Name: Austin School Photography
Price range: $$

Use this checklist to ensure picture day runs smoothly at your school. We've broken it down by timeline so you know exactly what to do and when.

Picture Day Timeline

2-4 Weeks Before

Initial Planning

Confirm picture day date with Austin School Photography
Reserve location for photo setup (gym, library, multi-purpose room)
Create class rotation schedule
Identify students needing accommodations
Send initial notice to parents

1 Week Before

Final Preparations

Send reminder notice to parents with tips
Distribute schedule to all teachers
Confirm photo location is available and clear
Brief teachers on process and expectations
Prepare list of absent students for make-up day

Day Before

Final Check

Verify photo location is set up and clear
Remind teachers of tomorrow's schedule
Post schedule in common areas
Confirm any special accommodations are in place

Picture Day

Day Of

Photographer arrives and sets up (allow 30-45 min)
Office staff available for questions
Classes rotate through on schedule
Track absent students for make-up day
Faculty/staff photos during non-instruction time

After Picture Day

Follow-Up

Nothing! We handle gallery delivery to parents
Schedule make-up day if needed
Yearbook images delivered within 2-3 weeks

Photo Location Requirements

Space Needed

Approximately 15' x 15' minimum
Room for backdrop, lights, and camera
Space for students to line up nearby

Best Locations

Gymnasium corner
Library
Multi-purpose room
Large classroom
Stage area

What We Bring

Professional backdrop
Studio lighting
Camera and equipment
Posing stool
Everything we need!

What We Need From You

Access to electrical outlet
Clear space for setup
Someone to direct us on arrival
Class schedule/roster

Sample Class Rotation Schedule

Here's an example of how to schedule classes. We can photograph approximately 60-80 students per hour.

Time	Class/Group	Approx. Students
8:00 - 8:30	Setup	-
8:30 - 9:00	Pre-K A & B	30
9:00 - 9:30	Kindergarten	40
9:30 - 10:00	1st Grade	45
10:00 - 10:30	2nd Grade	45
10:30 - 11:00	3rd Grade	50
11:00 - 11:30	4th Grade	50
11:30 - 12:00	Lunch Break	-
12:00 - 12:30	5th Grade	50
12:30 - 1:00	Faculty/Staff	25
1:00 - 1:30	Make-ups/Overflow	Varies

We'll work with you to create a custom schedule that fits your school's specific needs and class sizes.

Parent Communication Template

Feel free to use or adapt this message when notifying parents:

Subject: Picture Day is Coming - [DATE]

Dear Families,

Picture day is scheduled for [DATE]. Here's what you need to know:

No forms or money needed - You'll receive an email with your child's private photo gallery after picture day
View before you buy - See all photos before purchasing
Order online - Photos ship directly to your home

Tips for great photos:

Solid colors photograph best (avoid logos and busy patterns)
Get a good night's sleep
Eat a good breakfast

Questions? Visit austinschoolphotography.com/for-parents

Quick Answers for Administrators

What does this cost the school?

Nothing! Our services are completely free for schools. Revenue comes from parent purchases.

What if students are absent?

We schedule a make-up day at no additional cost to photograph absent students.

When do we get yearbook images?

Typically within 2-3 weeks of picture day, formatted to your specifications.

Do teachers have to do anything?

Just bring their class at the scheduled time. No forms, no money, no packets to distribute.

Picture Day Checklist for Schools