Need advice on upcoming job (MULTIPLE customers) - best way to organize?

I wasn't quite sure how to word the subject or even search for an answer, so I figured I'd just post and hope someone would chime in and help.

I have a job next week that basically involves shooting people as they enter a club. It's a big event and those that want to will have the option to get their photo taken. I'll have an area for backdrop and lights - no problem. The owners of the club said I could charge what I want (not getting paid by the club, just those who want the photos) and keep everything I make. I am not too worried about the actual income from the job but I see it as a GREAT way to get extra business later and advertise.

My question is how do I create a quick and easy workflow to keep people from backing up? Obviously I'll need to also have them fill out a release/form that will include contact information so I can get their photos to them. What's the best way to keep the photo I've taken in sync with their order? There may be 50 to a hundred photos that I take and I need to be sure I send the right photo to the right person. I COULD offer prints (and might.... I haven't decided for sure) but my current plan is to simply email the photos to them. I guess the closest analogy would be like photos taken at a prom or dance. I've never done a shoot involving 50-100 customers in one night and I definitely want to come off looking great. I plan on having my laptop showing my work in some sort of slideshow, business cards, etc.

Any and all advice appreciated - I REALLY want to get the most mileage out of this event as I can.

Thanks!
James

Well, if you can hire a few skilled helpers, print on site. That's what I do with 2 helpers. If not, you can do a quick signed release, have them take a photo with a number on it, starting with 001 or something (have cards ready to go, 3x5 index card would do). Then shoot the real one after. They can put their e-mail addresses on the release and you can send them the images if they pay in advance. Take down information on the forms that you must have so if they want certain prints, they can reorder.

My experience of clubs is you'll have to be set up to do it REALLY quickly. Have a sign up saying clearly the cost is $20 per photo emailed (or whatever), and that photos will be emailed to them within 48 hours. One person takes their money and they fill in the form, perhaps they have a big number printed on them. Take a photo of the form with the big number visible as well as the faces, then take the proper photo. It might not be efficient but it's pretty foolproof. You could to it more simply with writing the number on the form, then taking a photo of just the number, then take the photo of the people.

Give everyone who pays a business card and tell them if the photo doesn't show up to email or call you.

Great ideas! I know I won't be offering prints on site - just too much gear, time, trouble, etc. But I love the idea of the index cards with numbers on them. Thanks!

Another option is to simply write the file number from the camera on the info paper they give you. That way you can keep the photos organized with the correct form quickly and easily.

Yep - all great ideas! I'll let you know how it goes. Thanks to everyone who responded.

Definitely could benefit from a couple of pretty assistants. Consider a marketing collaboration..

Approach a (business of your choice) and see if they can lend a couple of their staff to advertise themselves at this club by being your assistant. One to handle the paperwork and the other to assist you with setting up or angling the lights or what-have you.

Could get the assistants for free time if you work out an agreement with the business you work with. They advertise themselves; you get the work done.

Just a follow up - shoot went fine. I had one assistant who helped with the paper work and got the index card with the picture number on it ready. Did 3-4 shots of each person/couple and on to the next. Did have a couple of fumbles with forgetting to get the number on the card in the photo as we just weren't used to doing it. Used 2 monolights with umbrellas, backdrop stand and backdrop. I am just now finishing up emailing the last of the photos to the customers. VERY fast processing and all at web resolution (72dpi). Just a general skin softening/healing brush for blemishes, resize and unsharp mask. MAYBE some eye retouching but that's it. Way too many and not enough $$ to spend hours on each photo.

Any questions, let me know. The big thing is I think I have generated some extra future business due to this gig. We'll see! Thanks to all for the good advice!!

James