Shooting a softball leage...

[jra]

I was offered the opportunity to shoot a youth softball league. This would be about 12 teams with approx. 12-15 kids per team. The money would be quite nice but the logistics could be a nightmare. I've never done such a large job with so many different people and orders. I was honest with the organizer and told them that I would get back to them after I researched the logistics of the project a bit more....I want to be sure I can handle it in a professional and orderly manner. The organizer wants a basic package with the option for the parents to order any extras they may want. So, for you experienced in this, how do keep everything straight? It would be easy if everyone was getting the exact same package but that will not be the case, just about every player will have their own custom order. I've gained many ideas from the organizer by asking how the previous photog did things but I'm still not convinced I can do this without a hitch (btw...I was offered the job because they were not happy with the previous photog, the turn around time was too long in their opinion and pricing was too high for the low quality of the photographs). I usually do much smaller jobs for families and the last thing I want to do is accept a job I can't complete in a professional manner.
If possible, please share your experiences and let me know the best way to go about this. What works and what doesn't? If I'm not comfortable with working this out, I will kindly refuse the job.
Thank You! :)

[Mike R]

When I had to shoot the T&I for a football team along with the cheerleaders,(68 kids) I started by having an order form distributed to each player along with the date of the shoot. The players are expected to have the form filled out along with a check for the proper amount. On the day of the shoot, it's best to have an assistant to handle the paperwork. I was fortunate and the team supplied someone to do it for me. The assistant would call out the name on the form, I would take the kids shot and tell the assistant the file number, she wrote it on the order form. I only told her the file number of the first shot I took of each kid. If a player showed up without a form (4 did) I still took the shot but they were told that it would not be processed until paid, 3 of the 4 got the forms to me over the next few days. The parents were told that it would be 2 weeks to get their packages. That gave me time to deposit their checks and to be sure that they were good before ordering the prints along with time to have the additional paid orders returned to me so all I placed with the lab was one large order.
The orders were delivered to one football and one cheerleader parent who distributed them to the kids. It went smootly and led to additional orders.
If you're confident that you can do a better job than the last photographer, don't refuse the job.

[Dennis_Hammer]

I have done softball leagues of 200 plus girls. And its all in the pre-planning. Make your packages simple. And definitely as Mike says HAVE HELP. I followed almost the same process as Mike. Instead of recording picture numbers I had the teams assemble together. Each kid held their forms under their (I made the areas where their names and team were written large) and a shot a picture to identify them. I had a separate setup for the team shot with my lights set up and a second camera. I had pre printed team names and I would shoot that piece of paper then the team shot. I also used the pre printed team name before I shot the player shots. So once I got back to the office sorting was easy. Had team folders already made just dragged the pictures into the appropiate folders. I made my own customized templates for memory mates and magazine covers but used a vendor for trading cards & magnets. You can also set up an exposuremanager account and have them order directly off that. They now do trading cards and magazine covers. Here's a link if you want to check them out.

http://www.exposuremanager.com/aff/hammerphotos

[jra]

Thanks for all the great ideas thus far! What about time and scheduling? The idea is to shoot all the teams on a single "picture day". Should I have everyone show up at once and just wait their turn or is it better to stagger the teams? I'm guessing it would take about 15 minutes to shoot each team.....does that sound about right?

edit.....what about packaging? Could you guys/gals give any tips one what to use and where to get it? The package would ideally have a clear window in the front to easily identify each players package. Thanks again!

[Tigershark]

Packaging ULINE.com the 9x12 clear resealable bag is great and runs less than 5 cents a bag I believe.

I have shot leagues with a lot of kids 100+ teams, I schedule teams 10 minutes apart and it helps to have the coaches sign up for a particular time slot. Send out your order forms early so they bring them back filled out, and definately have an assistant and have someone collecting the money and checks.

[MJPhotos24]

single "picture day"
That's the right way to go IMO, I've been doing it on multiple days for one league and it's been kicking my a$$ at times with people rescheduling and not showing up or it being so spread out that I have to do multiple orders and that ads up shipping wise. One day shoot is good!

Also, on a one day shoot you could make it an event more so than just photo day. Have it so each team is getting a pizza party - work it out with the coaches or something so directly after there images they go eat and hang out for a bit. A team building thing when pitching it to the coaches. Either the coach pays or you can offer half, or even talk to the local pizza joint to see if you can get a deal for 12 pies.

Some leagues do games (like carnival, not playing), food, photos, etc. all on one day. They make a big event out of it. We don't do it here but have seen it mentioned a few times.

Should I have everyone show up at once and just wait their turn
GOD NO!!!!! Have 20 minute intervals if you can if working alone. 15 if you have an assistant helping the process. This year I didn't have an assistant and lemme tell ya next year not one shoot will be alone!! They can help keep things organized and have them stick around and get paid more to help you sort through payments as well (going through envelopes, marking check or cash, etc).

guessing it would take about 15 minutes to shoot each team
I'd guess 10 mins if run smoothly, but that's why I said 15. Figure out which you'd think it would take (alone or with help) and then ad 5 mins for breathing room.

what about packaging?
I get clear resealable bags from bagsunlimited.com and use those to hand out the images to parents. For mailing will use envelope stuffers and regular 6x9 mailing envelopes or white board stiff 10x12 I think for larger. Nothing fancy but my prices are low as they can go and still make a profit because this area, like many, is not financially great overall.

If they order just a team photo it's important to obviously put a sticker or something on the envelop to see who's it is. I also get a lot of questions about "didn't I buy INSERT PRODUCT" so next year will be putting stickers on the backs of the envelope to show what package or items they bought. Going to take a little more time but worth it. Figure most will be regular packages so pre-printed stickers are no problem. BTW - the DYMO LabelWriter Turbo 330 is really good for this and mailing labels.

[Mike R]

what about packaging?


If they order just a team photo it's important to obviously put a sticker or something on the envelop to see who's it is. I also get a lot of questions about "didn't I buy INSERT PRODUCT" so next year will be putting stickers on the backs of the envelope to show what package or items they bought. Going to take a little more time but worth it. Figure most will be regular packages so pre-printed stickers are no problem. BTW - the DYMO LabelWriter Turbo 330 is really good for this and mailing labels.

I enclose a copy of their order form when I deliver the packages. It has also led to additional sales by parents who look at it and realize that they do want an additional print,or more. The Dymo printers are great for labels

[Dennis_Hammer]

I second everything MJ said. Also make sure you keep their original orders. I also provided each coach with a free 5x7 team photo because their help and cooperation is imperative to a successful shoot day. Also if you want to simplify your products and/or order forms here is a place I have used in the past. They will even print order forms for you as well as do all the typical sport products. They have templates for everything including memory mates.

http://www.groupphotographers.com/dirhome/home_frame.html

May in the long run cost a small amount more, but will make it simpler as far as getting your products done. May be the way to go the first time, till you have a better idea of the chaos that will swirl around you.

[MJPhotos24]

Ah yes, like Dennis I also provide a 5x7 to every coach in the photo. If there's no coach in the photo will still get the head coach a 5x7. Also, if applicable, I supply a sponsor plaque for every team I shot the T&I for. There's a few teams I don't shoot because, well not sure but they never schedule the travel teams, so they get a generic plaque the league pays for and has a stock type photo I shot/made more into a graphic.

Order forms are a regular piece of paper and business envelope. Will be changing it a bit and adding photo ideas (poses, how to prepare) to the envelope and all order info on the form to put in.