Team Photo Day Checklist for Coaches and Managers
Everything you need to keep photo day running smoothly
When photo day rolls around, it can feel like you’re juggling a dozen things at once — keeping your team in line, answering parents’ questions, and making sure everyone’s in the right kit. At TeamFocus Images, we make team photography simple and stress-free, but a bit of prep on your end goes a long way.
Here’s a practical, coach-approved checklist to help you get organised and make your team photo day a smooth success.
LET’S GET STARTED
1. Confirm the Schedule
- Double-check the date, time, and location with the photographer.
- Share the confirmed time with players and parents well in advance.
- Allow a bit of buffer time before and after, just in case things run over.
2. Prepare the Team
- Ensure all players know which kit to wear (home/away/special).
- Ask players to arrive clean, on time, and ready to go — boots tied, shirts tucked.
- Bring spare uniforms, socks, and wipes in case of dirt or spills.
3. Plan the Line-Up
- Have a printed or digital list of player names and jersey numbers.
- Decide on your team’s formation for the photo (e.g. two rows standing, one row kneeling).
- If chairs or benches are needed, check if you or the photographer will supply them.
4. Coordinate Individual Portraits
- Let players know they’ll be photographed solo as well as with the team.
- Encourage them to bring any relevant gear (e.g. bat, stick, ball, gloves).
- Suggest a quick tidy-up (hair brushed, no chewing gum!) before their portrait.
5. Set the Scene
- Choose a clear, uncluttered space (indoors or out) that represents your team well.
- For outdoor shoots, check the weather — we’ll bring backup lighting if needed.
- Clear any distractions from the background (bags, cones, clutter, etc.).
6. Handle On-the-Day Prints (If Applicable)
- If same-day prints are available, let parents know ahead of time.
- Ensure players/parents know payment options (cash, card, etc.).
- If needed, designate someone to help manage print orders on site.
7. Assign a Helper
- Have one adult ready to help coordinate — someone to tick off names, line up players, and keep things moving.
- This helps us stay focused on getting the perfect shot, and keeps the session efficient.
8. Post-Photo Follow-Up
- Let players and parents know how and when they can view the gallery.
- Share the online viewing link once it’s ready.
- Encourage the team to spread the word (and the photos!) — it’s great for your club’s visibility.
Final Thoughts
A bit of organisation makes all the difference. With this checklist, your team photo day will run like clockwork — and your players will walk away with polished, professional images they’ll be proud of.
Looking to book your next team photo session? Get in touch with TeamFocus Images — we’ll help you every step of the way.
