You've got your vision -- now what? Scheduling a styled shoot doesn't have to be a big hairy mess. Follow these simple steps and you'll have vendors knocking at your door to work with you!
First thing's first: draft a letter. Within this, you're going to state your vision for the shoot, what 'vibe' you're going for, and what you plan to do with the photos after the shoot is finished. A mutually beneficial plan for everyone is what is going to get you the most "yes's". Let the photographer you choose know that you'll be submitting your images to blog sites geared specifically towards your industry (events, weddings, etc.) as well as utilizing all of your social media to tag and give credit. These are the kind of details that make a styled shoot a win-win situation for all involved. Everyone contributes a little bit, and everyone gets mass recognition when final images are shared.
When you feel you've got a good draft letter going, make a list of who will be receiving it. Obviously, a photographer will need to be on your list. Other possibilities include a florist or decorator, a linen company or rental company that specializes in more upscale events, a caterer, and a venue. Another great thought is to include paper goods or signage from a graphic designer or calligrapher. If your shoot is wedding-focused, you can even reach out to a local dress vendor and see if they would be willing to donate a dress and model in exchange for the recognition on social media/the blog sites you plan to submit to.
You'll start to gather responses sporadically, or (if you're lucky) right away! A best practice would be to secure your photographer first, as you know the shoot will not be occurring without someone to take the actual photos. When they're on board, release your letter to your other selected vendors and see what you get back. It's important to have a clear vision of what you're expecting and wanting to do when you start communicating. Your vendors will have questions that only you can answer, so it's important for you to communicate clearly and effectively about your vision.
Once your shoot is scheduled, the best thing you can do for your vendors is confirm arrival time(s), set up time(s), and shoot time(s) the week of. If you've ever done any kind of event, you know that these are all separate line items, and an arrival time does not necessarily mean the shoot will begin within 5 minutes of that. Allow yourself a nice cushion, and if you're ahead of schedule - great! Your vendors' time is very important, and you'll build a trusting relationship with them if you recognize that from the get-go.
When your shoot wraps, don't forget to send thank-you's. A hand-written card goes a long way. It goes without saying, but make sure you share the photos with all vendors when you receive them back. When you start sharing the photos on your different social media platforms, don't forget to tag your vendors!
Cheers, Ashley Cowlitz County Event Center
Vendors:
-Lauren Joslen Photography
-Pollen Floral Works
-BBJ Linen
-Summerland Catering
-Cowlitz County Event Center
