RCD’s Guide to a Successful Photoshoot

Photoshoot Prep

Preparation is where the magic starts. The more intentional you are before the photoshoot, the smoother everything will feel on the day itself.

• Shot List and Agenda Review. Review the shot list and agenda sent by RCD, found in your calendar invite for easy reference.

• Confirm Who Will Be On Camera. Identify the team members involved and ensure they’re informed and ready to go.

• Communicate Expectations to Employees. Make sure your staff knows what to expect, when to be ready, and how important their involvement is. Encourage a relaxed, positive attitude—it makes all the difference on camera.

• Organize models as needed. Including a few people who represent your customers can elevate your photos and make them feel more authentic. When selecting individuals to represent your clientele, keep in mind the diversity of your audience. Aim to visually reflect a range of ages, backgrounds, and abilities—for example, featuring young and older people, people of color, and individuals with different needs or abilities.

During the Photoshoot

Once the cameras are out, it’s easy to feel a little uncomfortable. The key is to stay relaxed, have fun, and trust the process.

• Prepare the Environment. Tidy and stage any spaces that will be filmed or photographed.

• Assign Logistics. Designate someone from your team to coordinate with our crew on the day of the photoshoot.

• Empower Employees. Get your team excited to be part of the brand story—consider small incentives or shoutouts to keep energy high.

Post-Photoshoot

Now that the photoshoot is complete, here’s what to expect next.

• Gallery Delivery. Within two weeks of your photoshoot, you’ll receive a downloadable photo and/or video gallery via email. This content is high-resolution and ready to use.

• Usage Rights. These photos and videos are 100% yours. You have full rights to use them however you like—social media, your website, print materials, internal presentations, and more.

• Internal Collaboration. If you’re working with Rock City Digital for ongoing marketing, we’ll handle distribution on your behalf—whether that’s for social media scheduling or updating your website. No need to send us files; we’ll have what we need on our end.

• Content Storage Policy. We store all your content for 60 days after delivery. Please make sure to download and back up your content during that time. After 60 days, your media will be removed from our servers to maintain efficiency and security. We’re happy to help if you need assistance downloading your files.

Reschedule & Cancellation Policy

As a business owner, you understand how valuable time and planning are. Just like in your own work, last-minute cancellations can impact our schedule and crew availability. To keep things fair for our crew and clients:

• Rescheduling less than one week before the scheduled date will be subject to a fee equal to 50% of the original booking rate or $350, whichever is greater.

• Cancellation within 48 hours of the scheduled booking date are subject to the full price of the original shoot.

• Emergencies or weather delays. This policy may be waived in the case of emergencies, inclement weather, or at our discretion.

These fees exist to accommodate the loss of revenue incurred when a shoot is rescheduled or canceled. We appreciate your understanding and cooperation so we can continue delivering high-quality content for all our clients.

What’s Included in your Photoshoot?

Every photoshoot with Rock City Digital is designed to capture authentic, high-quality content that reflects your brand at its best. Here’s what’s typically included with your photoshoot:

• 1 to 2 hours of photoshoot time at one location. The allotted time may vary based on your scope, which will be outlined in your agreement.

• Custom shot list tailored to the goal of the photoshoot, typically covering staff, office, candid, and environmental shots.

• Creative direction and on-site coordination to guide posing, pacing, and staging for natural, cohesive imagery.

• Professional image curation and editing to ensure your photos are polished and consistent with your brand aesthetic.

• Natural, true-to-life edits. We don’t typically retouch skin or heavily manipulate photos; we aim for real and approachable.

• One round of revision is included, if adjustments are needed.

• Access to your full gallery of edited images, organized and ready for web and social use.

• Full rights to all edited content. You can use your photos across your website, social media, print, and marketing materials.

• Content stored for 60 days after delivery—be sure to download and back up your files during that time.

Frequently Asked Questions About Photoshoots

What should I wear?

Branded Apparel

If you have branded shirts, hats, or uniforms, please wear them! It keeps your images consistent and reinforces your brand.

No Branded Apparel? No Problem.

Choose clothing that incorporates your brand colors. Coordinating tones (rather than everyone in the exact same color) photographs best.

Dress for the Season

Think about when this content will be used.

• Fall/Winter: layers, long sleeves, jackets, closed-toe shoes

• Spring/Summer: short sleeves, breathable fabrics, open-toe shoes

Even if it’s hot or cold during your photoshoot, dressing seasonally makes your content look intentional and relevant.

Polished, But Still You

• Avoid busy patterns

• Wear something you’re comfortable and confident in

• Check for wrinkles or stains; the camera catches everything!

Who is going to be on camera?

Before your shoot, you’ll receive a detailed shot list. This helps with preparation and ensures we capture your brand’s content. 

Please Prepare Your Team: 

• • Let employees know if they’ll be photographed and what to expect.
  • Encourage coming photo-ready.

If you want to include additional individuals or customer “stand-ins,” let us know. While we can’t guarantee model availability, we’ll help guide you on selecting people who best represent your audience.

Will you tell us how to pose?

Absolutely! Our goal is to make you feel comfortable and confident in front of the camera. We’ll guide you through natural poses that feel authentic to you and align with your brand’s personality. And remember, the best photos come from genuine moments, so have fun!

Do I need to be there as the business owner (even if I’m not in the photos)?

Yes, we highly recommend it. Your presence ensures:

• Brand consistency

• A smoother workflow

• Support for your team

• Quick approvals and minor adjustments

Even if you’re not the star of the show, your leadership matters.

I don’t have my new signage or uniforms yet. Should I wait?

We know it’s not fun to wait, but if possible, we recommend waiting until your new look is complete before scheduling your photoshoot. It keeps your content cohesive and sets you up for long-term consistency.

Will RCD provide models or customers?

You will be responsible for providing the photoshoot subjects and location.

If you’d like to include models or individuals to represent customers or clients, please let us know in advance. While we can’t guarantee model availability, we’ll do our best to accommodate your request or provide guidance on adding additional individuals.

Who should I ask to be a pretend customer?

It’s important to serve a wide variety of customers, which means you need to visually show representation. Think about the real people you serve. Choose individuals who help visually represent your audience:

• A variety of ages

• A mix of backgrounds and ethnicities

• A balance of genders

• Family or demographic diversity (if applicable to your service)

Representation ensures your audience sees themselves in your brand.

Do you offer hair and makeup?

We do not offer hair and makeup. Please be ready to be photographed when we arrive.

Where should we have the photoshoot?

At or near your actual service location.
For example:

• Pest control? Photograph in a home.

• Construction company? Photograph on-site.

• Service business? Photograph where the service happens.

Authenticity always wins.

Can we photoshoot in more than one location?

As a reminder, the allotted locations may vary based on your scope, which will be outlined in your agreement. Our standard is one location, with an additional fee for adding an extra location. We do understand, sometimes a second location is necessary to capture the magic of your business. Please reach out to your project manager to discuss and solidify those details.

Ready to Plan Your Next Photoshoot?

At Rock City Digital, we love helping local businesses and service providers create content that feels natural, tells your story, and actually connects with the people you want to reach.

If you’re ready to make your next photoshoot your best one yet, we’re here to make it happen. Let’s bring your brand to life. Contact us today to get started.