Managing a Styled Photoshoot

Creating one beautiful, eye-catching styled shoot for each issue is one of the best ways to elevate your magazine. These shoots can seem intimidating, but they don’t have to be. Partnering with local vendors for low or no cost and keeping a tight schedule can alleviate all the stress. Many hands make the work light!

Tips and Tricks for a Successful Photoshoot

Partner with local vendors that would benefit from print exposure that can provide the necessary items for the shoot at no cost. (Example: food, drink, location, florals, models, hair/make-up)

Ideally, establish a relationship with local PR companies, stylists, wedding planners and modeling agencies so that when shoots occur, you already have a connection to work with quickly. If a relationship isn’t established, reach out to desired vendors introducing yourself and explaining your shoot concept and offering them a print partnership. Exposure in the magazine is a win for them, and a no-cost shoot is a win for you.
Always list shoot credits at the end of a styled shoot in print, and then cross post about the vendors in a social media post after the print feature hits mailboxes. This creates synergy between print and digital, and it gives the vendors better visibility. They will be more likely to partner again in the future if they feel it was worth it to them.

Discuss in detail with your photographer what the goal of the shoot is and what you have envisioned. Make sure everyone is on the same page, and always shoot for a cover.

Show them the layout you will be using in advance
If you are using a local stylist to orchestrate the shoot for you, make sure to verbalize expectations, how many photos are needed and share the layout. Stylists love to be in print, so finding a local stylist to partner with makes the work light, and you are guaranteed a gorgeous feature.
1. Hint: If you can’t find a stylist in your area, wedding planners often have many resources and are great at styling spaces and tables.

Keep communication going between all parties involved, keep a tight schedule and work in advance so that you have plenty of time to rework something if anything falls through.

It is best practice to begin the planning stages of a styled shoot 5-6 weeks prior to your content deadline.
Once you contact your vendors, be sure to give them a quick turnaround of when you need to hear back from them to know if they are able to participate. This allows you to move on and find a different vendor if needed. We recommend a 2-day maximum.
Once you establish your location, your vendors and your photographer, connect all of them in an email and let them all know what the plan is. Be sure to establish the date, time, expected duration of the shoot, and who is bringing what. If selecting an outdoor location, it is best practice to establish a secondary rain-out date in case of inclement weather.
On the day of the shoot, it is nice to bring a small cooler of bottled water for a short shoot. Use your best judgment on longer shoots and what works for your individual circumstance, but providing a few light snacks can be nice to provide on long days. This is not necessary, but when working with a partner that you wish to continue with or models who are working for free, it can make them feel appreciated and taken care of.

Suggested Timeline for Organizing a Styled Photoshoot

Styled shoots can be a lot of fun and really elevate your magazine, so planning in advance and working with trusted partners can make all of the difference.
These shoots can also utilize several pages in the magazine if desired, so the work involved can equate to filling multiple pages with beautiful content which in turn can lighten the load of needing to fill those pages with extra editorials.
Devote your time and energy toward one, unique shoot and simplify your other articles with email interviews and provided and/or stock photography.

6 weeks before the deadline: Create a styled shoot concept and determine what look/feel you want and how to pull it off. Make a list of potential vendors to reach out to. Contact each desired vendor.

5 weeks before the deadline: All vendors should be established. Send an email connecting all parties involved and outline the plan for the shoot day. If a mood board is created, this is the perfect time to share that with all parties. Be sure to schedule the shoot with extra time to add a rain date if needed.

4 weeks before the deadline: Make sure all parties know what is expected of them and that details are finalized. Share the layout with the photographer.

2 weeks before deadline: It is best practice to schedule the shoot a few weeks before deadline. This allows the photographer time to edit photos and for captions and credits you wish to include in print to be double-checked by all parties.

5 days before the deadline: All photos, text and credits are uploaded and ready. If cover is being considered, this is a great time to mock up images and share potential cover options with your publisher if they like to be part of cover selection.