This article goes more into the nitty-gritty of putting together and running a HP event. Once you have assembled your team, you will need to create processes and forms to be able to manage the event successfully. The idea of this post is to provide you will all the resources we have created for our Help Portrait Fort Lauderdale event, that will help you to create a successful event. I am only asking you to register on this website to use these.
Here is a list of resources available through this blog post:
A simple spreadsheet that will allow you to calculate how much money you will need to print the pictures, package them, etc. It is driven by number of families and number of 5x7 and 8x10 prints for each family.
HP Photographer Release
This is the form that the HP organization asks every photographer to sign. You -as a photographer- surrender your rights TO the person photographed. In other words, you GIVE the picture.
Shoot Card/Model Release
This is intended to be a two-sided document with a standard model release so that you, the HP organization, as well as the hosting institution -if you have one- where you are holding your event, can use the pictures with no risk. The reverse is intended to be used as a "Mug Shot" of the person to easily identify them in your editing program.
This is a simple claim check for the person to pick up their photos once they are ready. The reverse is a checklist reminding them how to flow through the event.
A spreadsheet to keep tabs on who is shooting where and when. This is important so you make sure that you are covered at all times.
Again, a Who-What-Where-When spreadsheet. This has "What" and some samples of different roles for Volunteers (Greeter, Drink server, etc.).
A linear list of all families being photographed.
Check-in process and briefing flyer
A tool to brief everybody on the day of the event.
Process Flow Presentation
This is what we did at Help Portrait Fort Lauderdale.
The official logo if you need it for anything.
Do you want to host your event in South Florida? We are happy to help! Let us know and we can collaborate!
Download the files HERE.