Sports Portrait

[PrimaryCanary]

Forum,

I've possibly just landed my first contract with the local soccer league for their team portraits. There are roughly 160 players. I would have to photograph each play individually and then each team.

How does everyone organize their shoot? Specifically, I'm not going to know little Suzie from little Johnie once I have the images back home. I remember on portrait day at my school that we would be given these small squares of paper with a number on it and my name. I guess I could make something similar and then mark my frame count on each piece of paper. Is this the normal system?

I shoot with a Canon 50D and I use Lightroom for my DAM. I have a professional lab which I use their ROES software to order prints over the internet.

Any suggestions would be great. I want to make sure I don't screw this opportunity up. I worked for a long time to convince the league to try my services. I'm confident I can do a good job, but I want to make sure my system isn't going to cripple my effort.

Thanks in advance.

[JMHPhotography]

My goodness... you have taken on a HUGE task. Sports league picture day is hard enough without adding the 'in game' action aspect to it. You realize how difficult it is going to be to grab an extraordinary shot of EACH player in game? If you want the shot to be an action shot... i'd set it up. Go inside the goal and set each kid up for a penalty kick and grab them that way. You still get the dynamics of an action shot, but the control of a 'picture day' photo. honestly, if your league is anything like what I have up here, you might make $30 on each kid if you are lucky. Why spend the time trying to be a sideline photojournalist for 160 kids?

As for how to set up the backend paperwork. I have order forms with package selections on them, and a box for file number, similar to the old roll/frame designation. And I'll give you a piece of advice when it comes to fulfillment of your print orders. I use CPQ for all of my group photography work. Their turnaround time is unbelievable, and the quality of the products can not be beat. They have a special ROES system just for group/team/school photography and the prices are great. I used to use GPA and found the quality of the prints to be lacking (severely) and the cost was almost double what I pay now for the same volume. Not sure who you use for a lab, but CPQ is who I use.

[Thunder12]

The easiest thing to do is to get a team roster from each of the coaches and make sure the Jersey numbers and the names are accurate.
When you take the individual pictures, write the image number from you camera next to the name on the team roster and you'll keep it organized that way. When processing the images, save the individual pictures as the childs name.
Good luck, it can be a lot of fun.

[nwagirl]

Why not have the coaches disperse the proofs b/c they surely know the kids on their team? That way you don't have to so much as keep up w/ who every player is. The order form w/ the proof can have the image #s on them for when they place the order. Just a thought.

[PrimaryCanary]

Wait, wait, wait....

I think there is some mis-understanding, most likely my fault.

I am doing standard team portraits. Not action shots. I would photograph each player individually. Such as holding the soccer ball. Then each team gets lined up and I take a shot of the whole team. We'll be in a local gymnasium for this setup. I'll have my backdrops set up and my strobes. It's a cookie-cutter setup, "Put your feet on the line" "Smile" Click "Next"

Get the idea? I was just worried that after I got home, I'd be like ok Ms. Johnson ordered package #2. Now, which of these pictures is her kid?

In my head right now, my system is laid out like this. I'll pre-print a slip of paper. Each piece will have a counter number on it, starting at 1 and working to 500. Each parent comes to the "check-in" table. One of my assistants will fill out the slip of paper. It will have the child's name and team on it. The kid will then get in line with the slip of paper. When it is his/her turn to get their picture they will hand me the slip of paper. I'll record my current frame number (digital file number anyway) and I'll keep the slip of paper.

In my head this will theoretically work. When I import the files to Lightroom I will NOT rename them. I then can look at the cards and determine which child was at each frame number.

Is there a better system? Does anyone read this and think, "Wow, you're going to be so screwed! I worked very diligently all last season shooting action shots at the games and selling prints to the parents to impress the league. I've got the chance to land the portrait contract for the upcoming fall season. I don't want to get the contract and walk into portrait day like a "tool" and be a complete disaster.

I Google'd all day and found where I can buy pre-printed order slips for the packages. These slips have an envelope attached by perforation at the bottom so the parents can just check the package they want and insert their check into the envelope and hand it in on the day of the shoot.

I've been doing action shots for 2 years now. I have a really good side business going. Photography is my second job. I am slowly making the right moves to expand my business. This is my first foray into this large of a portrait gig. I'm not asking questions about how to take pictures, but rather the handling of the size of this task.

Any help is greatly appreciated. Thanks in advance.

[Sledhed]

I think your op was clear on what you want and I think your system will work just fine, as long as the kids don't lose their slip of paper. You will need some help in getting everything set up and making sure the next group is ready to go. I've done it similar to that or I'll shoot the shoot the shot and then ask the child's last name and say it into the voice recorder on my MKIIN. Good luck with the shoot.

[Tigershark]

Get your order form together, get it distributed before the shoot so they can fill it out. Have someone working your table collecting the money, when the kid pays stamp the order form and have them hand it too you, snap a few pictures and record the image number. Make sue you use fill flash on days regardless of the conditions. Space your teams out so you don't have them waiting a long time in between teams. When you return the photos sort them by team and place them in bags to make it more professional. Sounds like you have put a lot of thought into it. Get someone to help you at the check in table and probably a second photographer just incase you get busy. Good luck, if you have examples of your work print them up and display them so the parents can see the packages. Rosters will help if you personalize the photos and try and get the league to let you pick the times so you can space all the teams out. I would suggest a 16-35 for the team shots if you have one. Good luck

[PrimaryCanary]

Tigershark,

I do have a 16-35 f/2.8 L II.

I work with my fiance, she'll be handling the table along with my brother. Thanks for the idea about time spacing, that is something I would have probably over-looked.

I'm trying my best to get the league to host the photo session at the elementary school gymnasium. I'll be able to set up my strobes and backdrop.

Thanks for the roster idea as well.

Sledhed, thanks for your input. I've never used the recording feature on my 20D or my 50D, I'll have to pull out the 'ol manual and check it out.

Thank you everyone else for your knowledge and time. It is very much appreciated.

[Mike Butler]

I always have the team mom or someone write down the players' names in the order the photos were taken. I can then go back to the order forms and match up who ordered what...

[Mike R]

I have the order forms distributed before the picture day. On pic day, I say the frame number and my assistant ( usually a parent who voluteers to help me) repeats it and writes it on the childs order form. Bring blank forms with you for the parents who forget to bring it.

[ChrisRabior]

I remember back in the day when I played AYSO, we all went for team pictures, had to fill out a simple form, and the very first shot of every single player started out with the player holding up a white board that had the last name, first initial, a code for the division, and team name. For example: Doe, J. U-19B, TeamName. Didn't really add much time, since they had more than one white board. Photos were always delivered through the coaches.