7 Steps to a Successful Photo/Video Shoot

We recently returned from a client video and photo shoot in Florida. It was a success, as we captured what we needed and then some. Shoots come with a certain level of stress and anxiety, even after years of doing them. Will we get what we are looking for? Do we have the right setting? Will the weather be in our favor?

Whether you’re a seasoned professional or organizing your first production, careful planning and efficient execution are key to a successful photo or video shoot.

Here are seven tips to help you make the most of your next creative project:

PRE-SHOOT

1. Have a Purpose

Video and/or photo shoots aren’t inexpensive. In order to maximize the investment, ask yourself, “why do we need a shoot?” There should be one answer: We are trying to tell our unique story in a visual manner that can’t be told with text alone or stock imagery.  The story may revolve around people, services or products. The only way to convey how unique your offerings are is to capture those elements in their own light.Write a creative brief that includes the intended outcomes, required shots, style preferences, and any key references to guide the process.

The brief should include:

• Objective
• Key message (or story) to be told
• Target audience
• Key components to be captured (people, architecture, props, etc.)
• Locations
• Step-by-Step Process
• Final Deliverables

Creating a concept board, mood board, or storyboard helps align the entire team’s vision and keeps everyone on the same page.

For our project in Florida, our purpose was to capture a story centered around subject matter experts and patient testimonial interviews. We would also supplement the video with still photography portraits of the interviewees that could be used in blogs and social posts. To add context and visual interest to the storytelling, we wanted to capture b-roll and stills of the facilities and human interactions.

2. Assemble the Right Team

A successful shoot requires a collaborative effort. Build your team with roles like:

• Photographer/Videographer
• Director (for video)
• Stylist/Art Director
• Makeup Artist and Hair Stylist
• Assistants and Runners

For our project, we assembled a team that we have worked with many times in the past and with whom we are very comfortable. Our team’s familiarity made it easy for everyone to understand our roles and responsibilities in advance and avoided any confusion on set.

One thing we always try to do is maximize the opportunity, especially in faraway locations. We will bring a professional still photographer to what is primarily a video production. We also make sure we have a separate art director for the video crew and the photographer. This will require more planning and expense, but it’s much less expensive than having to plan a return trip for something you wish you had captured. And you can never have too much content these days, whether it be video or stills. You are going to need both to tell the story.

3. Location, Location, Location

Selecting the right location can make or break a shoot. Scout ahead of time to evaluate factors like:

• Lighting conditions (natural vs. artificial)
• Noise levels (for video)
• Space for equipment and crew
• Accessibility for talent and gear

It’s not always possible to physically scout a location if it is far away and two trips are not within the budget. In this case, we had the client walk around and take photos of various interiors and exteriors that helped inform our decisions beforehand so that we weren’t walking in blind.

4. Plan, Plan, Plan

Once you have a brief created you need to create a plan document. This is one of the most important phases of the project and should ideally be started at least a month in advance of the shoot. There are a lot of moving parts to a shoot and you need time to secure everything.

It is easy to get off track at a shoot when things aren’t going how you thought they would, but if you have a plan it is much easier to pivot when things start to go askew. The plan document should include:

1. Creative Brief (mentioned above)
2. Dates and times for the shoot
3. Location(s) address
4. Project team contact information
5. Travel information (if necessary) – Flights, Lodging, Vehicle Rentals
6. Detailed shot list
7. Detailed shoot schedule – Schedule the shoot day out in hourly increments, and don’t forget to schedule in lunch.
8. Examples of creative direction – Find examples of the look, tone, mood and style you want to capture. Ideally, the client has Brand Guidelines that include an Image Style Guide that will drive these decisions
9. Interviewee List (if capturing testimonials) – Include contact information and short bios on each interviewee
10. Interview questions (if capturing testimonials) – Drafted for each interviewee and approved by the client. The questions should always be guided by the purpose of the shoot and the creative brief. Pro Tip: We typically do not like to have the interviewee review the questions beforehand as they tend to come off as rehearsed during the interview. The interview should be positioned as a conversation.
11. Wardrobe instructions (if necessary)
12. Prop list – Create a list of any props that you may need for the shoot so you can gather them beforehand

DURING THE SHOOT

5. Direct with Confidence but Stay Flexible

Once the shoot starts, guide your team and talent confidently, but be open to creative improvisation. Sometimes the best shots happen unexpectedly.

For example, we had a full schedule of interviews planned for one set on our first day. With a tight schedule, it’s not really possible to break down one set in the middle of shooting and move gear elsewhere without severely jeopardizing your timeline. However, we knew we wanted to capture a doctor and patient reviewing the patient’s scans, and we only had them together for a brief period. So, we kept the primary set intact and found an adjacent room where we quickly set up a new area with extra gear (thanks to our planning) and managed to capture the shot promptly and successfully.

It is a collaborative effort. Periodically review what is being captured throughout the shoot with the client to make sure everything is on track. During set transitions or breaks between shots always be looking around for alternative angles or shots that may not be on the initial list with the team. 

In another example, we were outside the facility capturing some simple b-roll and stills of the building’s exterior when we noticed the sky filled with beautiful, fast-moving puffy clouds. We thought this would make for a great time-lapse shot, so we spent a little extra time capturing it that way. It made for a much more interesting shot than a static building.

When the project calls for video and still photography of the same subjects, coordinate the team so that both mediums can be captured efficiently without everyone getting in each other’s way.

6. Set File Delivery Expectations

Coordinate schedules with the team to determine when, where and how files should be delivered and when the client can expect to see rough cuts or contact sheets.

POST SHOOT

7. Follow-Up

After the shoot, conduct a quick team debrief to discuss:

• What went well
• Any challenges encountered
• Lessons for future shoots

Promptly organize, review, and cull your footage or images once you have received them. Deliver previews to clients or stakeholders to maintain momentum and excitement.

Final Thoughts

Great photo and video shoots don’t happen by accident. They result from thoughtful planning, strong teamwork, and adaptability on set. By following these tips, you’ll be well-equipped to handle both the expected and the unexpected to ensure that your creative vision comes to life!