How to plan for a school photo shoot
Working with many schools it became clear that some schools worked with photographers much more often than others.
Knowing what to expect when booking a photographer for a full day shoot for prospectus and marketing images for your school or college is key to planning and getting the most out of the day. And when I say ‘most out of the day’ I mean the school getting the best pictures, the most variety of images and, of course, ensuring that any key shots are in the bag as well.
So it was because of this that I decided to create a booklet to help schools plan. The idea was to explain what we, as photographers, like to work with - well actually I guess I can only talk for myself on this but it is what I have found (after years of experience) works well and what doesn’t work well. The aim is to help you effectively plan and prepare for the shoot, ensuring that you get the most from the time I spend with you on site.
Yes that’s really me half way up a climbing wall - always looking for the best angle!
Making the Photo Shoot Go Smoothly
Alright, let’s talk about planning a photo shoot at your school. Trust me, a little prep goes a long way! I've been in situations where I was told to just wander around and “see what’s interesting” – not the best use of time. On the flip side, I’ve been handed jam-packed schedules with 5–10 minutes per stop and no buffer to walk between locations let alone a buffer for any delays. Neither approach works.
Here’s the deal: wandering around and hoping for the best might sound relaxed, but if we hit classrooms where everyone’s quietly doing bookwork, it’s not going to make for great photos. That’s why planning is key. A well-thought-out schedule ensures we get the best shots without feeling rushed or missing opportunities.
Collaborate on the schedule
I like to go over the plan with you before it’s locked in. I’ve seen what works, what doesn’t, and how much time is realistic for different setups. For example:
Setting up lights, arranging the room, and packing everything away takes time.
Walking between locations? That’s another sneaky time-eater, especially in bigger schools.
Ideally, plan for 20–45 minutes per classroom or location. I’m quick, but sometimes desks need moving, students need to fix their uniforms, or the background needs tidying. Rushing through means the students feel hurried, and that shows in the photos as I don’t have time to build a rapport with them and only have time to boss them around. A bit more time lets everyone relax, and the results speak for themselves.
Quality Over Quantity
It’s tempting to cram as much as possible into the day, but hopping from room to room with just 5 minutes per stop isn’t the way to go. One classroom can offer several setups, so it’s more efficient to spend extra time there rather than darting around.
Quick setups might take about 10 minutes, but more involved ones could need 25–45 minutes. Give us the breathing room to do it right, and you’ll get much better results.
Student Selection
If possible, let’s pick students on the spot when we get to a classroom. Pre-selecting a group for the whole day can be tricky—sometimes kids seem confident but get camera-shy, and you won’t know until they’re in front of the lens. Plus, seeing the same faces over and over in your promotional material can limit its impact.
Permissions
Before the shoot, make sure we’ve got a clear list of students who can’t be photographed. Having that upfront avoids the hassle of deleting pictures later—nobody wants that!
Prepping the Classroom
Here’s a big one: tidy up the space before the shoot. Piles of books, coats, bags, or loose cables can really clutter the background and distract from the focus. If possible:
Clear off desks and corners.
Check wall displays for torn edges or damage (no need to replace them, just tidy them up).
Keep the overall vibe clean and minimal.
A little effort here makes a huge difference in how polished the final photos look.
So, with a bit of planning and teamwork, we’ll make the most of the day and capture images that truly reflect the best your school has to offer!
Key considerations for time management in planning a school photo shoot:
Determine the purpose and goals of the shoot
Choose suitable locations / classrooms that don’t have messy looking backgrounds
Make a schedule and allocate sufficient time for each aspect of the shoot, including setup, shooting, and packing up – avoid the hit and hope approach..
Remember to factor in the time it takes to walk between locations on campus and plan accordingly.
Consider if there is a school style that you already have and make sure that is discussed in advance of the shoot.
Check that the students won’t be away on sporting fixtures or having mufti day that day.
Prepare any necessary permits or permissions for shooting in certain locations.
If planning aerial video or photography liaise with the grounds staff so the sporting pitches and outside areas are looking their best.
Let the teachers know so they can tidy the class room and plan something visual for the students to be doing (and then remind them the day before).
Check for permissions
I will do another blog post soon about suggestions for what looks good for different subjects and more guidance on varying timings
This is the brochure that I create and shared with many school locally:
but if you would just like some quick pointers here is the quick version….