This is a post I put up a few days back. I didn’t have any response.
This prom is set for April 16th.. I want to have all my ducks in a row so to speak. So I’m posting again.

Can I bribe ya with a hug to reply?
Linda


Quick question about large events.
I was contacted the other day by the local high school.
They want me to do the portraits at their prom this year.
(Never done this before) But said yes..
And told them I had never done such a large event.

Now I'm having the day after thoughts!
Apparently my husband spiked my ice tea with vodka yesterday. Other wise I would never have agreed to this.
But I'm all about a good time and new experiences so what the heck!

So now I’m needing advice and suggestions on making this event run smoothly.

Thanks for your help in advance!

Take care,
Linda

Hello Linda,
I've never shot a prom, but I did photograph a Winter Formal portrait session at the home of one of the parents. (My stepdaughter asked if I would be their photographer, so I couldn't say no.)
Anyway, my advice would be to keep it simple. Arrive early to set up and do some test shots so you're ready when the kids arrive. I used a large softbox as my mainlight and chose not to use a hair or background light. Choose a non-distracting background, whether it's a backdrop or a solid color wall at the event. (They wanted to use the outdoor setting at my shoot.) Take two or three shots of each couple and choose the best one for your proofs. If possible, post the images to a website for viewing and print selections. Make sure you get email addresses at the event and pass out cards in case they want to reach you with questions. One thing I learned after viewing the images was to be aware of hand placement. No one really knows what to do, so guide them. You really want to have some unifomity in these types of shots. But have fun!
I hope this helps you out.
Here's a link to the shots from the Winter Formal:
http://homepage.mac.com/cgrisanti/CGphotog...otoAlbum13.html
Christopher

hmmm....Dane and I shot something similiar awhile back and I think the easiest way to go about this sort of thing is to shoot it pretty standard to how it's been shot before. You'll probably need a backdrop and a set of studio lights (both of which you can rent for 100 bucks or so.

Then just set the camera on the tripod and let the kids hold each other in all those awkward ways and snap away!

I've shot events like this in the past and still maintain a few each year. Not sure what you had in mind for "print packages" but I would go shop online and see what other prom photographers offer, figure out a couple of basic packages, maybe call them A,B,C and D. Remind them they can always order more later, etc.

What I do these shoots I will often have the school create the themed background, I give them guidelines of how wide, how much room I need, electrical outlets, a table for the sign-ups, as well as brining my own assistant to handle the collection of monies or order forms.

I know it probably wouldn't be easy at this point, but having some sample images and thus the sizes for display would be helpful for some of your clients... I often get the "how big is an 8x10?" question.

I didn't catch if your shooting digital, but if you are it keeps it much easier to monitor lighting changes if you have to reposition for groups, checking for open eyes, etc. I shoot a minimum of two shots of each group/couple. I always find differences and one is often much better than the other.

I enjoy event photography, the profit margins are nice, one set-up and tear down but lots of clients also makes it nice. I would upload the images to a site and when you mail prints to them pass along the address to make reordering simple.

Hope that helps and was the kind of thing you were asking for. Let me know if you've got any other speicif questions, I'd be glad to share anything else :-)

Oh how I adore you guys!
Your advice is priceless!

have the lighting
have the 20D
have the tripods
have the backgrounds
have pictage!
have the packages

Only need now to know about what form to use to log all these kids and keep track of who is who!

Linda

PS.. Christopher
The winter images are nice.. The kids looked like they had a great time!

Linda ~

Here is what some event photographers have done to keep track of shots.

Take as many index cards as you think you need for the event. Before the event number the cards and punch a hole in each one. Craft a hook to hang off your tripod.

Organize your order forms and index cards by copying the numbers on to the order forms and keep both piles in order. As each couple comes up and fills out the order form, have your assistant hand them the corresponding index card. take the card from each couple and hang it on the hook. make sure not to let the cards get out of order. At the end of the evening you will have a number that corresponds with each set-up and order form.

Oh, the most important thing? Don't drop the hook!!!!

Linda ---

Looking forward to seeing what comes out of this!

--- Gregg

QUOTE (Marcia M @ Mar 17 2005, 07:48 AM)

Oh, the most important thing? Don't drop the hook!!!!

Marcia-
I had to laugh when I read that.. Because I was thinking as I read your original post.. ((Sure enough I would drop the cards..))

However I think that is a wonderful idea..
You have to understand that gracefulness does not run deep in our family roots.

I can envision the next post I would be leaving here would read

" Does anyone have any clue how to figure out who’s pictures are who's out of 250"... LOL..

Thanks so Much Marcia for your help.. I really cant tell you all how much I appreciate your advice.

Linda

Linda,
One more idea regarding keeping everything in sequence. Instead of trying to keep the index cards in order, just take one shot of each couple holding a numbered card, and write the corresponding number on that couple's order sheet. You'll only waste one image per couple, but it's well worth it. I used this method many times and never lost anyone!
Christopher

My method is to have them fill out their order form, they pay my assistant, assistant marks the invoice paid (initials, something I'd recognize) and then they bring me the order form. I shoot their shots (2-3?) then write the last image number down on their form. It takes a moment, but at least I can know exactly which image number from the camera was which person.

Occasionally through the night I might actually add other notes at the same time... 2 people, 3 people, group, cute, big hair, etc :-) That way when I'm flipping through images I have even an additional confirmation that the number really was that same couple.

My first big events (100-200 couples) I would get maybe 2-3 envelopes back with "These aren't us!" In the last years I haven't, thankfully, had that problem return!

Taking the picture with the card would work... but I think that would be kind of annoying to me, them, etc. In the "old days" of film cameras they would slide the card into the side of the camera and on the edge of the frame you could read their name off the card... that always seemed awesome.

Once we get barcode scan tattoos on everyones forehead it'll make our jobs so much easier!

--Dan Dawson