Planning a Photoshoot in 7 Easy Steps

Planning a photoshoot can feel overwhelming, but it doesn’t have to be. In this article, I’ll show you how to run a stress-free photoshoot by walking you through the 7 steps I take, week in week out, when planning my Cultural Photography Workshops. We’ll cover every step, from the initial idea all the way to the actual photoshoot! 

Planning a Photoshoot. It all starts with an Idea!

Every photoshoot starts with an idea. Sometimes the ideas will pop into your head fully formed. But mostly they need to be coaxed out and molded into usable concepts.

Where do my ideas come from? It may sound counter-intuitive, but I find that following a rigid process actually improves my creative output. I set a day aside every week just to feed my imagination. In the case of the Cultural Workshops, I might spend that day reading up on Meso-American myths and history. Anything from archaeological artifacts to graphic novels. I do everything I can to immerse myself in that world.

But it’s not just limited to researching a specific theme, anything that inspires you is fair game. I’m a nightmare to watch TV with, as I’m constantly screen grabbing scenes that are beautifully lit or composed. I’ll then refer back to them when planning a shoot and borrow ideas I like. I’m very much a subscriber to the sentiment behind Picasso’s “Good artists borrow, great artists steal” quote. Namely, that being inspired by other people is a perfectly noble way to improve your own work.

Over time, all these disparate notes and screenshots coalesce into ideas. 

Quick sidebar. When planning a photoshoot, you can be inspired by something as simple as a prop or a location you like. There is nothing wrong with that. I try and make my photos more than just aesthetically beautiful. I think an image has more impact, and more longevity, if it goes beyond skin-deep and tells a story. For example, the below photo was based on a simple compositional idea: using the stem of the fern to guide the viewer’s eyes towards the model. And while it is a visually pleasing image, it says little about the model or her culture.

This second photo, taken more recently, was conceived around the pre-hispanic myth that, when a Mexica warrior died in battle, his body could be burned to release his Jaguar soul. That’s a beautiful story, and in my opinion, trying to convey it visually makes this photo more interesting.

As a cultural photographer, it makes sense that I’m interested in the story behind the subjects I photograph. But the truth is, it was an interest in my subjects that guided me towards cultural photography, not the other way around. Thinking beyond composition and lighting will add complexity and depth to your images. That is what the next stage is focused on: taking that idea and expanding on it, learning about it, and seeing what other people have done with the same idea.

Concept

It was on one of these creative research days that I came across a painting that tells the tragic tale of Popocatepetl and Iztaccihuatl, two star-crossed lovers at the heart of Mexico City’s foundation myth. In that painting, a proud warrior stands atop a volcano cradling his dead lover. I was struck by this powerful story and decided I wanted to use it as the base for a series of photos.

That idea is just the beginning though. You have to expand on it until it becomes a workable concept. Pinterestis a great way to do this as it sends you down these fascinating rabbit holes where you can pick and mix concepts until you get enough material for a photoshoot. In my case, triggered by the volcano that is central to the story of Popo-Izta, my pyromaniac tendencies kicked and I decided to base the shoot around fire.

While researching a concept I’m looking to answer a few basic questions:

– What emotions are my photos trying to convey?
– What tone would best fit these emotions?
– What colors should be dominant?
– What props will I need?
– How many models will I need?
– What kind of location will I need?

Above: The Pinterest Board I created in preparation for planning a photoshoot.

Sketching

Eventually, a clear concept should start revealing itself. That’s when I move onto the next stage: sketching. The aim of this stage is to help you envision your scene. That’s why I prefer going old school with this and just scribbling away on a sheet of paper. Here are 2 of those sketches I made while planning for the Popo-Izta photoshoot. One showing a model walking into flames and another holding a flaming torch. You don’t have to be able to draw to do this – I certainly can’t – but sketching helps me take all the ideas swirling around in my head and crystalize them into a frame I can then think about critically. In other words, it makes things feel manageable.

Above: 2 sketches I created in preparation for planning a photoshoot.

Sketches serve many purposes; beyond helping to visualize the end result. I use them to work out potential light setups and lens choices. Once I have a sketch I use it to ask myself questions such as:

1. Is there any space, or other constraints that could affect my lens choice? For example, this location was by lots of trees. I could not have used a long lens as there wasn’t enough room to do so

2. Are there any vantage points that would improve this photo? If so, what equipment would I need? For example, a drone or a ladder would give me some great new perspectives.

3. Does the environment require any specific lights or light modifiers? For example, some CTO gels would help match the warmth of the fire.

4. What props would fit this story? Props are a key ingredient to a great looking shoot. At the very least they add interest to your photos, but they can be used to help convey a story and give the audience information about your subject(s). In my case, I would be working with some Mexica dancers I knew. They would have the full Aztec regalia which meant all I needed was to create some torches for the fire.

Location scouting.

By now you should have a fully formed concept in your head, and some sketches of the type of photos you’ll be taking. Now it’s time to find a location that will help bring those concepts to life. 

Let me start by dispelling a common misconception. Location scouting doesn’t mean you are necessarily looking for a beautiful location. You’re looking for the location that best fits your concept. Often that can be a very average looking location! It just needs to not distract from your story. In my case, the story I was basing my shoot on occurs at the top of a volcano. Now, I needed the location to be accessible, as we had to carry the lights and all the model’s regalia up to it, so an actual volcano was not an option! Instead, I ended up using a 10-foot high triangular rock on a nearby beach. By using a low perspective, I could make this look like a mountain top! Think out of the box!

I don’t have a specific process for this as the locations vary project on project. If I have a specific landmark in mind, I’ll head over to Google Maps and switch it to Satellite view. I used this method on an Aztec shoot I did last year. I needed a body of water with an open horizon line (no trees or mountains) and Google Maps helped me spot a perfect spot (a small lagoon) in a town less than 10 km away. More recently I was looking for an abandoned building, so I drove around town till I found something I liked. I’m also a big hiker, and I take photos of every spot I think has potential.

Location scouting can be time-consuming. But it’s all worth it when you find the right spot…

Each potential location has to pass a few tests:

– Is it visually suitable for the concept?
– What times of day will the light work?
– Is it accessible for models and all equipment?
– Is it in an area I need permission to shoot in?

Planning a photoshoot: A location I found via Google Maps 

Taking test shots.

Once I find a potential location, I’ll snap some test shots and see if the location works within the constraints of the sketch. I take test shots because I like being well prepared. A lot of my concepts end up in my workshops. This means clients will be shooting there and I want to make sure things go as smoothly as possible. But I think test shots are a great idea for everyone. There is nothing more demoralizing than having everyone on set and realizing you’re not taking good photos because you didn’t prepare enough. 

That’s why I’ll often head to the location with a friend. We’ll bring basic some equipment (2 speedlights, 2 lightweight light stands,) with us and test out some of the concepts. I’m looking at the composition and lighting here and how it works with the location.

A Test Shot (inset) of a location and the final photo with a model (Photo taken by JP Stones).

I recently filmed a video that outlines my test shot process when I’m out location scouting. Check it out below.

Planning a Photoshoot: gear and props.

One negative about shooting outdoors, is that I need to travel with backups of all vital equipment (strobes, triggers, batteries) so that, if something breaks, I can still push on with the shoot. This leads me to a point I can’t accentuate enough (but bolding it will have to do): create an equipment list and use it to pack for every shoot. Before I started doing this, I found myself in some embarrassing situations. The one that sticks in my mind is when we ended up the jungle without a power cord for the strobe. Ouch. It’s bad enough when you are 15 mins from your studio, it’s game over when you are a half-day drive away!

The basic equipment will vary per shoot, but the following list is packed on pretty much all my shoots:

– Speedlights/strobes
– Triggers and monitors for speedlghts
– Light stands
– Sandbags for the light stands
– Light modifiers
– Batteries
– Camera (duh!)
– Lenses you’ll be using
– Batteries for everything
– Props
– Phone with pictures of sketches, moodboard, and any test shots.

Putting together the team for your photoshoot.

Your photoshoot team might be just you and a model, or it might be much bigger and include a hair and makeup artist, as well as several assistants to hold lights and other equipment. It really depends on your concept.

Your first job is to decide how big this team should be to ensure you can pull of the photoshoot, the second is to find the people that will make up the team!

I like to be free to focus on creativity when shooting. I’ve learned the hard way that if I give myself too many jobs I don’t perform the job of photographer as well. So, I like to always have at least one assistant on a shoot. If the shoot is a complex one (with, say a smoke machine and multiple lights) I try and get two people to help out.

Once you’ve decided how many people you will need, it’s time to find them. Start with your model and decide what it is you are looking for in that individual. Once you have that there are many avenues to find a model.

– Ask Friends.
– Ask your social networks.
– Ask on photography and modeling forums and groups.
– Contact a modeling agency.

I often find myself in this position when I’m traveling. My go-to approach is to hit Instagram. I often find photographers doing similar work to me, then ask them if they have models I can contact or if they would like to collaborate on a shoot. Having a body of work helps get people to say yes, but there are other ways to get that ‘yes’. You could supply the equipment, pay the models, suggest locations you have scouted, and sketches you have had. Don’t be shy, but don’t be rude or pushy.

These days I’m pretty organized, so my first port of call is a database of people that I have already worked with. It contains contacts for models, assistants, hair and makeup, and props.

Once you have your team in place, you’ll need to show everyone what is in your head. I like to do this by sending a group email that explains the concept in detail. It will include my sketches and concept shots as well as the mood board on Pinterest. Sharing the concept almost always improves the end result, as people will chime in with invaluable advice. Photoshoots are collaborative projects! 

The photoshoot! Where all the planning pays off!

There is very little advice I can give you for the day apart from to be positive. If you are visibly stressed, then it will rub on off on everyone else. Below are a sample of the photos we took that were inspired by the story of Popocatepetl and Iztaccihuatl.

Now it’s time to plan your photoshoot!

So there you have it, you’re reading to start planning a photoshoot! I’ve taken you through every step from the initial concept through to picking your team and packing your equipment. You’re ready to go!

This article was published as a cover feature by Good Light Magazine. All my Tutorials and Behind The Scenes videos are on Instagram and YouTube.