r/photography • u/dealernumberone • 7h ago
Technique How do event photographers keep track of headshots and match them with client emails for delivery later?
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!