Applied Photography and Video

Planning a Photoshoot
Photo production
Photo production consists of three main
stages:

• Pre production - casting,

selecting location

• Production - transportation,
catering, accommodation

• Post production - editing photos,

delivering final product

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Pre production
Pre production refers to the planning
process and execution of every
task that must take place before
production begins.

This phase is especially important

if a team of professionals needs
to be hired for specific tasks.
For example photographer, make up
artist, stylist etc.

A pre production phase offers space

for a creative director of a project
to manage the expectations, to plan,
prepare, and inform the team about
the ideas and the results, that they need
to achieve in final deliverables.

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Depending on a scale of the project or the production, the pre production phase might
include some of all of the following steps:

• Identification of goals, strategies, and expectations

• Budget setting
• Hiring and meeting with the production team
• Scouting and securing locations
• Casting a talent
• Permits and insurance
• Scheduling a shoot
• Shot list
• Acquiring a gear
• Acquiring props and wardrobe
• Final check
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Identification of goals,
strategies and
expectations

This phase of a creative process is a

collaborative process between an art
director or a creative team and a client,
where they together finalize the idea.

The art director presents a mood board

to the client. This is the opportunity
for the client to contribute to the mood
board and add any inspiration
or concepts they’ve seen that they want
for their shoot.

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This is the time for discussing all the details from mood board that client likes,
whether it’s a certain pose, the lighting, the concept or the styling of the product.

Together both teams set the clear expectations for the final result.
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Budget setting

Typically, a budget for a project needs to

be broken down into three parts:
• pre production
• production
• post production

Pre production includes all of the

expenses that go into the planning
and preparation. For example talent fees,
professionals fee, permits, insurance, etc.

Production expenses include everything

that happens on set: location fees,
labor costs, and catering.

Post production expenses cover

the editing and distribution of your project,
hiring professionals for editing or sound
design and cost of “deliverables”.

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It’s always a good practice to include a 10% contingency for unanticipated expenses,
such as paying for damaged equipment or scheduling re-shoots.

The budgeting process looks very different depending on the scope and scale
of the production.
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The production budget can be also simply broken down into two categories:
1. Creative fee
2. Production costs

Creative fee - it is the cost for the photographer to complete the project.
It has many factors that range from experience to complexity of the job, to duration
of the shoot (how many days), how logistically complex the project is, etc.
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Production cost - it is the hard cost to create the image. It is specific to each project
but can include following:

• Makeup and hair professionals

• Wardrobe stylist (if anything custom is required then you’ll need a designer and creator of that)
• Studio rental
• Gear rental (lighting, computer, camera equipment, etc.)
• Assistant(s)
• Set design and building
• Talent (models, if they are agency represented they will also have a licensing fee)
• Travel
• Craft services (basically food and drink on set)
• Permits (if on location)
• Location/Studio insurance
• Pre production meetings (sitting down with the photographer to help plan out the shoot)
• Location scouting
• Digital fees (typically the creation of contact sheets for image selection)
• Post production costs (retouching of skin, colour grading, etc. )
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Hiring and meeting
with the production
team
Depending on a size of the project,
an art director makes the decision
about what professionals are needed
to join the team.

It might be as simple as hiring

an assistant, a photographer, a stylist
or he or she might need someone
who specializes in certain areas,
such as special effects,
make up artist, etc.

Every member of the production crew

should be present in the team
meetings so that everyone knows about
the goals for the shoot as well
as the expected results.

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Scouting and securing
locations
A creative director can either
find an existing location or
create a unique set.

Location scouting is invaluable.

It allows the team to see several things

such as light quality, colour palette,
and areas of visual interest.
It also allows the team to get
permissions and find out if there are
rules for using the space.

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When a team or a creative director is deciding about the location, they needs to consider
following:

1. Does it fit with the story and concept of the shoot?

2. Is a permit needed to use the location?
3. Does it cost money to use the location and can it fit within the budget for a project?
4. Will the weather cause issues with your shoot?
5. Is there natural lighting? What’s the quality of light? Is an artificial light needed?
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Casting a talent
Depending on a type of a photo shoot
or a video shoot a team might need
to hire models.

There are multiple options that a creative

team considers when hiring a talent:

• If an experienced model is needed,

good option is looking at a modelling
or talent agency.

• For personal shoots, photographers

often use friends for models.

• It’s always a good practice to make

them aware of the terms of the shoot.

• Each model should also sign

a model release.

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Model release

A model release is a contract. It is a written and signed agreement between

a photographer and a person being photographed.

A model release signed by the subject of the photograph (or in the case of a minor,
the parent or legal guardian) gives the copyright owner permission to publish
the photograph as defined by the release.
Releases typically include use for portfolio, marketing and advertising, and other
commercial uses. This also releases any claims the model may have to future
compensation for use of images.
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 Cast Release Form

PARTICIPANT'S NAME: ______________________________________

(Hereinafter referred to as the “Production”):
Producer(s) (Hereinafter referred to as “Producer(s)”):

For the opportunity to participate in the Production, I agree that the Production may be broadcast and/or
distributed without limitation through any means and I shall not receive any compensation for my
participation. I also understand that the Production’s title listed above is tentative and can change without
releasing me from the terms of this contract.

I confirm that any and all material furnished by me for the Production is either my own or otherwise
authorized for such use without obligation to me or any third party. I grant the Producer(s) the irrevocable
and unrestricted right of use of my name, likeness, image(s), voice, and biographical material produced
via my participation in the Production. Producer(s) may exhibit, advertise, promote, and otherwise exploit
Production or any portion thereof in any medium, whether or not such uses contain audio and/or the
visual reproduction of myself and whether I am identifiable or unidentifiable. I understand that the
Producer(s) has the right to use the materials created for the Production in any way he/she chooses and I
have no right to inspect or approve those materials.

I further agree that my participation in the Production confers upon me no rights of use, ownership, or
copyright. I understand that all materials and intellectual properties produced in association with my
participation become properties of the Producer(s). I release the Producer(s), their employees, individuals
assisting with the Production, agents, assigns, and/or third parties associated with filming locations from
all liability which may arise from any and/or all claims by me or any third party in connection with my
participation in the Production. I agree to pay for damages to any and all items, property, and/or
equipment related to the Production that results from my negligent and/or reckless behaviour.

It is understood that the Producer(s) are under no obligation to broadcast or distribute the Production. I
give the right to the Producer(s) to assign all terms stated in this contract. I also understand that by
agreeing to the terms of this contract, I am not guaranteed participation in this Production.
I, _______________________, agree to and sign this on the ____ day of ____________, ______.

_______________________ / ____________________________ / ________________________

Participant's Signature Street Address City, State, Zip

____________________ / _________________________ / _______________

Home Phone Number Emergency Phone Number Date of Birth

=======================================================================
If participant is a minor (under the age of 18), the signature of a parent or legal guardian is required:

I, ____________________, am the parent or legal guardian of ____________________ and I am in agreement with the
terms set forth in this Release Agreement in his/her behalf on this ____ day of ____________, ______.

_______________________ / ____________________________ / ________________________

Parent or Legal Guardian Street Address City, State, Zip

____________________ / _________________________
Home Phone Number Emergency Phone Number

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Permits and insurance
Having a insurance policy protects
production crew, production gear and all
the locations from liability claims,
damages, accidents, or even negligence
and copyright issues.

There are 2 main types of insurance:

General liability insurance - helps to

cover costs associated with bodily injury,
property damage, or third-party incidents
that occur while working; it may also help
protect some of the equipment if it's ever
stolen during work.

Professional liability insurance -

can protect the crew and the business
if a customer claims that the team was
negligent in doing the work.

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To be able to use some locations, a team might be required to obtain a permit.
A good practice is to contact a local City Hall and find out what are the requirements
for specific location.
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Scheduling a shoot
Because photo shoots occur during
a fixed window of time, and generally
capture an environment or circumstance
that has been staged, planning is very
important to make sure the team is able
to use the time to its fullest potential.

Having a clear idea on everything that

needs to be accomplished will help
minimize surprises and stress the day
of the shoot.

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The goal is create a detailed schedule.
It’s important to include buffer time within the schedule so that if things take longer than
planned it doesn’t throw off the day.
As well as including time for scene set-up and break down, time for meal breaks,
and time for changing the locations.

The schedule must be shared with everyone involved in the shoot.

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Call sheet

Call sheets can help organize a production and share information.

It is a daily schedule created based on the director's shot list. The call sheet contains
important details, like the location, the cast call times (what time to arrive for work),
and the shooting schedule

Every talent and every member of the crew should have one, and confirm that they've
received it.
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 Call Sheet

Locations Environment Schedule details Job Details

Film Crew: Talents:

Role Name Phone Call in Role Name Phone Call in

Location Map

Brief Schedule / Shot List

Notes

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Shot List
A shot list is simply a checklist of the
individual shots that need to be taken.

It helps photographers to be efficient

with their time and with a budget.
Having a prepared shot list can prevent
costly reshoots.

A shot list also serves as a way of

communication between a creative
team and the client to ensure that all
necessary shots will be captured.

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A shot list can be made up of a brief description of each shot and can include
rough sketches of the photos the photographer wants to take.

Creating the shot can also help to ease the pressure the shoot can bring.
The photographer can use the shot list as a guideline, to make sure that he or she
captured all photos needed from the shoot.
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Acquiring a gear

The kind of gear each photographer

really needs largely dependents on the
type of photography he or she does,
where they shoot, and on the budget.

Every photographer owns some basic

photo equipment.

It usually includes:

• Camera
• Multiple camera batteries
• Memory cards
• Tripod
• Lenses

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The specific shoots or events might, however, require specific photography gear.
Photographers or videographers can rent equipment for such shoots.

Many companies rent camera bodies and individual lenses, lighting equipment, tripods and
mounting systems and many more. Rental can be by the day, week, or even a month.

Short term, this can help photographers equip themselves with the right gear for a specific
shoot, but this option isn’t cost effective if they use it often.
If they need to rent a specific lens multiple times in a year, for example, they might actually
save money purchasing that lens new or used as opposed to renting it repeatedly.
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Acquiring props

Acquiring props, set pieces, or wardrobe

can require a bit of time and sometimes
it might require some budget as well.

It might be either renting, buying,

or making either set pieces, specific
wardrobe or any additional props
needed for the shoot.

Props or wardrobes with the specific

character can be sometimes found
in the local thrift stores of be borrowed
from friends, or local fashion designers
or boutique owners.

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Final check
To do the final check day before the
shoot is a very good practice.

It should include formatting cards,

cleaning lenses, packing gear, double
checking the weather (if applicable),
and just generally making sure, one last
time, that everything is as prepared as
possible for the shoot.

This is also the time that a creative

director sends one last email or text to
every member of the crew to make
sure everyone is prepared and has all
information needed.

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 Thank you!
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