Keeping Track of Names

[laawaaris]

I will be photographing a VIP dinner and they want me to keep track of all names of the people in the group photos I take. I have been thinking about how to do this, and wanted to see if any seasoned pros have a good technique. Below are the details of what I will have to work with:

• I will have an assistant with me
• Each guest has to sign in at the registration table
• I will have a list of all registered guests days before the event takes place
• Each guest will have a name tag - hopefully on their upper chest
• I have to photograph groups of 2-4 people maximum. I have to rename the files with the names of the people in the photo.
• The only photos I have to rename are the ones I take immediately after the guests sign in at the registration table and also the ones where they are together with the speaker for the evening.

I have been thinking of different methods, such as having my assistant making sure to take the names of each person down, or speaking the names into a tape recorder, or shooting the name tags right after I shoot the group shot.

I am not too sure what the most effective way will be - but if anyone has done this before any help would be appreciated.

[robert t]

carry a pocket recorder, record the frame number then get the names or something like that or carry a pad and pen. When shooting video I ask them to say there name and spell it if it is not real common, after we are done shooting the main part and just roll tape while they give there info.

[Michelle Allmon]

what if the tag is not showing? you might want to have your assistant just write the names for each image# as you go. then when you are done, delete the "no's" and then when you have your keepers rename them using the list.

[laawaaris]

yeah i think the paper and pen method will be the best ... assistant gets the names and then i supply the file number

i would really like to get their names BEFORE the shot is taken, because otherwise they will spread out and leave directly after the photo has been clicked ...

this may be a little annoying to the group, but it will be a more fool proof way to make sure each person is identified Left to Right in the photo ....

[Donner]

Do you know where you are going to be setting up? If you are near where they guests are registering, can your assistant stand at the table and direct the people towards you, that way he or she can write down the people's names as they register. Having you assistant direct them towards you also means you decrease your chances of missing anyone.

Also, I don't know how formal the attire will be, but if you have your assistant make notes about what the people are wearing or look like, that would help. "Betty blah... white dress, blue hair" or something like that. That is what i always had to do when i was a photojournalist working for a newspaper.

I guess the other option, since they are wearing name tags, is to simply do a quick head-and-shoulders shot of each person with their name tag as they get ready for the group pic. It will be more work and memory, but if you have a second body you could just go with a simple flash and small file and then compare later. Or if you have the space, just fire off a few before the group shot, that way when you are in post you can see the names of each person from the name tag shot and then match up with the group shots. Something like that would also help you later if you aren't sure who is standing with the speaker and need to go back to you 'mug shots'...

just a few ideas

[andyz]

You may also consider taking two shots of each group. In one shot, have an index card showing with a number on it, 1, 2, 3, etc. The second shot is without the card. Write the names on the index cards and you'll have a foolproof process and a backup shot if needed. (Just don't lose the cards. )

[adirty1]

give them index cards with numbers on them and have them write there names or do it for them. pretty close to andyz.

you pick up the index cards and your set then shoot the image. you know you have the names and in the right order and of course write the frame numbers down and compact card number down on index card.