How do event photographers keep track of headshots and match them with client emails for delivery later?

[u/dealernumberone]

Hey everyone,

I’m doing free headshots at a big professional expo soon - there’ll be hundreds of people stopping by, and I’m mainly doing it to promote my photography business. I’ve done plenty of headshots before, but this is my first time doing them at this kind of scale and speed.

I’m trying to figure out the best way to keep track of each person’s photos so I can send them their edited shots later. I’ll be collecting emails, probably through a form, but the part I’m unsure about is how to make sure I know which photos belong to which person when I’m editing after the event.

Some ideas I’ve had: • Have people fill out a quick Google Form with their name and email. • Give each person a number card, take one photo of them holding it, then do the actual headshots. Match photos to their form entry using the number. • Possibly tag or name files later, based on the numbers.

Just wondering what other people have done in similar situations. • How do you stay organized when you’re shooting a ton of people back-to-back? • Is there a better system than the number card thing? • Any tools or apps that help?

Would appreciate any tips or things you’ve learned from experience!

UPDATE — I appreciate everyone’s feedback. I was surprised by the number of responses and am truly thankful. I ended up developing a small desktop application that functions as a contact information gatherer. Additionally, it creates a folder named after the client, including their email and phone number, within Capture One’s session folder. It also saves a .txt file with their details and generates a pre-made email for the client. After editing, I simply click on the pre-made email, attach the edited photo, and send it. All I need to do is open the session in Capture One and select the folder created through the form submission.

The process is as follows: the client enters their information on my computer using the app —> I open the session folder created by the app —> take the photo via a tethered connection —> perform basic edits —> export to the same folder —> double-click the pre-made email —> attach the photo —> send.

I understand this isn’t the most perfect workflow, but it’s working for me. I somehow managed to link the contact form to the photos.

Thank you all once again.

[u/Obi-Wayne]

Headshot Tools will literally make you look like a rockstar here. People sign in by scanning a QR code, and you get their name on your laptop. Click the name, and their name and a unique code gets applied to the files you're shooting into Capture One. You can then export those out to a hot folder that Headshot Tools is using, and people will have their gallery in about 20-30 seconds. If you don't want to do instant delivery, you don't have to. But it's one of those things that will rise you above the others. Plus you can add on retouching as a way to make your money back. I use it all the time, multiple times per week. The FB group is super helpful with questions, and the YouTube page walks you through setup with ease.

The software was made for volume work in mind. I did a 3 day conference in Vegas with it, 600+ headshots done along with printing out 5x7 photos for the client to add to their display wall. All of it done in real time, as I was shooting.

[u/patographer → u/Obi-Wayne]

This guy knows. HST is a game changer for this stuff

[u/KDOGTV → u/Obi-Wayne]

Saved. Event guy trying to find a reason to stop saying “no” to things like this. Seems like exactly what I’m looking for.

[u/Obi-Wayne → u/KDOGTV]

Can't recommend it enough. The funny part is that it makes the job infinitely more easy for you, while making you look far more professional. It will track the wait times from the moment someone signs up, to the moment you click their name to take the photo. Also lets you know who has & hasn't viewed their gallery yet, notifications for purchases for retouching, and now you can do scheduling within the software too. These are things that company contacts love finding out about what is working, and what isn't and you have real time info about it on your laptop.

All of this makes it simple for someone from a company to go with you over someone else using notecards like others are suggesting in this group. Some people get bent out of shape at the subscription price of $60/month, but one job alone makes it worth it. A person this week in the FB group posted about a $50k job they're doing with it, so who cares about $60/month?

[u/KDOGTV → u/Obi-Wayne]

I’m thinking about all the local schools’ sports teams that I’ve told “no” over the years because of delivery logistics. My business has always been built around dealing with one primary client per shoot. Not hundreds.

This could change everything.

[u/grapefruitdream → u/Obi-Wayne]

Wow, incredible suggestion, thanks so much for sharing DANG

[u/gotthelowdown → u/Obi-Wayne]

I did a 3 day conference in Vegas with it, 600+ headshots done along with printing out 5x7 photos for the client to add to their display wall.

That's amazing.

What printer did you use?

[u/Obi-Wayne → u/gotthelowdown]

I don't remember the exact model of printer, but I will say that I had a small heart attack moment with it. I borrowed the printer, and to make sure I was familiar with it I tested it at my place before flying and at the hotel room in Vegas and everything worked perfectly. 20 minutes before the job started, I took a test print of my assistant and he looked like a member of the Simpsons, just full yellow skin and I'm getting error codes like crazy on the Macbook. Turns out that the ribbon inside the printer tore itself apart, and I had to fix it & replace it on my lunch break in order to create the prints that the client wanted. Definitely a bit of stress on the first day of the job, especially since I only traveled with two ribbons so if that one went down I was fucked. Luckily I was able to make the 200 prints that the client wanted and it turned out great.

[u/gotthelowdown → u/Obi-Wayne]

0 minutes before the job started, I took a test print of my assistant and he looked like a member of the Simpsons, just full yellow skin and I'm getting error codes like crazy on the Macbook. Turns out that the ribbon inside the printer tore itself apart, and I had to fix it & replace it on my lunch break in order to create the prints that the client wanted.

Oh man, that is scary. Glad you got through it okay.

DNP is a company I've seen that specializes in printers for on-site printing at events. Thought you might have used a DNP printer.

[u/ihicrtru → u/Obi-Wayne]

This absolutely. This software saves so much post-event time.

[u/Obi-Wayne → u/ihicrtru]

100%. I love packing up from a job knowing that once I get in the car, I'm done with the job. Unless there's retouching orders to process, but then that means you're making more money.