Director Hosting Guide—On-Site Senior Portrait Day

Intro

This page covers logistics for hosting Portrait Day at your community: room requirements, sign-ups, day-of flow, delivery/pickup, and what staff can expect. The goal is a high-quality experience with minimal requirements for your team.

Quick summary (for the decision-makers)

• Time on-site: half day to full day depending on number of participants and flow of sessions
• Typical capacity: 6 sessions per day (more is possible over 2 days, details below)
• Staff time: minimal during active photography; high involvement prior and post for sign-up coordination, reminders for participants, and helping with communal delivery of printed products
• Participant experience: scheduled sessions, comfortable pacing, immediate proofing, complete delight with the results
• Weekends/weekdays: My schedule is flexible (with notice), and Portrait Day can be any day of the week that works best for your community.
• Unique community marketing: Since all participants sign a Model Release, and staff will be on hand, this is a great opportunity for making Behind-the-Scenes content about life in your community! No one else is doing what I’m doing, so your content will be wholly original and attention-grabbing. I can suggest appropriate hashtags in addition to your regular social tags.

Space & Setup requirements

To produce the same flattering, studio-style results shown in my YMCA Friendship Café portraits here, I use a consistent mini-studio setup. Everything is portable, but indoors is preferred. Below are the specific requirements for hosting.

Mini-Studio requirements:

• Ceiling height: 10 ft+ required; 8 ft ceilings won’t work
• Power: at least one grounded (3-prong) outlet; two separate outlets preferred
• Room: private or semi-private, with enough open floor area for backgrounds + lighting + people and movement
• Internet: an open, stable connection I can use for digital proofing, online print ordering, and online payments

I bring extension cords, lighting, and all equipment. If you’d like, I can do a quick room check in person, in advance, to confirm spacing requirements.

Consistent results

Portrait Day does not depend on window light—my studio lighting keeps results consistent regardless of time of day or weather.

If you have a beautifully-lit natural light space that the residents enjoy, we may consider this area instead. No lights, but with the same backgrounds and same flow.

In the case of creating a natural light mini-studio, 8 ft ceilings can work, but higher is still preferred. Ceilings and walls must be neutral matte white, not shiny, off-white, or any other color.

Recommended room types for studio lighting

• Multi-purpose room/meeting room
• Library/activity room
• Quiet lounge space
• Gym/yoga room (preferably with few or no large mirrors)
• Any large, open space that can be reserved for the event

Helpful to have:

• Nearby restroom or mirror
• A table near the entrance for check-in
• Seats at the table for digital proofing post-session
• A large, sturdy box or armless chairs for sitting and posing comfortably

Please note:

Due to the short nature of each session, I don’t offer refreshments. Participants are welcome to bring a beverage of choice as long as it’s in a spill-proof container. Food is not recommended, not even as a prop.

Smoking for a photo is allowed only if it’s allowed in the area where we’re photographing (my guess is likely not). Staff can let me know if I should expect a smoking portrait participant.

I like a calm set. I’ll have quiet background music playing (no lyrics).

Two-day events are available

If there is a locked, secure area where I can store all of my equipment overnight. Area must not only be theft or damage -proof, but have no human or animal traffic that might disturb any equipment.

To give the broadest possible window for active photography, I could arrive the evening prior to the two-day event, and secure my equipment then. It drastically lowers the set-up time the morning of the event, allowing for more active portrait time, and more available time-slots.

Sign-up workflow (simple)

I can provide a sign-up template and info sheets for the participants. I have few requirements for signing up, the main concern is being simple and clear for the participants. Choices:

• Front desk/Activities office sign-up sheet
• Staff-assisted sign-ups
• Individual online sign-up form using my studio-management software: Cloudspot.io

Please note:

• All sign-up information must be in my hands at least 3 business days before the event date. I recommend staff keep a copy of sign-up information (or I will CC staff through my studio software) for reminders.
• The Portrait Contract may be signed online prior to the event, or signed in-person at the event. It depends on what works best for the participants. Staff input is welcome.
• Due to the low number of time-slots, it is imperative that participants don’t miss their time. Normally I collect a deposit for sessions. Since this is an event in a relatively small community, I’m depending on the staff to help make sure no one misses their time.
• Or does staff suggest small deposits, regardless? Please advise on the best course of action so as to not waste valuable time-slots.

Participant Information:

• The time-slot
• Resident name + email (phone not required)
• Anyone else planned for portraits (pet, spouse/partner, adult children) so timing and set can be adjusted as needed
• Desired method of payment
• If deposits are not taken, two alternate individuals may also sign up for any time-slot, they will need to give phone numbers to be contacted on the day of.

Payment Information

A full range of online options is available: all major credit/debit cards, Apple Pay, Google Pay, PayPal, Zelle, and ACH.

Offline options include cash, check and credit card taken during the event. Any balances for print orders (that are not paid online), are to be paid offline during delivery.

Payment plans are available through Affirm, Klarna, or Afterpay.

If the participant needs a payment plan, it is only available online and should be noted at sign-up so the plan can be created and signed.

Please ask questions about payments at any time.

Day-of flow

Each portrait session:

1. 5-minute check-in (preferences, introductions to anyone else participating, ideas)
2. Portrait session (20-40 minutes of active photography per session)
3. Digital proofing (20-40 minutes per session, immediately following the session)

Total time per participant: 60-90 minutes depending on how it goes

Products, ordering, and delivery/pickup

During proofing, residents can order printed products if they choose.

• All printed products: all offered at lab cost (no markup)

Delivery timeline:

• Final retouched digital image(s): typically 7–14 days
• Proof prints: typically delivered in 2–3 weeks
• Other prints/other printed products: lab-based estimated timeline provided at ordering

Community delivery/pickup:

Digital files are delivered via an emailed link to a private online gallery. Files are downloaded from there.

Printed proofs are delivered first.

Any other printed products are delivered after the last one is received, expected 2-3 weeks after the proofs. A single consolidated delivery/pickup window keeps things simple for all. Participants who miss the delivery window can pick up orders from staff.

Staff can schedule two delivery dates (one for proofs, one for prints), or one for everything. Whatever works best for the community.

Portfolio use & releases:

because Portrait Day is offered at a special event rate for portfolio-building, residents will sign:

• a Portrait Contract with
• a Model Release (required for Portrait Day participation and event pricing)

Participants who prefer privacy can be referred to VIP RVA for a separate private session with regular pricing, which allows for a Privacy Clause added to the Portrait Contract.

Staff note:

To avoid surprises, please make it clear to participants: “This event rate is offered at a special portfolio-building rate, and requires a standard Model Release.”

Next steps for staff:

• send 2–3 preferred dates for the event
• determine if there’s an appropriate room that meets my mini-studio needs
• estimating number of interested participants.

Please contact me event questions and concerns here: