Preparing clients for a successful photoshoot to increase print sales.
August 16th, 2024
You’ve booked a session–feel free to celebrate! But what comes next? A successful photo session starts long before you even pull out your camera and start snapping pictures. As photographers, we know how WE prepare for the day. But, generally speaking, our clients are not models and they are not always arriving on set camera-ready or even comfortable.
When we create a good client relationship from first contact, they trust us to capture and create an experience that embodies these special moments regardless of their comfort in front of the camera.
Preparing our clients sets us up for success too. When our customers feel ready, at ease, and fully informed about what to expect, we’re better positioned to capture them at their finest. This results in great images and happy clients, increasing the likelihood of their return and willingness to invest more in their exceptional photographs. Let’s look at some tips on how to prepare your clients for a successful photo shoot!
Understanding client needs and expectations.
Your client booked you because they like your work and your style, but they might be hoping to create something unique with their own photoshoot. Getting on the same page and understanding what your customer wants to achieve during their session is key to creating a favorable outcome for both you and your client. It’s completely okay to ask your customer what their vision and goals are for the shoot! As a family photographer, the most common goal I heard was to try and get everyone in the same picture looking happy. Sometimes, “happy” didn’t even need to come into play…they just wanted to get everyone in the same picture.
I have found that Pinterest boards serve as excellent icebreakers. Encourage your client to create and share a Pinterest board with you. This isn’t about copying every pose or photo—it’s simply a tool for gaining a clearer understanding of the concept your client hopes to achieve. Questionnaires can be very helpful as well. Depending on the complexity of the shoot, a one-on-one consultation may be necessary either in person, over Zoom, or by phone. How you choose to go about it is entirely up to you!
For larger events, ask for a list of specific group shots ahead of time. Because of the hustle and bustle of these types of affairs, hours can get away from you. A list of essential photos is the plan you need to make sure you provide exactly what your client wants. When photographing weddings, it’s essential to collect this information before the big day. Although some couples may not prioritize group shots, more often than not, someone involved in the wedding planning has a contrasting perspective. I ask for this list 2-3 weeks before the day as the people in attendance typically change closer to the event.
Whether it is a single client or you are shooting a larger event, providing top-notch customer care in this early phase of the relationship will go a long way in creating that sense of trust with your customer. Reassure them that no question is too small, and answer their emails or return phone calls as quickly as you possibly can.
Pro tip: Are you photographing a family or child photo session? Pack some fun, allergy friendly snacks in your camera bag that won’t stain faces and clothes. It never hurts to be ready to ward off hangry meltdowns.
Setting clear expectations.
Not only is it important for you to know your client’s expectations, but it is also important for you to clearly define and outline your expectations for the session. It is usually better to err on the side of over communicating rather than under-communicating. New customers are often unfamiliar with the formal photo shoot process; how to prepare, timelines for travel and the session, timelines for receiving their images, and prints and photo products they can buy afterward.
Now that we’ve covered what to wear and shot lists, providing them with the expected timeline in advance is another important piece of information that can help them prepare and ensure they arrive feeling calm and comfortable.
Pro tip: If your shoot location is in the client’s home, DO NOT arrive too early, especially if they have small children. They will likely need every last second before you walk in the door.
Portrait Photography
If you are a studio photographer and the client has never been to see you in person, make certain that they have clear directions and are aware of the predicted travel time from their home, especially if traffic is a consideration. Similarly, if you are shooting on location, communicate your estimated arrival time.
With most types of portrait photography, a session’s duration can vary depending on the subject and type of service. For example, I found that newborn shoots could be anywhere from 2-5 hours, depending on the feeding schedule, diaper changes, or time to soothe. Five hours sounds like a long time, but babies can’t be rushed and the successful outcome of the session depends on a calm, relaxed atmosphere. Given that people usually don’t expect to dedicate half a day to a photo shoot, informing your customers of this in advance allows them to plan the remainder of their day accordingly.
Last but not least, communicate when the final images will be delivered following the session. Naturally, seeing the final results of the shoot is highly anticipated. That’s why I make it a point to mention it three times: before the session in writing, immediately after the session, and then in a follow-up email a couple of days later. With Zenfolio, it is also easy to add all of this valuable information directly to your website so that your clients can go back and refer to it as needed.
One place for everything from proofing to selling.
Share and sell your photos directly from mobile-friendly, interactive online galleries designed to impress your clients.
Since you and your client have already discussed the goal and overall look they are going for, it can sometimes be helpful to arm them with styling or wardrobe tips. A lot of people have a great personal fashion sense, but that doesn’t always mean they are confident in dressing for a photoshoot, or selecting a cohesive set of outfits for 2 or more people.
Fortunately, as photographers, we have access to many resources that aid in effectively communicating these tips to our clients. There are several style guides or cards out there, but if you are lucky enough to have an eye for style, you can easily whip up your own! Before suggesting certain online or big-brand shops, or specific items of clothing or accessories, keep in mind every client will have a different budget–empower them to create similar looks with what they might already have in their closets, or even buy second-hand to save money. I like to give my clients a list of my favorite local stores, both new and consignment, as well as a few online options to keep things easy for the folks that don’t like to shop in person.
Pro tip: Allow for a few “rain dates” in your schedule and have a back-up plan or alternate shoot date, even when photographing in a studio or other enclosed space. You can never predict when bad weather or other unforeseen circumstances will interfere with a scheduled session.
Event Photography
Events, whether sports, conferences, or a wedding, have their own set of expectations–the timeline isn’t typically dictated by the photographer. Connecting with the vendor’s event coordinator before the function gives you a clearer picture of the time available for the work you have to do. Once you have this information, you can create a rough itinerary for your client.
Remember the must-have list of shots? In my experience as a wedding photographer, I found that each group shot took anywhere from 1-4 minutes, depending on the number of people in the photo. Communicating with your client, and allocating sufficient time in the schedule for capturing all desired details and images will lead to satisfaction for everyone involved. For photographers offering coverage for a set amount of time, the timeline becomes crucial. If you’re booked for 4 hours, be clear about the amount of time allocated for your work. It is also important to communicate the cost of additional coverage before the event just in case extra time is needed, and whenever possible check in with the person in charge before staying past your allotted end time.
Products
Talking about products and their prices before the session can help your client anticipate post-shoot costs. If clients live close enough to have an in-person consultation beforehand, this is an ideal time to show off the quality of wall art, prints, and albums in your online store. Photo albums and large prints are almost always much more impactful when people see them up close. Seeing the impact of a large print or a collection of sizes in a gallery wall in person helps clients visualize these items in their own homes. And, flipping through the heavy, well-crafted pages of a luxurious album gives your customer a vivid glimpse into how their wedding tale, birth story, or senior session will unfold.
As photographers, we all know how important it is to represent scale when it comes to wall art. At first, a 16 x 24 canvas might seem enormous to your client. However, when they see it displayed on a bare wall alongside a larger size, they’re more able to grasp the scale. If you don’t have the benefit of a studio space, that’s okay! I dedicate a whole page on my Zenfolio website to showcase all of my products, and I will often bring certain items to the shoot itself if my customer wants to see it in person.
Remember, you don’t have to be a used car salesman. If you have great images and great products, they will sell themselves. More than anything, be completely transparent about the cost. Your client might need to budget carefully to afford the items they want to purchase.
Value-added services.
Depending on your photography niche, offering extra services to enhance the photoshoot experience can significantly elevate your game, resulting in more profits down the road. For clients seeking highly stylized, polished images, providing hair and makeup services before the session will go a long way in achieving that desired result. Lately I am seeing this more often with high school senior portraits, and it has been a popular add-on service for maternity and boudoir sessions for quite some time.
Furnishing hair and makeup services, the option to visit multiple locations, and even in-house clothing coordination removes any guesswork or added anxiety your clients may experience if they had to manage these tasks themselves. The price tag should accurately reflect the amount of effort and time it takes to ensure that this well-choreographed dance goes off without a hitch. In the end, creating a seamless experience for your clients can pay huge dividends.
Pro tip: Forming relationships and coordinating with other small businesses and talent can expand your network exponentially!
One service that popped up in the wedding photographer market several years ago are photobooths. Once just an iconic mall or amusement park staple, the photobooth has added fun, silliness, and with its instant printing capability, immediate gratification for reception guests. While there are many standalone companies that offer this service, many photographers decided to embrace the trend and invest in their own booth so that they could provide this additional benefit to their clients.
Post-session etiquette and follow-up.
The session is over, but what you do in this post-session phase is just as important as rocking the photoshoot. The day after the shoot is the perfect time to send your client a quick email to say thank you, and to reinforce the time frame in which their images will be delivered. Keep in mind, even though we’ve set those expectations, our client is still closely monitoring their inbox.
Featuring a few edited images to your blog or to your social media pages is an excellent way to make your client feel special and appreciated. Zenfolio’s blog feature makes it easy to post images right from client galleries–there is no need to upload photos more than once, and having everything in the same spot is super maintainable. There are so many benefits to blogging, but one of the best is the free advertising it gives you. If your clients love their images (and they will!), they will share that link with everyone they know!
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Sell your photos online from your own custom store. Set up is quick and your clients will enjoy a seamless shopping experience.
Exceptional customer service is essential throughout this whole process, but it is never more pivotal than after the session. It may go without saying, but answering client inquiries in a timely manner will create a sense of trust and ensure satisfaction, which could lead to more sales. Go above and beyond to show your client that even though the session is over, you are there for them.
Finally, after delivering the final gallery, fulfilling all orders, and ensuring everyone is happy, I do something my grandmother always advised: I express gratitude. Sending out a physical thank-you note or card is a simple way to add a very personal, final touch. In my card, I include a discount coupon for a future session, and a referral code to reinforce my customer appreciation and loyalty.
Your customers depend on your experience, professionalism, and support at every stage of their photoshoot. To ensure a successful outcome for both you and client, it’s important to communicate clearly, establish straightforward expectations, and provide valuable guidance before, during, and after the session. Expressing gratitude and demonstrating a uniquely personal client experience will not only increase your sales and help grow your client base, it will also result in more sales for you and your business.
