Keeping track of files at events/schools

[jprechel]

I am a portrait photog that has so far only done single/family portrait shoots. I am about to shoot my first "event." I will be shooting fall portraits for a local preschool. How do I keep track of kids and images? My only thought was to write the current file name (ex. dsc001.jpg) and then the child's name. This wouldn't be to time difficult for the 200 or so kids at the school. I'm just thinking there has to be an easier or more efficient way to do this.

[MT Stringer]

Jim, I read this somewhere else that a photog would have the kid hold a card with his number (same as invoice or whatever) for the first shot. You may take several shots and the ones following go with the numbered pic.

A small dry erase board should work perfect. An assistant would be very helpful.
Mike

[Outlaw]

Jim,

When I shoot the local high school's graduation photos (walking the stage, receiving their diploma) I bring an assistant and grab a program. The program lists all the kids and I have my assistant write the image number I call out to them after each kid walks the stage.

Not sure if you can get a printout list of kids' names, but if not, just ask them and put an image number with it. I usually shoot 2-3 shots of each kid and just pick my favorite from those. I give the image number of the last shot of any given kid to the assistant to write down with their name so I can always count backwards to match a kid + image number to the actual image I chose for them.

Worked like a charm for the past six years.

[bondarnes]

I have the teacher write down the child's name and shirt/blouse color unless they wear uniforms. In those cases it is name and hair color. So the list is in the order they were shot and I use a different sheet for each class. I tried renaming the files, but that was too time consuming.

If we are doing pre-paid then we write a number on their pre-pay envelope. First class is A and the first child is A1. The next is A2, etc. Second class first child is B1, etc. All the pre-pay envelopes from a class go into a bigger envelope. A separate big envelope for each class.

The same method works for sports teams.

[csa]

I leave a space at the bottom of their order forms for the dsc #'s. The parents/kids have already filled in their names. An assistant helps, but you can do it alone if you're well organized. Try using a clipboard or table for your paperwork. Since these are preschool either wrangle the teacher to help or use an assistant. Little people sometimes cry when they have to get their pics taken. Also prechoose an easy pose that you use for each of them, so they can see what to do when it is their turn. Try to keep parents out of it though-too much "help."

[Sweet Caroline]

I post photos to my site by class, then the parents just browse their child's class for the images of their child. I also put 3 proof shots on an order form that goes home with the parents. There is really no need for me to know the kids names, just the image numbers and the class they are in.

Here's the routine: the whole class comes and sits for the group shot, then I proceed to take the individual shots of all the children in that class. When I load the images to my computer, they are already organized by class, but I can also refer back to the class picture. I upload all acceptable images to the website organized into galleries by class. Then, from those, I create proof albums on my computer with 3 images per child, and print the proofs to attach to the forms myself. Parents can choose their ordering method.

[Emma]

Who hands out the proof order forms to the correct parent? Do you take them back to the teacher to pass out? Mail them to the parents directly?

I contract for a large sports photography firm (photo mill ), and we have bar codes on each order form that must be filled out prior to shooting, either by the parents, or if they're not there then incompletely by the child himself. He at least knows his own name, and usually a phone number. We shoot the order form (the equivalent of putting your hand in front of the camera), then 5 shots of each kid (I'd do only 2 or 3 for static portrait events, 4 or 5 for action events).

On the back end, the software reads the bar code and sorts the following 5 photos into that kid's online account. The parent logs in, orders, and the photos are shipped directly to their home.

To scale it down, just have the teacher write the child's name on the order form and put a number instead of a bar code like A1, B1 as suggested, and take a photo of the kid holding it. But every kid gets an order form that's ready for proofs attached whether they're prepaid or not, completely filled out or not. If they're not prepaid, the order form can go back to the school for the teacher to pass out with the proofs attached as suggested. If prepaid the parent already filled everything out like their address and email.

What about renaming the files just to something like 20091104classa001.jpg 20091104classa002.jpg ? Then you'd only have to change the name at each new class?

If it's a small shoot I can handle it w/o an assistant, but otherwise bring somebody to write the numbers down and handle money if it's paid that day! At the sports firm, there are 3 of us: photographer/tech, action poser, and parent customer service form fill out assistance :)

[Sweet Caroline]

I hand out the forms to the teachers, who send them home with parents. Again, I can refer back to the class photo if I get mixed up about what class a child belongs to. Also, the director of the program will know, as will all the teachers in the school, if somehow a form gets into the wrong class. The forms are turned in to the office, where I pick them up. I've used this method in two schools, one with 115 preschoolers, and the other with 80 kids preschool-middle school.

The order forms with proofs are attached to large envelopes for parents to seal checks or cash inside. I do it all solo, but usually a teacher is there with their students.

Caroline