Additional articles

Large corporate events don’t happen every day for businesses, but when they do, they deserve to be remembered. From leadership conferences and award galas to training seminars and brand showcases, these events are full of key moments that help define a company’s vision and culture. Capturing those moments through photography isn’t just about snapping a few polished group shots, either. It’s about documenting the energy, the culture, and the milestones in a way that feels real to everyone who was there.

That’s where having the right photography plan comes in. Managing photos for large-scale events takes more than just showing up with a camera. You need a strategy, the proper tools, and an eye for what matters. With well-thought-out photography solutions for events, you can make sure everything from the morning kickoff to the evening wrap-up is captured clearly and professionally.

Planning and Preparation

The prep work makes all the difference in a large event shoot. Without it, you're guessing rather than planning. That means photos might miss key people, time slots might not match up, or lighting could become a frustrating obstacle. Starting early gives you time to line things up before the first click of the camera.

Here are some ways to make planning easier for large corporate events:

• Study the schedule: Request a timeline from the event coordinator so you understand when and where major moments will happen. This helps you show up in the right place at the right time.
• Walk the space ahead of time: If possible, visit the venue before the event. Look for areas with natural light, places where you can move quietly to avoid being a distraction, and power sources if you need to recharge batteries.
• Plan for different lighting setups: Ballrooms, meeting rooms, stages, and expo halls all come with lighting surprises. Test for different exposures and color casts in those spaces.
• Make a shot list: Consult with your client about who needs to be in certain photos. This may include executives, keynote speakers, award recipients, or sponsor reps. A solid shot list helps avoid scrambling mid-event.
• Coordinate with staff: Stay in touch with the event planners and AV team so you're aware of any agenda changes, layout shifts, or other surprises.

Treat the event plan like your map. The more detail it has, the smoother your photography flow will be. One example where detailed planning paid off was during a regional leadership summit. By syncing with the event team early on, the photographer was able to catch not just the speeches and panels, but also those candid breakout moments during coffee breaks and team-building activities that ended up being the client’s favorites.

Equipment and Gear

When you're photographing big corporate events, your gear needs to keep up. Between fast action, low light, and packed rooms, you’ll want reliable tools that work across different setups. Choosing the right equipment makes your job easier and your results more consistent.

Consider the following must-haves when packing for the day:

1. Camera bodies: At least two full-frame DSLR or mirrorless cameras. One as your go-to and the other as a backup, so you’re not left hanging if something malfunctions.
2. Lenses: A mix of lens types makes a big difference. Consider a 24-70mm for general shots, a 70-200mm for zooming in from a distance, and a wide-angle for large group photos or room overviews.
3. Flash and lighting tools: On- and off-camera flash setups are helpful, especially in spots with dim lighting. 
4. Tripod or monopod: Handy for longer sessions where steadiness is key or for team portraits needing perfect alignment.
5. Spare batteries and memory cards: Long events mean extended shooting times. Keep plenty of charged batteries and empty cards on hand.
6. Cleaning gear: Ensure you can wipe off lenses and sensors quickly if smudges, dust, or fingerprints show up mid-event.

Gear isn’t just about what you use on-site either. It’s smart to bring along a power bank, a backup external drive, and a laptop or tablet for quick image previews. That way, you're prepared for any issues and can review shots with the event team if needed.

Large-scale events are full of moving parts. Having dependable gear that you’re already comfortable with helps you stay focused on creating great photos instead of troubleshooting on the fly.

Techniques for Capturing Key Moments

Being in the right spot is half the win, but knowing what to look for once you’re there makes all the difference. Great event photography is a combination of preparation, instinct, and awareness. At large corporate events, the challenge is balancing posed group shots with the more powerful candid ones that happen naturally throughout the day.

Start by identifying high-impact moments. These can include keynote speeches, employee awards, handshake deals, or team panels. Framing and timing matter just as much as the subject. Try different angles rather than shooting everything from head-on. Move around the room quietly. Taking photos from a low angle during speeches, for example, can add drama and help emphasize the stage lighting.

Watch for spontaneous moments between guests during networking breaks or casual lunches. You’ll often find some of the most genuine reactions and connections away from the stage. These shots help balance out a gallery that might otherwise feel too stiff or formal.

Lighting can trip you up if you're not ready. Corporate venues like large hotels or convention halls often use mixed lighting, which causes color shifts in photos. Make sure you’re adjusting your white balance between different areas. Use natural light where it’s available, especially for welcome receptions or daytime panels. But when sunlight fades or rooms are dim, don't hesitate to use flash or small continuous lighting setups to avoid grainy images.

One photographer we worked with once captured a group bonding moment during a corporate retreat’s outdoor dinner. Instead of staging anything, they stayed close by as laughter unfolded around the dessert table. The final shot was a roundtable of executives mid-laugh beneath string lights, with glasses raised and real connection showing. No posing. No prompts. Just the right timing.

Post-Event Workflow Tips

Once the event wraps, the job isn’t done. The way images are managed afterward makes a big difference in client satisfaction and turnaround time. Keeping your workflow smooth and organized helps you deliver high-quality results without delays or extra stress.

Once you’re back in your editing space, start by:

• Backing up everything twice. Use at least two different storage options and a combination of local and cloud storage.
• Culling the photos. Go through the shots quickly and flag the strongest ones from key moments, skipping duplicates, blinks, and missed focus.
• Sorting images into folders. A clean system helps avoid mix-ups. Try folders named by event segment, like Morning Keynote, Awards Ceremony, or Afterparty.
• Editing with purpose. Keep your editing style clean and consistent. Balance skin tones, adjust lighting, and reduce noise where needed.
• Exporting in the right formats. Prepare images for both web and print delivery, depending on your client’s needs or communication plans.
• Delivering on schedule. Whether you're using an online gallery or physical storage, communicate your timeline clearly and meet those deadlines.

A well-built workflow also cuts down on extended delivery turnarounds and photo retouch requests. It's better to send out a polished batch the first time than overpromise and rush through hundreds of photos. Make sure your photo delivery system is simple and searchable too. Clients often come back asking for a photo they saw briefly, so being ready to locate it quickly goes a long way.

Helping You Bring Corporate Moments to Life

Large events move quickly, and strong planning, capable gear, and the right approach help you stay one step ahead. Whether it’s a convention room full of breakout sessions or a company milestone party, the key is blending into the energy of the room and capturing the key moments alongside the moments everyone else misses.

Getting the photos sorted and delivered well afterward ties it all together. It’s not just about having the best camera or crisp edits. It’s the full process, from the first planning meeting to the last shot you deliver. With the right setup, you’re free to focus on being present, ready, and creative behind the lens.

Elevate your corporate event photography by exploring how streamlined processes can make a difference. Discover pricing options for various photography solutions for events with PhotoDay®. Upgrade how you capture and deliver exceptional images for every occasion.

School photo days hold a special charm, capturing moments that become cherished memories for students and parents. These pictures immortalize milestones and create a collective keepsake for families. However, organizing a school photo day can be quite a feat, from coordinating schedules to managing orders. Enter the online solution, simplifying the entire process and making it efficient for everyone involved.

Utilizing an online platform can transform how school photo days are managed. Imagine a seamless process where communication and marketing are streamlined, payments are hassle-free, and orders are easily placed and tracked. This digital approach not only eases the workload for schools and photography studios but also enhances the overall experience for parents and students. Let's explore how implementing an online solution can revolutionize the traditional photo day.

Benefits of Using an Online Solution for School Picture Days

Digital platforms come with a host of benefits that make school photo days run like a well-oiled machine. Here are some key advantages of adopting an online solution:

• Communication logistics are simplified. With an intuitive interface, schools and photographers can easily share picture day and ordering information with parents, send reminders, and handle last-minute changes.
• Ordering and payments become efficient. Parents can view photos, place orders, and pay online using secure gateways, removing the need for paper forms and cash handling.
• Using an online solution will also save everyone time. As the photographer, you can edit, upload, and deliver photos faster than ever, so parents can place their orders and receive fast drop shipping without passing paper order forms back and forth.

Integrating such a platform saves time and minimizes confusion, letting schools and photographers focus on what matters most—creating lasting memories for their students.

Features To Look For In An Online Picture Day Solution

Choosing the right online system to support your school photo day is an important decision. It's about finding a balance between usability, reliability, and flexibility.

• Easy navigation is key. The platform should be user-friendly for school staff, parents, and photographers. Clear menus and processes make day-to-day use far smoother.
• Safe and flexible payment options should be built into the platform. The ideal system supports secure transactions through multiple payment methods, like credit cards and digital wallets. It should also allow users to track their order history.
• Customization helps meet specific needs. Schools may want to offer different packages, backgrounds, or sibling photo options. A strong platform lets photographers and schools adapt offerings as needed.

Think of it like placing an order at a restaurant online. If the site is confusing or limited, customers leave without ordering. The same logic applies when parents order school photos.

How To Implement An Online Solution For Picture Day

Making the transition to an online photo day setup is easier when it's broken into manageable steps.

1. Choose the right platform: Look for one that accommodates volume photography, supports smooth communication, and can scale to meet your school or studio’s growing needs.
2. Prep staff early: Make sure everyone involved understands their roles. Brief training sessions with school or studio teams help eliminate mistakes on the big day.
3. Share information early and clearly: Families should know what to expect through emails, text notifications, or printed flyers. Include details like ordering deadlines, outfit suggestions, and how to access the gallery on the online platform.
4. Do a test run: Test your systems before the picture day. This routine check can prevent delays or mix-ups.
5. Keep photo day organized: The actual day should flow efficiently. Use signs, student check-in directions, and support staff to keep things moving.

Getting started with a new process might take a little front-end work, but it avoids last-minute chaos and creates a smoother experience for families and staff alike.

Real-Life Picture Day Successes Using Online Tools

Many schools and studios already using an online solution for picture day report major improvements. For example, a mid-size elementary school once struggled with paper clutter, missing checks, and nonstop calls from confused parents. After adopting a digital platform, those issues were noticeably reduced.

Common benefits observed by schools and studios include:

• Fewer lost or misfiled orders
• Easier and clearer communication with parents
• Faster delivery of photo galleries and final prints
• Happier teachers and school staff who no longer act as go-betweens

The overall effect is a more organized day with far less stress, allowing everyone to focus on enjoying meaningful moments.

Time To Rethink Picture Day?

While no system is perfect, an online solution for picture day makes the process easier and more reliable. It doesn’t just simplify logistics—it helps reclaim time that would otherwise be lost to confusion, delays, or paperwork.

When photo days feel hectic and outdated, modernizing the approach can make a noticeable difference. With the right tools, schools and photographers can manage the entire flow—from scheduling to delivery—with far greater ease.

If you're ready to bring more structure and less stress to your next school photo day, explore how our online solution for picture day can simplify every step of the process. PhotoDay® makes it easier to manage volume photography from pre-picture day to final order delivery so that you can focus more on the experience and less on the paperwork.

Sports photography moves fast. One moment you’re waiting, and the next you’re scrambling to capture a game-winning goal or a tight jump shot. The pace can wear you out quickly, especially when you’re juggling memory cards, handling tricky lighting, or figuring out where and when to point your lens. It’s exciting, but also messy until your workflow feels more like guesswork than a system.

Setting up a smoother process can change that. It helps bring more consistency and control to the way you prep, shoot, edit, and deliver. So instead of feeling like you're chasing the action every step of the way, you’re ahead of it. A clean workflow saves time, cuts stress, and helps you focus on what counts: taking strong images that clients love. Let’s start with how to get ready before the first whistle blows.

Preparing for the Shoot

Sports events are full of unknowns: unpredictable plays, mixed lighting, and weather that can go from perfect to impossible in minutes. You can’t control the chaos, but the gear and prep you bring can make a big difference.

Here’s a list of things to make your process smoother from the start:

• Two camera bodies: One with a wide lens, one with a zoom lens. This saves you from swapping lenses on one camera body mid-action.
• Fast lenses: A wider aperture (like f/2.8 or lower) handles low light and fast motion better.
• Extra batteries and memory cards: Never do a shoot without backups.
• Rain cover or plastic bags: A small add-on that could save expensive gear.
• Monopod: Takes the weight off your arms during long games.
• Cleaning cloths: Especially for outdoor games where dust and fog are common.

Think ahead about the location. Indoor gyms have low and uneven light, while midday sun on a soccer field can create harsh shadows. Check out the setting before game day if you can, or give yourself extra time to walk the field or court before things begin. That gives you clues about where to stand, how the light changes, and which backgrounds to avoid.

Set up your camera before anything starts. Save a custom setting or two so you can switch between bright sun and shadows quickly. Pre-load your memory cards and double-check your shutter speed, aperture, and ISO. A fast shutter (like 1/1000 or higher) is your best friend in sports, but keeping some flexibility in ISO settings helps when the light shifts suddenly.

You don’t have to control everything. Sports don’t work that way. But managing what you can before the first whistle puts you in a much better spot for everything that comes after.

Capturing the Action

Once the game starts, it’s all about sharp focus, smart timing, and keeping up with the momentum. Tracking fast movement is one of the trickiest parts of sports photography, but with the right habits, you’ll start catching those split-second highlights more often.

Here are a few techniques to try during your next shoot:

• Use continuous autofocus mode. This helps keep moving subjects sharp, especially during sprints or jumps.
• Keep your shutter speed high. The faster the action, the faster you’ll need to go to freeze it.
• Shoot in bursts. Hold the shutter down to shoot a burst of frames and improve your timing.

Framing matters too. It’s easy to get tunnel vision and center every player, but shots that include extra space, like a catcher framed with the runner charging in, tell better stories. Think beyond the player and include context like teammates in the background, cheering fans, or the ball mid-air.

One quick example: During a youth football game, a photographer stood near the end zone instead of along the sideline. That choice let them capture a full face, a diving catch, and the scoreboard in the same shot. The moment told a full story—not just action, but a result. That kind of thinking doesn’t happen by accident. It comes from knowing where to be and what parts of the event matter.

Anticipating the action is more helpful than reacting to it. The more games you shoot, the more familiar you’ll get with predictable points of drama like free throws, penalty shots, turnovers, and face-offs. By learning how the sport flows, you’ll be ready to catch key moments before they happen instead of after they finish.

Organizing Photos Post-Event

Once the game is over and the noise fades, the memory cards are stacked with hundreds or even thousands of shots. That’s where having a quick and repeatable process for organizing your photos saves the day. Start by transferring your files to at least two separate backup solutions. Learn more about photo storage options and best practices.

Group your images by event and team. If you covered multiple teams or age groups, separate those folders from the start. That avoids confusion later and makes it easier when clients start placing orders or asking for specific photos. Use easy-to-read folder names that include the sport, date, and team names.

Next, bring in some tagging. Whether you use photo management software or a simple system in your editing program, flag your best shots during the first cull. Don’t try to edit during this step—just mark sharp, expressive, or action-filled moments. That gives you a clean group of selects to review when it’s time to go deeper into editing.

Here are a few simple steps you can build into your post-event workflow:

• Import photos into two external drives as backup.
• Create folders by date, event, and team or school.
• Use star ratings or color labels for your first round of selects.
• Delete obvious misfires early to avoid clutter.
• Rename final files with readable tags like “soccer_goalshot_Tigers_101425.”
• Keep notes if parents, coaches, or organizers mention names or numbers to highlight.

These small steps add up. The faster and more organized you are after a shoot, the less time you lose later hunting for a single photo or re-exporting full batches just to fix a label.

Editing and Delivering Photos

Now comes the part where your photos go from RAW to ready. Editing is where you get to shape the final look of each image and make small fixes that breathe life into the action. But with large volumes common in sports photography, speed matters. Avoid spending hours on each picture and use batch workflows where you can.

Pick a software tool that supports presets, batch edits, and export tools. Create a basic editing preset that suits your style for contrast, color temperature, and tone. Start there, then fine-tune key images that need extra polish. Keeping the same look across a gallery helps your work feel consistent, even if the lighting shifted during the game.

Often, quick edits like cropping, straightening, and exposure correction are all a shot needs. Unless the image is going into a portfolio or special feature, aim for clean and finished, not over-touched.

Once editing is done, make delivery simple and clear. Use online galleries or delivery platforms that let clients preview and download photos easily. Avoid sending large zip files through email or cloud drives that don’t show previews. Clients appreciate visual access, especially when sharing with teams or family.

Double-check file formats and image resolution. For prints and posters, make sure your files are high-res JPEGs. If clients ask for digital versions, adjust sizes for easy web use while still keeping the quality sharp.

Keep communication clear. Include basic instructions or links if new clients may need help navigating the gallery or placing orders. Thoughtful delivery doesn’t require fuss—it just takes a client-focused approach to finish strong.

Elevate Your Action Sports Photography Workflow Today

There’s a real payoff in having a solid action sports photography workflow. You show up ready and confident that your gear will keep up with the pace. You shoot with awareness, knowing what to watch for and how to get the best positioning. After the event, your images are organized, edited, and delivered in a timely manner without stress.

What makes a strong workflow isn’t one huge change—it’s a bunch of smart habits laid out ahead of time. Shooting sports is always going to be fast and unpredictable. But when your process stays steady, you can focus on what you do best: capturing moments that matter.

Whether you’re covering peewee soccer or high school championships, your workflow should be working just as hard as you are. Fine-tune it, trust it, and your photography will start to move smoothly from first click to final delivery.

Elevating your sports photography workflow can make a big difference in how smoothly your projects run from start to finish. If you're looking for the right solutions for sports photography to streamline your operations and improve your process, PhotoDay® has you covered. Discover how we can simplify every step of your workflow and help you deliver faster, cleaner results.

Sports team photo days are more than just a quick snap of players in uniform. They're a chance to highlight team pride, celebrate effort, and create keepsakes that last for years. From parents to coaches to the players themselves, everyone looks forward to seeing those finished photos. But getting it all right takes more than just showing up with a camera.

Behind every smooth and successful photo day is a lot of quiet planning that helps things stay on track. Scheduling, setup, and communication all play a part in making sure things run without a hitch. Whether it's a local soccer squad or a high school football team, organizing the day well can make the experience fun for everyone involved.

Preparation Steps

Start by working with the organization to lock in the date and time with plenty of notice. The best time for most teams is a weekday afternoon or a weekend morning when games or practices aren’t already on the schedule. Try to avoid big tournament weekends or school testing days if possible. Once the date is picked, make sure the coaches, players, and parents all get the same info early on. A group message or email works well for that.

Next, choose a spot that gives enough space and good lighting. Outdoor fields during daylight hours are a common choice since there’s usually enough room to line up teams and move equipment around. If the weather might be a concern, find a backup indoor location and let everyone know what the plan is if things shift. Locker rooms or tight hallways don’t always work well, so aim for wide open spaces like gyms or rooms with big windows.

Make sure to check these boxes before photo day:

1. Confirm the roster and have each player’s name double-checked before printing or uploading anything
2. Assign photo time slots to avoid long wait times and keep the day moving
3. Have team volunteers on hand to help with the lineup or checking in subjects
4. Let parents know if specific uniforms or props (like gear bags, gloves, or medals) are needed
5. Create a printed or digital schedule everyone can follow, especially if multiple teams are booked back to back

When everyone shows up already knowing what to expect, the day flows more seamlessly. Even if something small pops up, staying organized makes it faster to fix and move on.

Choosing the Right Photography Gear

The right gear matters more than the fanciest gear. You need tools that work well for large groups, unpredictable lighting, and fast setups. Whether you’re at a sunny baseball diamond or in a dark gym, your goal is to stay flexible.

Stick with a DSLR or mirrorless camera that allows you to adjust settings quickly. Shutter speed and aperture control help you manage bright outdoor spots or darker indoor gym spaces. For lenses, a good zoom lens, such as 24-70mm or 70-200mm, lets you capture both wide group shots and tighter individual photos without constantly swapping gear.

Lighting can make or break how polished the final image looks. Depending on your photography style, decide if you’ll primarily use natural light, artificial light with your own lighting kits, or a hybrid of the two. A pair of off-camera flashes or softbox lights can even out skin tones and reduce harsh shadows on faces.

Here’s one more tip: always bring backups. That means extra batteries, memory cards, and a second camera body if you’ve got one. Technical problems usually pop up at the worst moments. Once, during a basketball team shoot, one photographer’s main glitched and died halfway through the lineup. Luckily, having a backup camera body kept the shoot on schedule.

By having the right tools ready and knowing how to use them, you can focus more on getting the shots your clients will love and less on troubleshooting your settings on the fly. The smoother your gear setup, the more time you have to connect with the players and bring out their personality in each photo.

Posing and Composition Tips

When it comes to team photography, good posing can turn an okay photo into a great one. It’s about more than just getting everyone to face forward and smile. A well-posed team photo shows connection, confidence, and a little personality.

Start with the group shot. Line up players by height, but try to avoid stiff, straight rows. Instead, create a layered look by having taller players stand behind while shorter ones kneel in front. If you’ve got a big team, consider adding a third row to fit everyone comfortably. For smaller teams, bring everyone in tighter for a sense of unity.

Pay attention to hand placement, shoulder angles, and facial expressions. Even small changes can help players look relaxed and natural. Try asking them to hold a ball, rest an arm on a teammate’s shoulder, or lean slightly forward. Quick adjustments like these can make a big visual impact.

When it’s time to photograph individual portraits, try mixing things up with a few different angles:

1. Classic front-facing pose with arms crossed or hands on hips
2. Action stance with a piece of gear like a bat, ball, or helmet
3. Candid-style smile, smirk, or game face

Make sure the background stays uncluttered. Keep gear bags or water bottles out of frame, and double-check that nothing distracting is behind your subject. Consider taking a minute or two with each player. A little interaction goes a long way toward capturing a comfortable and confident shot.

Use the same lens and lighting to keep all photos consistent, especially if they’ll be laid out together for prints or banners. Quick test shots help you check spacing, shadows, and exposure before the real click.

Managing the Picture Day

Photo day can move fast, especially when multiple teams are back-to-back. The more you treat it like a team event instead of a one-on-one session, the smoother things will go. Think of yourself as the coach for the shoot, calling out directions, redirecting where needed, and keeping everything on pace.

Start by being ready before the first team shows up. That means your gear is unpacked, your lighting is set, and your shooting area is clean. If you’re working outside, prep the space with cones or markers so you can position each team quickly. Indoors, adjust lights for the first group and make slight changes between each team based on height or uniforms.

Keep the flow streamlined by keeping communication clear. Assign volunteers or a teammate to help direct traffic: someone to gather the team, someone to double-check names, and someone to make quick adjustments between shots. If there’s a roster, make sure the kids are laughed with, not barked at. It keeps the energy positive, especially with younger groups.

People lose patience faster than you think, so it pays to keep things moving. Don’t let long photo day lines drag down energy. Try playing upbeat music if the setting allows, or tossing a ball around for those waiting. One photographer gave foam balls to a team of fourth graders while waiting for their turn. This kept them busy, got them smiling, and made the photos feel more relaxed.

Schedule a short break in the middle of the day to reset and check your files. You’ll get tired, and gear does too. A few minutes to breathe allows you to spot errors before they pile up.

Post-Photo Day Workflow

Once the last whistle blows and the gear’s packed up, your work’s not done. What happens after the photo shoot is just as important. That’s where the editing, organizing, and sharing really take shape.

Start by backing everything up. As soon as possible, pop your memory cards into a hard drive and upload them to a cloud folder. Losing files is a stress bomb you won’t want to deal with later. After that, do a quick pass through the shots to mark your favorites and flag any issues like blinking or blur.

Editing comes next. Whether it's basic color correction, cropping, or removing small distractions, try to keep the overall look consistent across the team. This is especially important if team photos will be printed or displayed together. Keep it simple but polished. You’re not changing the person, just cleaning up the photo.

Naming files clearly makes everyone's life easier. Use team names along with individual names if possible. That way, when parents or coaches go searching, they can find exactly who they’re looking for.

As for delivering the photos, think about how families want to receive them. Make ordering online simple and visual. Group shots should be easy to pick out. Individual shots should be labeled or placed in an organized way. A preview gallery with light watermarks lets people browse without feeling rushed. Communication counts here, too! Send a clear message when galleries go live so everyone is notified that photos are ready to order.

By tightening this part of the process, you make sure the experience feels complete from start to finish. It also builds trust for future seasons.

Moments That Stick With You

Well-planned sports team photo days stick with families long after the season ends. Those jerseys get tucked away eventually, but the photos live on walls, in frames, or shared between grandparents. When everything comes together—the timing, the lighting, the expressions—you get more than just a picture. You get a snapshot of effort, teamwork, and personal growth.

Picture days don’t have to be long or loud to be meaningful. A little order, the right mindset, and the care you give behind the lens all play a part. When players see their final images, most won’t remember how fast you moved or what gear you used. But they will remember how the experience made them feel—celebrated, seen, and part of a team.

And that’s what makes all the planning, posing, and patience worth it.

When you’re set to capture timeless team photos and create lasting memories for all involved, understanding the importance of planning and execution is key. For those aiming to streamline and save with photography for a sports team, PhotoDay® offers flexible pricing options that help make picture day a success from start to finish.

Lighting can make or break a sports team and individual portraits. You might have the best camera, the perfect backdrop, and a well-coordinated team, but if the lighting isn't right, the photo just won’t pop. Sports portraits are all about balance. You want crisp, clear shots that show sharp detail without creating odd shadows or making players squint. Good lighting helps show off the players’ personalities and the team's pride, whether the session’s in a gym, on a field, or in a studio setup.

Getting your lighting dialed in doesn't have to be complicated, but it does take some thought. That’s where strong lighting techniques come into play. Whether you’re working with natural light or pulling out the strobes and reflectors, knowing how to handle light gives you an edge. It also shortens your editing time later. Let’s break down what works best when it comes to lighting up your sports portraits.

Understanding Lighting Basics for Sports Portraits

For sports portraits, lighting helps control the emotion, focus, and sharpness of your image. Harsh lighting can bring out tiny flaws or create deep shadows around the eyes. But too little light can leave your image flat, full of grain, or feeling lifeless. That middle ground is where the magic happens.

There are two main types of light that photographers work with: natural light and artificial light.

• Natural light includes sunlight, sky reflections, or window light
• Artificial light comes from studio strobes, speedlights, LED panels, or continuous light sources

Outdoor team and individual portraits taken during the golden hour (that short window after sunrise or before sunset) often turn out soft and warm. That soft natural light reduces harsh shadows and creates an inviting look. But light control becomes more challenging when you're shooting midday with the sun straight above. That's when fill reflectors or diffusers help spread and soften the light hitting your subjects’ faces.

On the other hand, artificial lighting puts you in full control. You can adjust intensity, direction, and color temperature without waiting for fickle weather or for a certain time of day. It’s also helpful for indoor shoots or when you need a consistent look across multiple team photos.

Each lighting technique has its strengths. Many photographers use a mix of both to get the right feel. For example, you might start with available light on a field but use a speedlight and umbrella to minimize face shadows.

The most important part of understanding light is recognizing how it falls. Is it direct or diffused? From above or angled? Soft or hard? Lighting gets easier to shape and manage once you can see where shadows and highlights form.

Choosing the Right Equipment

Having the right gear on hand can make a significant difference in how your sports portraits turn out. It can also save you from struggling during a shoot. Good lighting equipment helps fill gaps, cut down shadows, and give you that pro finish without crazy editing afterward.

Here’s a simple list of go-to lighting tools for sports photography:

1. Reflectors: Great for redirecting existing light to the subject’s face. They come in silver (adds brightness), white (softens evenly), gold (warms tones), and black (blocks unwanted light).
2. Diffusers: Help soften harsh sunlight or flash by spreading the light across a wider area. Think of it as a screen that smooths out the light before it hits your subject.
3. Softboxes: A type of modifier that attaches to a light, making the light output larger and more diffused. It reduces harsh shadows and gives portraits a softer look.
4. Speedlights: Compact flashes that mount on or off-camera. Useful for extra lighting when you're on location and don't want to carry much gear.
5. Light stands: Keep your modifiers and lights stable. Stability matters, especially outdoor, where wind or uneven ground can mess with your setup quickly.

When choosing your gear, consider portability, power source, and setup time. Gear that takes too long to manage on busy shoot days may end up being left behind. Start with one or two versatile tools and build your kit around what comes up most in your sessions. Learn more about our equipment suggestions for volume photographers.

Also, think about your most common settings. Photographing indoors at a basketball court? You’ll want solid artificial lighting and tall stands. Shooting on a soccer field in full sun? A large diffuser and a silver reflector might be all you need. Taking time to match your gear loadout to your environment will pay off in faster setups and better photos later on.

Next, we’ll explore how to position and use that lighting for team settings. Keep an eye out for shape, spacing, and direction in the setup phase, since that's where things really start coming together.

Setting Up the Lighting

Once your gear’s ready, how you position it plays the biggest role in how your sports team and individual portraits turn out. Where the light is placed, which direction it’s coming from, and how it interacts with your surroundings can all affect the final product. The goal is to get everyone evenly lit, without harsh shadows or blown-out highlights.

Here’s a simple step-by-step setup to follow:

1. Choose your key light. This is your main light source. Place it at a 45-degree angle to the main subjects. If you're using natural light, this could be the sun or a large window. With artificial lights, a strobe or speedlight with a softbox works best here.
2. Add a fill light or reflector. Place this on the opposite side of the key light to soften any shadows on the player’s face. A white or silver reflector bounces just enough light to keep things natural.
3. Watch your background. Make sure it’s lit so that it doesn’t distract or pull focus. If there’s bright sunlight behind the team, try repositioning or adding a slight backlight behind the subjects to create a soft edge around them.
4. Step back and review. Take a few test shots and look for uneven lighting across faces, reflections in glasses, or hotspots on foreheads. Minor adjustments in light height or angle can clean these right up.

Indoor shoots may call for higher light placement to avoid overhead shadows. If you're outdoors, overcast skies act like a natural diffuser. Still, always have a reflector or bounce card nearby. For teams wearing caps or helmets, light needs to come from a higher angle to properly expose their faces without casting deep shadows under the brim.

Getting your setup locked in before the players arrive not only saves time but also helps keep sessions smooth. No one wants to stand in full gear for longer than necessary. A bit of prep keeps the team comfortable and your shots consistent.

Popular Lighting Techniques to Try

Knowing how to use your gear opens the door to several techniques that make a real difference during sports team and individual photo sessions. Each has its place, so it helps to get familiar and know when to use what.

Here are three reliable lighting techniques for shooting sports portraits:

1. Three-Point Lighting. This setup uses a key light (main light), a fill light to soften shadows, and a hair light or backlight to help separate the subject from the background. It gives your portraits a polished, professional look. It's a go-to for indoor setups or when you need controlled results.

2. Rim Lighting. Positioning a light behind the subject at a slight angle creates a glowing edge around their silhouette. It’s great for adding drama and highlighting the team's shape, especially if they’re each spaced apart in a slightly staggered position. Rim lighting works well in darker settings where you want dimension without visual clutter.

3. Using Fill Lights. Fill lights exist to reduce contrast so that facial details aren't lost. These can be powered lights or reflectors and should be less intense than your key light. They come in handy when photographing players with strong facial features or helmets that cast shadows.

You can change up each technique depending on your shoot conditions. If you’re working with a smaller team indoors and don’t have room for three lights, even bouncing a second light off a nearby ceiling could act like your fill. The idea is to use what you’ve got to mimic these setups to fit your space.

Fixing Common Lighting Problems

Even with the best planning, lighting hiccups happen, especially during outdoor sessions or last-minute setups. Things like uneven exposure, glare, or deep shadows can show up and throw off your shot.

Here’s how to solve a few of the usual issues fast:

• If players’ faces look too dark, especially under helmets or hats, raise your key light or tilt the reflector to bounce more light back at their eyes.
• If you’re seeing strong shadows behind players, try moving them forward from the backdrop or softening the backlight.
• On sunny days, harsh midday sun creates hard shadows. Use a diffuser or position the team in open shade to even it out.
• Glare in glasses or shiny helmets can happen when lights hit at poor angles. Move the light slightly higher or off to the side to knock out these spots.
• Uneven lighting across the team lineup usually comes from light fall-off. Try moving your light source farther back or using a larger modifier to spread light more evenly.

A test shot or two early in the process can help you catch these before they become a problem. Checking your camera’s histogram or zooming in to review skin tones is a quick way to spot overblown highlights or murky shadows.

Weather can also throw surprises your way. Always keep a lightweight reflector, a backup light if possible, and a plan B for moving indoors if needed. Being ready to adapt is what keeps things on track.

Bringing Team & Individual Portraits to Life

Lighting is where your creative eye really counts. Every team has personality, and great lighting brings that out in the photos. Whether you aim for something classic and clean or dynamic with a bit of edge, lighting helps you shape the mood.

Don't be afraid to try different angles, bounce light off nearby surfaces, or test a new reflector. The more you experiment, the quicker you'll figure out what works for your usual sports photography setups. One photographer we know realized that a simple camping tarp clipped to a chain-link fence made the perfect sun diffuser for a summer soccer shoot.

Good portraits aren't about flashy effects. They come from well-thought-out light, a solid setup, and a little patience. That’s what gives the photos depth and leaves the team feeling proud of how they showed up.

Take what fits your workflow, keep tabs on your results in different lighting conditions, and adjust from there. Great sports portraits start with light, but they really come together when you use that light with intention.

Ready to transform your team and individual photos with standout lighting? Dive into the artistry of sports portrait photography to see how the right techniques and gear can elevate your work. Explore PhotoDay® and discover the workflows and tools that fit your needs and help showcase each player's personality and spirit.

School photo day pops up on the calendar like clockwork. Whether it's a kindergartner in their very first classroom or a high school senior capturing their final year, school portraits mark a moment in time. These sessions aren’t just for filling yearbooks. They’re meaningful for families who collect these images year after year. For photographers, it's a chance to make a lasting impression and deliver smooth, stress-free experiences for schools and students alike.

But let’s be honest—photographing dozens or even hundreds of kids within tight timeframes can get hectic without the right approach. Wrangling a squirmy first grader who just lost a tooth or calming down a middle schooler worried about their hair takes both preparation and people skills. The good news? A few thoughtful steps can make portrait day run smoother and leave students and parents smiling. Let’s start with gear prep.

Prepare Your Equipment

Getting your gear squared away before the shoot can save time, prevent headaches, and set the tone for a successful day. These types of shoots usually move quickly, so anything that slows you down—dead batteries, missing triggers, or faulty cords—can throw everything off schedule.

Here’s a short checklist to keep on hand during your prep routine:

1. Fully charge all camera batteries the night before the shoot. Pack extras just in case.
2. Format all memory cards ahead of time and bring more than you think you'll need.
3. Double-check your camera settings for consistent output (ISO, aperture, and shutter speed).
4. Clean your lenses. A smudge or speck can ruin multiple shots before it’s noticed.
5. Test your lighting setup, especially if you're using strobe lights or reflectors.
6. Secure your background and make sure it's wrinkle-free and suitable for the school's age range.

If you’re using props like stools or posing guides, confirm they’re packed and clean. These pieces may seem minor, but forgetting one can lead to last-minute scrambling. It's also smart to bring backups of any gear that's easy to carry—things like battery packs, cords, or small light modifiers. They won’t take up much space, but could save the session.

Planning ahead like this means less stress on the day of the shoot and more time to focus on what really matters—capturing great shots of students. It also gives you the freedom to adjust quickly when things don’t go according to plan.

Create a Comfortable Environment

Most students don’t naturally love being in front of a camera. Some are shy, others may be coming from gym class, or maybe someone had a rough morning. You never really know what kind of mood they’ll be in, so setting the right vibe at your station makes a big difference.

Start by keeping your setup clean and inviting. If you're inside a cafeteria or multipurpose room, tape down cords, mark where students should stand, and avoid clutter around your backdrop and lighting. A neat space helps kids relax because it feels safe and simple.

Sound also matters. If the room allows it, playing soft background music can calm nerves and break the silence that sometimes feels awkward. Avoid loud or overly upbeat tracks. Something neutral works best to keep conversations comfortable and maintain focus.

Your body language helps too. Smile and speak kindly even when you're repeating the same directions for the tenth time. Kids pick up on your energy fast. Making eye contact, crouching to their level if they're small, and offering a quick compliment can all build trust in seconds.

For younger children, consider bringing a small puppet or silly distraction. Holding it by the lens while giving direction works surprisingly well to keep them looking toward the camera with natural smiles. One photographer told us they use a fuzzy caterpillar clipped to the top of their lens, and it works like a charm for preschoolers and elementary kids.

Creating this kind of supportive space doesn’t have to mean a complete overhaul of your setup. Small touches go a long way, especially when you’re aiming for genuine expressions and smooth sessions. If students feel safe and seen, they’ll be more likely to smile and let you capture something real.

Posing and Framing Techniques

One of the fastest ways to improve school portraits is by focusing on simple posing and strong framing. It doesn’t have to be overly creative. In fact, the most timeless school portraits are often simple and straightforward. But even a few small adjustments to posture and angle can make a big difference.

For younger students, start by guiding them into a relaxed seated pose. Have them sit upright with their feet flat, hands resting gently in their lap or to the side. Remind them to take a deep breath and smile naturally. Sometimes, having a mirror nearby can help them fix their own shirt collar or hair and feel more in control, which leads to better expressions.

For older students like middle and high schoolers, offer small choices without overwhelming them. A slight head tilt or standing at an angle with shoulders turned can help the final portrait look polished but still natural. Ask them how they normally like to stand for a photo, then clean up the pose from there without changing their style completely.

Use the frame smartly. Keep eyes in the top-third of the image unless there’s a specific reason to adjust. Watch for stray hairs, crooked collars, or overlapping shadows on the backdrop. Smooth lighting and balanced composition make the portraits feel professional without anything distracting in the shot.

If you’re working quickly, give direction verbally in one or two steps. For example, say, “Let’s turn your shoulders a little this way...great, now chin up just a bit.” This keeps the flow steady and reduces the chance of kids feeling overwhelmed or stiff from holding too many adjustments at once.

A thoughtful pose combined with neat framing helps ensure that families receive portraits they’ll be happy to display and keep for the long haul.

Connect with Students for Natural Expressions

Genuine smiles always stand out more than perfect posing. If there's one thing that makes your work more memorable, it's getting students to relax for just long enough to show their real personalities.

You don’t need to be a stand-up comedian, but you do need a go-to routine to break the ice quickly. Get on their level, smile warmly, and speak like a real person, not a robot repeating the same script. You’ll notice right away if a student walks in feeling shy or nervous. In those moments, stay calm, keep things light, and avoid rushed direction.

Try some of these easy techniques to pull out natural expressions:

1. Ask a quick question: “What’s your favorite snack?” or “Do you have pets at home?”
2. Say something just a little goofy: “Okay, now NO smiling at all. Wait…don’t do it! Uh-oh…”
3. Give them a job: “Can you help me by holding really still for three seconds? You got this.”
4. Compliment something simple: their shirt color, shoelaces, or hairstyle.

Older students sometimes feel the most awkward during photos. They're often self-conscious or tired from classes. Treat them with respect while keeping the mood casual. Let them know you’re there to make them look good, then work fast so they don’t have too much time to overthink.

The goal isn't to claw out a grin. It’s to create a moment where the student forgets the camera just long enough to be themselves.

Improve Workflow Without Sacrificing Quality

Balancing speed and quality can be tricky, especially when you're photographing hundreds of students in one day. But with a bit of planning and organization, it's possible to keep a steady pace without cutting corners.

Start with a clear process. Mark your shoot area with tape or signs so students know where to stand. If you're working with a team, make sure everyone understands their role, whether that's guiding students to their spots, checking appearance, or confirming the schedule.

Use a consistent lighting setup and camera placement for school photos. This removes guesswork and helps speed up post-processing since all your images will have similar exposure and composition.

During the editing stage, set smart boundaries. A little cropping, minimal color correction, and light retouching should be enough when your setup is solid straight out of camera. Don’t get stuck spending too much time on each photo, especially if you're handling a large volume.

Here’s one way to tighten up your workflow while keeping quality high:

• Batch rename and organize files by class before editing
• Use the same basic edit settings for most images
• Only zoom in for detailed checks on a few test shots per batch
• Keep a template or preset system for faster exporting and delivery

Staying consistent from setup through editing keeps the look clean and polished without burning yourself out.

Bring It All Together with Confidence

Running back-to-back school portrait sessions can feel hectic, but with prep, structure, and a calm attitude, it doesn't have to be overwhelming. When your gear is ready, your space is inviting, and your process fits the pace of the day, you're already ahead.

Students of every age will pick up on your tone, your energy, and the way you carry the session. Each interaction might be short, but those few seconds can leave a kid feeling seen, and that’s what helps pictures stand out. No fancy tricks, just honest attention and smart planning.

In the end, school portrait photography is about more than just snapping pictures. It’s about building systems that allow your best work to happen again and again, no matter how packed the schedule gets. Don’t underestimate how powerfully the smaller things, like a quick joke or a wrinkle-free backdrop, can impact the final image.

Ready to transform your approach to capturing volume school portraits with ease? Discover how PhotoDay® can help you streamline your workflow and improve the overall experience. By using the right tools and planning ahead, you’ll stay on top of even the busiest schedules. Learn more about how we can support your growth through our school portrait photography services.

We made it! 2023 is winding down, the busy season is almost over, and your holiday sales are starting to run, generating a big revenue push to close the year strong. Now is a great time to reflect on all the wins your volume photography studio enjoyed over the last 12 months, map out next year’s activities, and consider ways you can take your business to even greater heights in 2024!

As you fill out your calendar for next year, don’t forget about trade shows! If you’ve never been to a trade show, the experience will blow you away. It’s a priceless opportunity to immerse yourself in all things photography while being surrounded by like-minded industry professionals. Getting a glimpse into our profession's current state and future roadmap will motivate you to innovate and grow your business.

Will attending trade shows benefit your studio? We certainly think so! In this blog, we’ll explain what a trade show is, why they’re valuable, and introduce you to the biggest photography shows in the country so you can decide which ones you’re interested in attending. Plus, we’re sharing where you can find the PhotoDay Team—we’re excited to sponsor and participate in multiple shows this season!

What is a Trade Show?

Trade shows have many names, including trade exhibitions, conventions, conferences, expos, and trade fairs. They are huge events where companies and professionals from a specific industry, like photography, gather to network and showcase their products, services, and innovations that will benefit others in the industry. It’s like going to a theme park, but all the attractions are photography-related. Everyone there is as excited about photography as you are, and you get ultimate exposure to the tools, technologies, tips, and trends that will help you grow your volume photography studio.

Companies set up booths to display products, distribute marketing materials, and engage with attendees to help you understand how their equipment, software, workflow, or storage system will save your studio time and money. 

On top of that, there are educational presentations, workshops, and seminars with some of the biggest names in the business who are eager to share their expert insights and knowledge with you.

Taking full advantage of a trade show can improve and expand your studio’s efficiency, creativity, and capability. Plus, you might make some new best friends.

Why Should You Attend Trade Shows?

Trade shows offer a unique environment to explore new opportunities for your business, network, and gain exposure to the latest photography trends. There’s no other setting for you to learn this much in such a short amount of time. 

Here are some of the ways going to a trade show will benefit your studio:

• Networking Opportunities: Trade shows encourage everyone in the industry to gather in one place by providing numerous formal and casual opportunities to get to know each other and develop crucial contacts. Some trade shows offer specific networking dinners or events. It’s no secret that an extensive network of colleagues and vendors is invaluable! You can share tips, seek advice, and pool knowledge on technologies and trade secrets as you take your studio to new heights.
• Brand Building: Trade shows present opportunities to grow your brand both in the photography community and with potential clients. The connections you make could lead to future business opportunities and partnerships! Consider using your social media platforms and blog to document all your exciting experiences at the trade show. Your willingness to innovate your studio and service offerings will be very attractive to existing and potential new clients. 
• Experiencing the Latest Industry Trends: Trade shows are where vendors and industry manufacturers feature the latest technology, software, and equipment. In-depth conversations with creators and hands-on experiences with the newest tools, software, products, and printing technologies could uncover the means you need to level up your studio’s efficiency and image quality.
• Educational Opportunities: Workshops, seminars, and presentations by industry experts are priceless and will likely provide the most significant return on your investment. Learning new techniques, business strategies, and best practices from established industry veterans will directly impact your studio’s planning, execution, and growth.

The Best and Most Important Trade Shows for Volume Photographers

Attending trade shows can be a significant investment. There are travel and registration costs, and you are eliminating potential picture days from your calendar. Attending the right shows is crucial so you can leave feeling like the benefits were well worth the cost.

If you’re having difficulty deciding which shows are the best fit for you, PhotoDay has you covered! Our experts have compiled everything you need to know about the top trade shows for volume photographers. We have provided the dates, descriptions, and educational opportunities for each, but feel free to visit the shows’ websites to learn more about how to register, what vendors will be in attendance, cost, and more!

If you’re curious about a specific trade show and want input from past attendees, we suggest joining the Team and Volume Photographers Facebook Group. If you’re a PhotoDay user, join our PhotoDay Users Facebook Group. Both groups are full of members with first-hand recommendations who love to help out a fellow photographer by sharing their experiences!

SPAC

‍https://spac-usa.org/ 

• Dates: January 24th - January 27th, 2024
• Location: Las Vegas, NV
• Description: SPAC is the largest annual high-volume school and sports photographer conference! They bring together social events, education, and networking all under one roof.
• Class Overview: https://spac-usa.org/speakers/ 

Take a sneak peek at some course offerings:

Sports 101 & Sports 202 with Jay & Carinna Boatwright
Additional Registration Required. Limited Space.

One of the challenges facing both veterans and those new to volume sports is picking the best set of ingredients to use in their recipe for success.  Jay and Carinna Boatwright of SmaX Photography and TeamDSP’s Dave Stock and Maris Naegeli will share their choices of software (PhotoDay and Blueprint) and equipment and the logic behind their selection. More importantly, the focus of this session will be how they combine these and other ingredients to match the tastes of their respective target markets: select teams, sports leagues, and middle and high school teams. Main areas of emphasis will include indoor and outdoor lighting setups, the use of both natural backgrounds and greenscreen, and picture day and post-photo shoot workflows. The Boatwrights are sponsored by PhotoDay.

PhotoDay is also hosting a Side Show breakout session.‍

Take your business—and profits—to the next level with PhotoDay and LVL Up Imaging. Learn how to streamline your next school picture day with Mario and Tom Muñoz (LVL Up Co-Founders) as they showcase their innovative single-light system, which guarantees:

• Beautiful, soft, and consistently perfect lighting 
• Improved image quality SOOC
• Simplified post-processing steps and seamless extractions
• Compact portability (it even fits in a sedan)
• Easy 5-minute set up on location

When it comes to image-first selling, outstanding photos = awesome revenue. PhotoDay’s modern online marketplace, time-saving workflows, AI-driven knockouts, and powerful marketing tools make LVL Up and PhotoDay the perfect combination.

Stevie Williams (PhotoDay Customer Success Manager) will demonstrate PhotoDay Capture’s game-changing workflow while attendees receive FREE headshots from these award-winning photographers, plus a LVL Up discount code. Discover how PhotoDay and LVL Up can revolutionize your studio! 

Other course offerings at SPAC 2024:‍

• AI Transforming Industry Panel
• How to Prepare an RFP for School Contract Bids
• My Secrets and Strategies for Pricing Cheer, Gymnastics, & Dance Photography

‍Be sure to stop by and say hi to the PhotoDay Team at Booth 401!

Imaging USA

‍https://imagingusa.com/ 

• Dates: January 28th - January 30th, 2024
• Location: Louisville, KY
• Description: Imaging USA is the premier photography conference! Connect and learn with fellow photographers to help excel your business. Learn skills to grow your business and spark your creativity along the way.
• Class Overview: https://imagingusa.com/schedule 

Take a sneak peek at some course offerings:

Portraits Gone Volume with Jason & Jo Marino‍

Join Jason and Jo Marino of Strada Studios as they delve into their transformation from successful luxury portrait photographers to creative pioneers in the volume school portrait and sports industry. Discover their key business insights, upscaling techniques, innovative tech and tools, practical takeaways, and inspirational success stories about how to seamlessly blend quality and scale in your business. The Marinos are sponsored by PhotoDay.

Maximizing Sales + Image Quality for Online Volume Sales with Mario Muñoz‍

Don’t miss the chance to learn from Mario Muñoz of LVL Up Imaging and Muñoz Photography! Acclaimed photographer and co-founder of the innovative LVL Up Studio System, Mario will share how to maximize both revenue and image quality specifically for online volume selling. Mario is sponsored by PhotoDay.

Other course offerings at Imaging USA 2024:‍

• Purpose-Driven Photography: Unlocking the Secrets to Building a Purposeful and Profitable Business
• Great Clients Are Made Not Found
• Think Like a CEO: Know Thyself and Master Your Business
• Being Profitable in High Volume Sports – Process, Technique, Tools, Sales, and Marketing
• Photo-Activism: Photography With Purpose‍

Be sure to stop by and say hi to the PhotoDay team at Booth 1311!

SYNC

‍https://www.syncrocks.com/ 

• Dates: February 22nd - February 25th, 2024
• Location: Orlando, FL
• Description: SYNC is the largest High School Senior and Youth Sports photography show on the East Coast! Discover a blend of inspiration, education, and, last but not least, FUN! While at SYNC, you will be able to uncover the latest equipment and technology to help your business grow!
• Class Overview: https://www.syncrocks.com/speakers1 

Take a sneak peek at some course offerings:

Dance: From Start to Finish with Rose Coleman

Want to grow your dance photography business? Learn what it takes to get new recital studios, photograph different age groups, how to sell to clients in 2024, and maximize your backend workflow with technology. PhotoDay Capture has changed the game, and you need to be using it! Take your business to the next level with Rose. This program is jam-packed with volume tips and tricks. Rose is sponsored by PhotoDay.

The Power Inside Your Portrait with Jake Carr

Join us as Jake shares his newfound secret to self-confidence. Learn how to create your own momentum and unlock the mental toughness you need to take your business and personal endeavors to the next level. Key takeaways include techniques to improve self-confidence, the hidden value of the portrait process, and reframing your mindset. Jake is sponsored by PhotoDay. 

Shoot to Thrill: Creating Stunning Volume Sports Portraits with Next Level Lighting Tools with Jason & Jo Marino

Join The Marinos for an exhilarating photography presentation that will revolutionize how you approach volume sports portraits! Learn the tips and tricks Jo and Jason learned as high-end portrait photographers and parlayed into dramatic, engaging volume sports portraits that not only captivate viewers but also sell like crazy. The Marinos understand the importance of efficiency and speed and will share the tools they use to achieve stunning results without sacrificing productivity. Whether you're an aspiring volume sports photographer or a seasoned pro looking to refine your craft, this presentation is for you. Key takeaways include lighting techniques, enhanced composition and posing, efficient workflow strategies with PhotoDay and AI culling and editing, and post-processing for impact. The Marinos are sponsored by PhotoDay.

Youth Sports Photography for the Win with Jay Boatwright

In this program, the discussion will be about strategies and practices that Jay and Carinna Boatwright use for their growing studio in Atlanta, Georgia. Whether your goal is to improve your skills for local high school athletes or you want to run an organized shoot of 100+ teams in a day, Jay will share his strategies for success! The Boatwrights are sponsored by PhotoDay.

Be sure to stop by and say hi to the PhotoDay team at Booth 15/16!

ClickCon

‍https://clickcon.us/ 

• Dates: July 30th - August 2nd, 2024
• Location: Detroit, MI
• Description: ClickCon is a photography and videography conference highlighting innovation, creation, and collaboration! At the conference, you can attend practical, on-location classes (not in a classroom) hosted by some of the best speakers from all over, as well as visit with the top vendors. Experience the hands-on conference today!
• Class Overview: https://clickcon.us/classes-photowalks/ 

Take a sneak peek at some course offerings:

• Indoor Portrait Lightpainting 101
• Creating an Aligned Business that Feeds Your Soul (and Family)
• The Evolution of a Dancer & How to Capture Them
• Creating Drama with Emotion through Light and Motion
• LVL Up Your Portraits: Mastering the Light
• Creating the Perfect Session Day Workflow
• The Art of Sports Photography: Lighting, Shooting, Editing
• Connecting with Your Client
• Create or Disintegrate: Infuse Your Dance Photography with Artistry

When planning the next growth phase for your studio in the coming year, consider the wealth of information and opportunities trade shows have to offer. There is no substitute for the top-tier education, exposure to new ideas and technologies, and excitement you’ll feel being surrounded by photography lovers like yourself. The few days you set aside will pay huge dividends for your studio. Attend as many as you can and enjoy the results!

PhotoDay is proud to support many of the photography trade shows crucial to the continuing education and support of photographers like you. We’re excited to attend and hope to meet you there!

If you’ve considered diving into the world of senior portrait photography or want to level up your current operation, you’re in the right place!

Photographing seniors is a lot of fun—they exude enthusiasm as they step into a new chapter of life, and their personalities and interests have truly blossomed. While this photography market is enjoyable on its own, it’s also great for business. 

Let’s start by defining the two different senior portrait types. The first is contract senior portraits in a volume setting. The second is individual senior portrait sessions not done in a volume setting. In this blog, we’ll discuss how volume photographers can cross into the world of individual senior portrait sessions.

In our quest to provide you with valuable insights, we've enlisted the wisdom of seasoned professionals who have mastered the art of volume photography and honed their skills specifically in the realm of individual senior portraits. Consider this as your backstage pass to the behind-the-lens world, where we ask the burning questions you've been dying to know.

We asked two talented volume photographers (who are also part of the PhotoDay Team) tons of questions about the art and business of taking great senior portraits. Meet Dan Burgess—photographer and co-founder of D&B Forever Photography and Ohana Sports Photography—and Brian Derenski—owner, photographer, and graphic designer at Brian Derenski Photography.

Keep reading to hear their terrific perspectives on everything from effective communication to ideas for making seniors comfortable during their sessions.

Their shared knowledge reads like a cheat sheet for senior portrait photographers of all skill levels. Here are their answers (some answers have been edited for length and clarity):

Communication

Q: How soon before picture day do you send out communications like what props to bring?

Brian: I consult and book senior portraits at the same time, either over the phone or in a Google Meeting. That allows me to discuss my pricing and process. I let people book up to a year in advance, then send wardrobe and prop reminders and a model release about 30 days prior. My CRM, 17Hats, automates a lot of this for me, which keeps things simple.

Dan: I cover as much information as possible during the consultation, then send reminder emails leading up to the shoot. Email is best for sending contracts and reminders about senior portraits, but on the day of the session, I communicate via text.

Q: How do you get to know the seniors to prepare you and them for their senior portrait day?

Dan: I do as much as I can over the phone. I really like to get to know who I am photographing, so I ask the right questions and really listen to how they answer. A lot of people send questionnaires, and it works well for them. I’ve always found that conversations are a lot more personal for me, and I get more out of them.

Brian: I love conversations, too, but I have a questionnaire I send out for the senior (not the parent) to fill out. It covers things like favorite snack foods, favorite cartoons from when they were a kid, and favorite high school memory. I also like to ask where they would want their session if money were no object. I bring their chosen snacks to the shoot to help them relax. Then, I draw on their other favorites to keep them loose throughout the session.

Locations

‍Q: What are the benefits of shooting indoors versus outdoors for senior portraits? Do you leave it up to the parents to decide?

Brian: It really depends on what the senior and their family wants. We determine what will work best during the consultation meeting. I need to know if they need access to a special location like a court or field at school. I’m comfortable indoors or outdoors, so I just make sure we can go where they want to. 

Dan: I feel the same way. I am equally comfortable photographing indoors or outdoors, so it 100% depends on the style of the session and what the student wants their senior portraits to look and feel like.

Q: If you photograph outdoors, what is the best time of day?

Dan: Any time can be the best time. We, as photographers, need to know how to control the light. We don’t have to shoot at the golden hour or in the shade. We just have to have the expertise and equipment to work with the light we have.

Brian: That is true. A strobe will help in any lighting conditions, but a bounce card can also do wonders. My only additional suggestion would be to consider the weather. If your senior portrait session is in the middle of the day on a hot summer afternoon, you probably won’t get the results you hope for.

Timing

Q: When is the best time to market senior portraits?

Brian: October through January of a student’s junior year makes the most sense. Send a rep team to the school, if possible, and target any paid ads towards juniors and parents of juniors. Use discounted session fees as an incentive.

Dan: I market senior portraits all year long. There are always early and late people, so I constantly have some kind of marketing going on.

Q: What month is the best for taking senior portraits?

Dan: I like mid-fall for the seasonal colors and spring because everything looks vibrant and photographs nicely.

Brian: I prefer late May to early June. Due to yearbook deadlines, you can’t go later than the end of September.

‍Senior Portrait Lighting Setups

Q: What lighting do you need to take great senior portraits?

Brian: It’s a mixed bag, depending on the look, wardrobe, location, and time of day. You’ll be able to create a checklist during the consultation, and you may need anything from multiple lights with gels and modifiers to a simple reflector. I like to use an AD300 for portability and a Glow Para Snap 36” softbox for a main light. I also carry 3 AD200s with MagMod Sphere and a gel kit, just in case.

Dan: This question is loaded. It depends on what you have, and you may need to purchase additional lights, modifiers, and scrims to control light and achieve the senior’s want for the session. A traditional three-point lighting setup will work for most indoor shoots, but if your senior wants special effects or something extra, you may need 6-8 lights. Make sure you are clear on the expectations of the student and their parents, then ensure you have the equipment to execute it.

Senior Portrait Poses and Props

Q: What are the most common senior portrait poses?

Brian: There are no “standard” senior portrait poses. You can use triangles to create motion and symmetry. For ladies, the S-curve with a bent knee and toe pointed to the side is flattering for all body types. Expressions are usually much more important than poses, so always keep that in mind.

Dan: I always say to pose to the subject. Try to understand their body language, attitude, limitations, and expectations. This will ensure they are comfortable and look natural. If a pose doesn’t look or feel right, don’t force it. Just throw it away and move to something else.

Q: How many senior portrait poses do you recommend per person?

Dan: As many as you can work into your allotted time slot. You never know when you will get “the one,” so it's best to try as many things as you are physically able to.

Brian: There’s no specific answer. It depends on many factors, including wardrobe and location. As a photographer, your goal is to provide more images than they can buy. You can use different poses to sell while photographing by planting seeds like, “Oh wow! This location and that look would make a perfect canvas print.”

Q: Do you provide props or ask the students to bring their own?

Brian: They should definitely bring their own. The experience has to resonate with them. Uniforms, sports equipment, and instruments are all very personal items, and I like to be able to ask them questions about each prop to capture their emotions during their senior portrait session.

Dan: I have an inventory of props that I will be happy to bring if they want me to, but I definitely encourage them to bring their own because the pictures will mean more to them.

Senior Portrait Outfits

Q: What do you recommend students to wear for their session?

Dan: The two most important things are that they are comfortable and that their outfit represents what they want from their senior pictures. If they are uncomfortable, it will reflect in the photos.

Brian: Their senior portrait outfits should reflect who they are fashion-wise and as a person. It can be as simple as a nice suit or a pretty dress, but I like trying interesting things like adding sports equipment to dress clothes to show the subject's complexities.

Q: What senior portrait outfits should they avoid?

Brian: If the outfits make sense for the session, there are no real rules. I tell everyone to stay off Pinterest and plan their senior portrait outfits based on their story, not someone else’s. 

Dan: They should not wear outfits that make them uncomfortable, interfere with posing, or clash with the style of photographs we are trying to take.

Senior Portrait Trends

Q: Are there any senior portrait trends we should be aware of?

Dan: ProMod lights, tube lights, and smoke are cool if that’s the look someone is going for. It’s okay to experiment a little, but be sure everyone is on the same page about what the finished images will look like.

Brian: A few are out there, but I try to keep it as classic as possible. Parents will be displaying that picture forever. You don’t want the image ever to look dated.

Other Senior Portrait Tips

Q: How can you make students more comfortable during their session?

Brian: Music is always good. Find out what their favorite artists are and play them, or bring a Bluetooth speaker and let them play their Spotify playlist on it.  I always bring their favorite snacks and soft drinks they told me about during consultation. It’s a pleasant surprise and shows the seniors that I care about them, which helps relax the session's atmosphere.

‍Dan: Talk to them. Get to know them on a genuine level. Think back to your consultation and find things to chat about. Take advantage of the time you have together. The more comfortable they are and the better their mood, the better your images will turn out. Also remember, you could be building a legacy with them. One day, they will likely need a wedding or family photographer, and they will remember this positive experience.

Senior portraits are a fun and exciting opportunity to add a new revenue stream for your studio. Combine Brian Derenski and Dan Burgess’ advice with your skill, creativity, and photographic passion, and start promoting your studio to rising seniors today!

Let their enthusiasm and personality shine! You will capture images and create keepsakes they and their families will cherish forever.

If you’re a volume photographer, there's a good chance you've experienced the loss of an image at some point in your career. It's probably one of the most gut-wrenching emotions possible in this line of work. You put in those long hours, striving to capture the perfect moments. The thought of losing any images is a nightmare that lives rent-free in every photographer’s mind.

No matter what, it’s only natural to feel worry creep in occasionally, but we’re here to review effective storage approaches and solutions that will put your mind at ease. Now, more backup solutions are available than ever before, with options that fit any budget.

The 3-2-1 rule is the gold standard for backing up any data. You need three copies of your data: two onsite on two different media types and one off-site. Data protection exists in a worst-case scenario world. You already know that mishaps like a hard drive failure or a natural disaster can occur, so building redundancy into your system mitigates the risk of permanent data loss.

The methods and media you use to follow the 3-2-1 rule are entirely your call. In this blog, we will help you understand many popular local and offsite storage options and show you one of our experts’ setups as an example to pattern your own system. 

If you’re new to file storage, this may be a lot to digest, but stick with us! If you’re here because you’ve lost files and are in panic mode, check out this article for recovery options.

Let’s dive in!

Onsite Storage

Onsite storage options come in two main categories: direct attached storage (DAS) and network attached storage (NAS).

• Direct Attached Storage: A storage or backup device that is physically connected to your computer by a cable is considered DAS.  External hard drives (EHD) fall under this category.  External hard drives come in two types: a mechanical hard drive (HDD) or a solid-state drive (SSD). HDDs have many moving parts and higher failure rates, so they have become less common; while they offer more storage space at a lower price, the gap continues to shrink. SSDs have fewer moving parts and transfer data lightning-fast, so most experts give this drive type the edge for its performance and reliability.
  
  Seagate, OWC, and Western Digital are three popular EHD brands. They offer many models, including desktop and portable options. While doing your research, you will need to decide what physical size of drive you want and how much storage space you need. We recommend estimating disk space on the high side because having too much is always better than not having enough.
  
  Given the heavy volume of files and data volume photographers must store and backup, you may want to consider investing in a RAID (redundant array of independent disks) system instead. RAIDs store data on multiple interconnected drives simultaneously and, in addition to giving you extra storage space, instantly add a layer of redundancy to your data management system. With a RAID, if one drive fails, you can swap it for a new one, and the system will rebuild the data stored on the disk for you. Talk about a win-win! 
  
  As you might expect, the most popular EHD brands are also popular options for RAIDs, but there are other alternatives like SanDisk. You should evaluate RAID options like external hard drives and all other equipment for your business. Determine your needs and budget, ask your peer group for any recommendations they may have, and then find the gear that suits your studio best. If you’re not already a part of the PhotoDay Users Facebook Group, consider joining! It’s a great place to talk with other volume photographers about these topics.
  

• Network Attached Storage: A storage or backup device that is available via your network is called a NAS. Like a RAID, a NAS contains multiple hard drives and uses similar redundant storage techniques. Unlike a RAID, the NAS includes its own CPU and has the computing power to perform functions like file management and backups without using your primary computer’s resources. NAS is also valuable because other computers on the network can access the files stored there.
  
  Your NAS is the studio’s second layer of redundancy for storage. Since utilizing files over the network is comparatively slower than working with files on your DAS, you would typically store backups and RAW files here while keeping in-progress files and delivered JPEGs on your DAS so you can work with them efficiently.
  
  The most popular manufacturers in the NAS arena are QNAP, Asustor, and Synology. All three offer excellent solutions for all budgets. If you don’t have a preference yet, check reviews and consult with your professional network to find an ideal fit for your studio.

Offsite (Cloud) Storage

Believe it or not, until recently, the most common offsite storage solution was keeping a hard drive at a friend or relative’s house or in a safe deposit box and swapping it regularly with a more recent backup. While this did ensure you would have most of your files in the event of a catastrophe, it was inconvenient, and your protections only went to your last backup. Not a great plan!

Enter cloud storage. We now have access to the cloud where we can instantaneously backup files and other vital data and know it will always be there if needed. It also has the added benefit of accessing anywhere with a connected device, allowing you to store processed files on the cloud for effortless viewing and sharing. If you remember the old-fashioned storage plan mentioned earlier, imagine how the cloud can relieve you of that clunky burden! 

The other great thing about cloud storage? Its scalability. A basic package will provide a fixed amount of storage at a relatively low price, which you can expand as much as you need with significantly less cost than buying new hardware.

A few of the most popular cloud providers are Google Drive, Amazon S3, CrashPlan, and BackblazeB2. Pricing and functionality vary for each service.

Google Drive offers minimal storage for free, so it is impractical for full backups, but it’s a great place to store finalized images for easy access. Amazon S3 provides numerous storage capabilities and an extremely low cost to host data using a specific service called Glacier, which is considered a ‘deep freeze.’ Deep Freeze or Deep Archive refers to the retrievability of these files. It may take 12 to 48 hours to retrieve your archived content from deep within Amazon’s servers. 

Retrieving data can be expensive, so it is recommended to use Amazon S3 as a backup to your backup if you use it at all. Backblaze B2 is the most popular and versatile service, providing storage for $6 per terabyte per month with no download fees to access your data. If you’re a smaller studio with just a few drives to back up, Backblaze also has a standard plan with unlimited storage for every drive attached to your registered computer for $9 a month. 

Data Management

Having this infrastructure in place is only helpful if you manage it properly. Here’s how we suggest prioritizing your solutions. 

Your first focus should be on digital asset management (DAM), which efficiently catalogs and organizes your image library. This system will provide the basis and structure for storage and backup at all levels of the 3-2-1 model. Adobe Photoshop Lightroom is probably the most popular DAM used by photographers, but there are other options including Canto.

Once your digital assets are sorted out, and your storage game is strong, it's time to get creative with your system. Think about adding backup management and monitoring to keep everything in shape.

If your system is up to it, consider doing real-time onsite backups and scheduling cloud backups regularly. The cool part? You can use tools to automate all of this, making your life easier and saving you loads of time.

What Our Experts Use

Now that we’ve discussed the ins and outs of photo storage redundancy and keeping your files safe, we want to provide example setups from a couple of our experts. These samples go beyond hardware and explain each item’s functional and storage purpose. Feel free to use this as a blueprint for your own setup.

For onsite storage, one pro uses an OWC Thunderbolt 4 RAID enclosure for direct attached storage and a Synology NAS. They keep their Lightroom catalog, RAW files, processed JPGs, and design files on the OWC Thunderbolt for easy access and efficient working. The Synology NAS provides a concurrent backup of all files to prevent loss.

On the cloud, this pro syncs finished JPGs to Google Drive so they can easily access them anywhere and takes advantage of AWS Glacier for unlimited storage of RAW files. They use a Glacier plugin on their NAS for automatic backup of these files. This expert does note that it is very cost-effective to “cold store” files on Glacier, but it is costly to restore them if needed, so be sure to closely monitor your local storage solutions to avoid restoring from the cloud unless absolutely necessary.

Another expert utilizes a similar setup to follow the 3-2-1 rule. They use a Thunderbolt solid-state NVME drive as direct attached storage and a working drive. Their Lightroom catalog, RAW files, and design files are regularly backed up to an OWC Thunderbay 6-drive RAID enclosure. Then, they back up everything to Backblaze’s cloud for relatively cheap storage and equally cost-effective access if a restoration from the cloud is required.

Bonus tip: One pro suggests utilizing the Adobe Creative Cloud Libraries built into Photoshop Illustrator and InDesign. For example, you could keep your logos, assets, overlays, and digital backgrounds in folders inside the cloud library, so adding elements to designs is as simple as drag-and-drop! Canva is another tool you can use to this effect.

By now, we hope the 3-2-1 method has really stuck with you and is ingrained into your storage plan. You’re dealing with an extraordinary number of images, so ensuring those are safe should be a top priority. The good news? There are a lot of solutions out there to handle this, each with its own unique capabilities.

Focus on the 3-2-1 rule, and back up your backups onsite and offsite. Once you are confident in your photo storage plan and hardware, you can turn your attention to capturing the next great photo without having to worry about what may happen to it.

Happy capturing (and storing)!