possible event photographer needed

[kamari]

I was asked to do some shooting at a mardi gras ball for a greek fraternity. They are expecting a turnout of between 300-400 people at the texas and pacific railway ballroom in ft. worth. I'm looking at setting up a spot by the entrance to take guest's photos as they arrive for the evening and having 5x7 prints ready for purchase as guests leave 5 hours later. After realizing how much of an effort this could possibly turn into I'm now looking for some quick-fix solutions.

One would be to only print those photos that people have paid for up front instead of wasting the time, ink, and paper of having each photo printed. The 2nd option would be to grab several printers to handle an estimated 200 photos (assuming not everyone's gonna want pics and that a good portion of the turnout will be couples) printed out over a 3-hour time period. I say 3 hours because I only plan to shoot for the first 2 hours and focus on printing during the rest of the time (or switching out memory cards every half hour to get a jump on early printing). The 3rd, and least profitable, would be to just direct everyone to my website for photo purchases. This is definitely my last resort.

I'm looking for someone who has experience in doing something like this --and of course their asking price-- or who wouldn't mind just renting out a printer or two (minus ink) for an evening. OR some tips on how to pull this off by my lonesome.

[HotHolly]

I have a little bit of experience with this. Im sure a few others have more - I really dislike shooting events.

I've found that you do a prepay for the entire event. That way your sales have nothing to do with people coming over to you or not. The worst thing is to go to an event and only have a handful of people take photos.

It seems like prices I've heard thrown around for that size group is $900 - $1200 for 2-5x7 prints. You could print on the spot, run to Sams Club's 1-hour photo (shhh! I didnt say that), or order them via a lab and drop them all the the greeks after the event a few days later. Then they can sort them and all. You wont have to worry about who gets what. Its mass production in its finest!

Good luck!

[kamari]

It was more of a "show up and do your own thang" type of deal. I'm not charging them and they're not charging me for "the opportunity for me to make a bunch of money" as they see it. I don't think they're gonna wanna get their hands dirty with paying me up front. I haven't done anything like this before so I was a little eager to jump at the opportunity. I guess in the worst case scenario I could just mail people their photos in a day or two instead of having them ready that night as people left. That would cut out a heck of a lot of issues but i was just afraid that it would hurt sales at the event.

[DEMDeepEllumMusic]

This is not a One Person job no matter how organized you are!
I would give them a qoute for the whole job of portraits, xx per shot estimate (take 50% of the crowd total and add 10-15% above that so for 400 look at 220 to 230 shots).

Do not expect them all to run to your set up when they walk in, even if you are in a hallway at the entrance to the ballroom, you will have them wandering over the WHOLE NIGHT LONG. Depending on the number of people working the event and how fast your printers are you need to decide when to set the cutt off time for a person to have their pic made and still get their print that night.

Really think about a shooter doing crowd shots of the party itself. Clear this with the org first but have those shots available to purchase online with a password protected album and if available time and manpower print some out and post them on a board on an easil for them to come over and look at. 6-10 larger printed PARTY shots on display just may make you some extra money. (*be sure to not put up redeye shots).

Don't expect these people to be pulling out their wallets and handing money over at the show, you will get some that way but not many-more people on plastic than ever before.

So get a qoute for the job and then hustle like crazy for the couples to get their pics *file by last name as you print-so be sure to get a sheet with names on it and at least email addresses, before they leave and then add the crowd/party shots as some langniape.

I would offer to help but will be out of town at that time.

[HotHolly]

The worst case scenario is that you end up upside down from the event. Cover your butt to make sure that doesnt happen. I dont want to rain on your happy day, but you asked for opinions. I did it exactly the way you are talking about for a Christmas party. Over 300 people and only 9 couples had photos made.

Clubs are used to paying up front. I had a club contact me today to see what we could work out. Payment in advance was expected - at least something.

Also, people dont bring $$ with them (unless there is a cash bar) and unless you accept checks and credit cards on the spot, things get tricky. When your fee is covered by the club, everyone does it. When it isnt - its a crap shoot. Be prepared either way. And I hope they buy everything you have!

[imagesbyadam]

I would take payment in advance based on 2 5x7's per couple, which would be around 400 prints. I would run 2 camera's if you have 2 backdrops and 2 sets of lights. EIther way..

Go to Imaging Spectrum and rent a high speed sony printer per camera. Find a place and order a stack of 5x7 cardboard foldover picture-holders. Tether your camera to a laptop and the printer connects to the laptop. Have all your lights and everything dialed in perfectly before you start shooting so once you start rolling your dead-on out of camera.

To speed the line have 1 person greet each person in line and get the last name, write it on the back of the foldover. Hand the foldover to the shooter as they take their place. Shoot the pic, immediately print, put the 5x7 in the foldover and either another person or your really talented assistant lays them on the table sorted by last name first letter which you have labeled on the table for pickup later.

My wifes company does this setup at her Christmas party, the photographer is prepaid and shoots around 400-600 people this way using a single camera, 1 laptop, and 2 printers. He staffs it with himself (shooter) plus 2 assistant, one to greet and one to manage the pickup table/laptop/printing. At most Ive waited 10 minutes for a picture to make it to the table.

But it all hinges on being paid up front so theres no chance of you eating the setup cost.

[David Whatley]

I have done these in the stone age, with one helper. Number the list with the persons name, and your shot number. Offer delivery to the Frat house the next day. You might take a small printer and show a "couple" just for show. Also, find out if an internet connection is avaliable. You might be able to transfer them to a printer off site and pick them up. If you need any help, give me a shout. BTW, remember a couple of props to go with the theme of the party.
PS, money in advance, make a deal with someoen to do the CC for you. I would also try the old, "your expected" to have the shot done in advane, and put a flyer up at the Frat house telling them to bring $$ in cash and to have their photo taken before they can start parting.

[DEMDeepEllumMusic]

Is this alumni or current students? If current students they won't be buying booze unless they are seniors (ie 21).

I believe this is probably a local Alumni chapter doing this (not many frats around with 200 current members).

So yes, you may have some current students who attend but most will "not be at the frat house".

[Davidtxs]

its definatley more than a one person job 200 prints would take a couple of hours alone.

[picasso]

Originally Posted by kamari

It was more of a "show up and do your own thang" type of deal. I'm not charging them and they're not charging me for "the opportunity for me to make a bunch of money" as they see it. I don't think they're gonna wanna get their hands dirty with paying me up front.

Sounds like they just told you it was OK to shoot and see what you could do type of thing to get your feet wet? If thats the case then the best thing IMO you can do is try and get as many people as possible to your booth by hitting them at the door and also maybe working a deal with the DJ or Band to annouce it 2-3 times during the night that people need to get their pics made. My advice is also to have at least one other person helping you even if you decide to print off site.

If they were the ones that came to you then this is another story and should be willing to pay you ahead of time for the pics as well as something for your time. If they don't want to pay ahead of time for the seperate pics then they should still be paying you for covering the rest of the event. No different than a wedding photographer. What this amount is, only you can tell.

Paul

[kamari]

Originally Posted by picasso

If they were the ones that came to you then this is another story and should be willing to pay you ahead of time for the pics as well as something for your time.

I came to them with the idea of settin up shop. I got invited by one of the members and saw this as an opportunity to make a few dollars instead of spending some money at yet another party. I hadn't done anything like this before and was looking to get my feet wet. Hmm, shoulda consulted with TPF first! Either way it works out will be an experience. I'm just leaning toward the side of a positive experience. I'll go back and have the guys update the evite to let everyone know that there'll be a photographer on site.

It's gonna be a semi-formal event. Not really a college crowd. This is being marketed by and to the late 20's/early 30's crowd. This is an alumni greek chapter. I've got a few PMs so i'll be letting you ladies & gents know if I'll be needing any extra help or not. My girlfriend is donating her time to help instead of partying. I don't know which one would nag me more: seeing her have a good time while i'm workin or havin her givin me the evil eye for takin 4 or 5 photos of a nice lookin lady ...which brings up another point. I may have to open a thread about your spouse trying to tag along on a photo shoot with someone of the opposite sex.

[DEMDeepEllumMusic]

I would then approach this as shooting portraits at your booth for the first 90 minutes then post a board that you will then be shooting for 15 minutes or so on the top of the next hours and that people can sign up for the next time period. Get the DJ to announce that it is X oclock and time to get shot or some other witty comment. Then spend the other 45 minutes working the crowd for group shots. *do you have off camera flash that is portable?

Be sure to print up pictures of the crowd/group shots and post them on board a bit away from the booth so people can go by and look at them. Put a big stack of business cards or some printed off small sheets with info on how the shots can be viewed on line and ordered and up to what size the pics can be printed up to.

[boxofrocks]

Good luck with this--you may need it. I wouldn't shoot anything with this much effort involved as a spec job for a crowd like the one you're describing. Maybe at a high dollar charity ball with people in tuxedos, but greeks are the worst to deal with.

I can say that, because not only was in a fraternity, but I shot I dunno how many dozens of events like this while in college working for the local "flash foto" group. I was paid by the company--didn't have to worry about spec payment.


When you add on-site printing to the mix...that's a big job. I wish you well--be sure to let us know how it turns out!

[kamari]

Originally Posted by DEMDeepEllumMusic

*do you have off camera flash that is portable?

Be sure to print up pictures of the crowd/group shots and post them on board a bit away from the booth so people can go by and look at them. Put a big stack of business cards or some printed off small sheets with info on how the shots can be viewed on line and ordered and up to what size the pics can be printed up to.

All I've got is an SB600. I'll probably end up buying an SB800, it's been on my list for a while and now would be a good time I guess to go on and get it. I'll just have to make good use out of these two cuz I don't plan on any extravagant setup.

[boxofrocks]

Originally Posted by kamari

All I've got is an SB600. I'll probably end up buying an SB800, it's been on my list for a while and now would be a good time I guess to go on and get it. I'll just have to make good use out of these two cuz I don't plan on any extravagant setup.

Just a suggestion: If you really want more takers on "portraits", rent a backdrop, and a couple of umbrellas and strobes on stands. It's more effort, and you'll be out about 100 bucks, but if you're gonna do this, you might as well do it in a way that makes you appear that you're providing a service they can't duplicate.

I shot the Coppell FB banquet Monday night. I had lots of takers, because since I had my "event setup" on hand, they assumed their photos wouldn't be as good as what they could do (see below--this is just standard event lighting--flat and nothing glam about it, but it is nice and soft and even). There will be a lot of cameras out there, and if all you're using is a camera mounted flash, they'll assume they can do as well, even if they can't.

Free advice, and worth exactly what you paid for it!