfits

What you and your team wear in the photos can make a big impact on how your brand is perceived. It's essential to plan your outfits carefully, keeping in mind the desired concept and the message you want to convey. Think about colours, patterns, and textures that reflect your brand identity, and ensure they won’t conflict with your background scenery. For example, if a background is black, then a good option would be to wear white or brighter colours. You'll also want to consider the style and preferences of your target audience. Take the time to plan your outfits well in advance, allowing for any necessary alterations or shopping trips. Consulting with your photographer can provide valuable insights and help you make informed decisions about what will work best in the photographs.

Part 3 - Nailing the Photoshoot:

Now comes the exciting part—nailing the photoshoot itself! Here are a few tips to help you make the most of the experience:

1. Follow Your Itinerary

Stick to the schedule and locations outlined in your itinerary. This will keep you organised and ensure that you capture all the shots you need.

2. Have Energy Replenishers on Hand

Photoshoots can be physically and mentally demanding, so it's important to have some energy boosters available. Pack snacks, water, and other refreshments to keep you and your team energised throughout the day.

3. Work With Your Photographer and Trust Them

Your photographer is your partner in this creative process. Collaborate closely with them, taking their guidance on poses, lighting, and other aspects that will make your photos shine. Trust their expertise and be open to their suggestions.

4. Connect with Your 'Why' and Have Fun

The key to creating authentic and engaging photos is connecting with the "why" behind your business—the passion and purpose that drives you. If you’re feeling self-doubt prior to the shoot, instead try telling yourself what this will do for your brand or business. Think about the benefits of an experience like this. Think about your audience and how you want these images to influence and inspire them. Think about someone else feeling the same way that you are and tell yourself all the things you would tell them. Mindset will make or break your day, so let your mind be nothing but positive and confident. Embrace this opportunity to showcase your story, values, and unique selling points. And most importantly, have fun during the shoot! Genuine enjoyment and enthusiasm will radiate through the photographs, making them all the more captivating.