Client Photography Master File
This is your standing file with the studio — one copy that we both keep current. It is not tied to any single shoot. Children grow, sizes change, permissions get renewed; update this file whenever something moves and every future session starts from the right details.
Section 1 — Contact & Household
Second contact (partner, assistant, guardian) and their role:
Section 2 — Subject Roster
Everyone who appears in front of the camera — adults, children and pets. Update the ages each year; it drives how we pace and pose a session.
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Section 3 — Wardrobe & Palette
Clothing sizes on file (per person):
Colours that work well for this family:
Colours or patterns to avoid:
Hair & makeup preferences, and the artist we normally book:
Section 4 — Comfort, Posing & Sensitivities
The things that make the difference between a stiff shoot and an easy one — angles people dislike, features they are self-conscious about, what settles a nervous child, what a shy adult needs.
Allergies, mobility needs, sensory sensitivities (flash, noise, crowds):
Section 5 — Location & Access Notes
Home or regular shoot address:
Parking, entry, lift access, best light in the house, pets to secure, neighbours or building rules:
Favourite outdoor locations we have used:
Section 6 — Image-Usage Permissions on File
This records what is currently permitted. It is a summary of the signed release, not a substitute for it — tick or untick as permissions change.
Release expires / needs renewal on:
Section 7 — Delivery & Archive Preferences
Preferred delivery format:
Gallery platform and account used for this client:
Master archive location (drive, folder path, backup set):
Section 8 — Session History
Add a row after every shoot. Newest at the bottom keeps the story in order.
Section 9 — Wall Art & Album Purchases
What is already on their walls and in their albums — so we never sell the same piece twice and can suggest what completes the set.
Section 10 — Running Notes
Dated entries as life happens — a new baby, a move, a wedding coming up, a pet that has passed, a change of heart about social media. Newest at the top.
Keep this file current — it is what every future session is planned from.