I love shooting large projects. The work I get from them is very rewarding and the more people involved means I can spend more time focusing on the photography rather than the logistics around it. It is often a complete ball ache to organise these shoot however so here are some steps to help you make it more organised and less of a completely agonising cluster fuck...(I've been on shoots like those, not fun!)
First and foremost, these steps are by no means set in stone. Every project is different and should be treated as such. These steps should, however, allow you to form a plan for just about anything. For the most part, it tends to be when you have more than 2 or 3 people coming to a shoot where this type of planning is most important.
If it is just you and a model but there are lots of moving parts that all have to converge at the same time and in the right order then planning like this can help you visualise how that might work and allow you to spot potential pitfalls with your plan (and help prevent the aforementioned cluster fuck).
So I do this sorta thing on paper. Not entirely sure why, I just do. I am certain there are much more effective and useful apps for me to use and I would recommend you using them instead. I guess I am just a bit old school.
STEP 1
Don't panic.
This should probably be a step in its own right but this next question tends to induce hyperventilating in most creative types so refer back to it when you need to.
What is your intent for this photoshoot / What are you trying to achieve / Why are you going to take these images. Variations of the same question but answer this before you go any further and refer back to it throughout the entire process. Taking into account who the images are for will help a lot as a shoot for yourself will be different if you are shooting for a client. This also informs what sort of style you want your images to take.
Boring but it is SO IMPORTANT to identify your budget and your deadlines. These are set in stone. Only alter if it is critical to do so. By critical I mean if you don't the project will not go ahead!
STEP 2
Equipment check
So now that you have established what you want to achieve it is now time to look at HOW you are going to achieve it. While the obvious might pop into your head right away ( like I need a camera, flash, tripod etc) sometimes the more mundane things ( all-day shoot? gonna need a battery charger and spares batteries, food etc) will not come to mind immediately. The way I get around this is a visualises taking the photo I want and what is happening to around me to make it happen by asking a question like ' how did the flash know when to trigger?', 'I don't want it flash gun harsh so will I need a light modifier?', 'will I need a tripod for my long exposure or a light stand for my lighting?'.
For every shot you want, sort out HOW you got it in your head and you should be able to construct a list of what you needed to get there.
Remember to include before the shoot...how did you get to the studio (travel time and budget)? etc.
STEP 3
Sooooo, who else is coming to the party?
This is where you plan who you will need and start contacting people. A model can also mean an MUA and hairstylist. You might need an assistant, lighting Jedi, catering!
Once you have established all this you can start contacting people to get them on board...or not. You might find out you don't need anyone!
STEP 4
The 1 Pager
Condense EVERYTHING into 1 page of A5. Congrats, this is the master plan.
You might have a million other notes but this is the one that allows you to stay on track and get the images you want. It seems extreme but this technique is used by lots of people and institutions that need to solve a problem quickly an clearly (including NASA). That is what you are doing here, solving a problem.
STEP 5
The contact sheet.
Get everyone's name and a contact number/email/carrier pigeon. Now everyone can contact everyone else. If all hell breaks loose you can at very least contact them all to say the shoot is off! Group chats are really useful for getting a message to a group quickly (but don't use them for more than 10 people! it turns into a real shit show quickly.)
Consult GDPR rules on how to do this properly and legally.
STEP 6
No plan survives contact...im sure I have done a blog on this???
Be prepared to adapt. If possible have people on standby for dropouts, emergency budget and transport for when shit hits the fan is a good call.
Things do go wrong, expect it refer back to the first 2 words in STEP 1. Deal with it. Have a breakdown once it's all done...
As always if you want to see my notes for the shoots I have done and other behind the scenes stuff you can! Become a Patreon and get access to this content. All of my Patreons are giving a little bit to the next shoot I do and keep this going. If you just want to keep me caffeinated you can do so on my ko-fi page.
Be polite
Be efficient
Have a plan to shoot everyone you meet