Coordinator Photo Day Information | Captured Memories Photography

Coordinator

Photo Day Information

Thank you for choosing Captured Memories to be your photography company for the upcoming season. We are excited to be working with you and your athletes for the upcoming season.

To make sure picture day runs smoothly, please read the following information.

Contact Photographer

Let's chat

Confirm the date of your photo day.
Confirm the start time of your first team/group.
Confirm number of teams being photographed.

Confirm Location

Where are we going

Indoor Photos (community hall, gym, etc).
Outdoor Photos (backup location needed in case of inclement weather).
Confirm access to the location one (1) hour before the first scheduled team/group.

Confirm your Booking

Signed, Sealed and delivered

Please complete the following forms by following the links in the email sent to you.

Contact Information
Memory Mate Style
Photography Agreement

Email Coaches & Managers

Let everyone know

Ensure that Coaches and/or Managers know the following:

Date of photo session
Time of their session(s)
Locations for their session (Main & Backup)
Forward email and/or link: Photo Day Information (Parents and Athletes)
Forward email and/or link: Photo Day Information (Coaches and Managers)
Team List Forms are to be completed for photo day

We will send you a copy of the emails that can be forwarded to the coaches/managers.

Team Lists

Important - Please Read

To help photo day run smoothly and to ensure the best results for your photos, please complete all areas of this form.

Once this form is submitted, an email will be sent to the email address provided. This email will include a copy of the Team List form that you will need to print and give to the Photographer at your photo session.

Please double check that all of the information provided is correct prior to submitting. A link will be provided on the confirmation page and in the email sent to you should you need to change or update any information.

A Note About Team Lists

All athletes, coaches, manager, etc are to be listed.
We will only accept the form provided (no stickers, labels, game sheets, handwritten forms, etc).
We are not responsible for missed, illegible, misspelled or incorrect information.
Errors resulting from such will result in extra charges to the team and/or community.
Handwritten forms are subject to an additional administrative fee.

Schedule Teams

Stay on track

Contact teams to confirm participation.
20 minute intervals per team.
Assign break times (20 mins every 2 hours)
Inform coaches/managers to have team ready 10-15 minutes prior to their session.
Email schedule to [email protected] at least 3 days prior to photo day.

Assign Community Liaison

Photo Day Contact

Present during the portrait session.
Help organize teams to be ready for their scheduled time.

On Photo Day

Let's have some fun

Meet photographer one (1) hour before session to gain access to location for setup.
Have schedule available.
Inform photographer of any changes.

Processing & Delivery

How & When

Photos will be delivered to you for distribution.
4-6 weeks from the date of your portrait session.

After Photo Day

What's next

Have payment ready upon delivery of photos.
Distribute photos.
Schedule photo session for the following season.
Have fun and keep smiling!

Please Note:

If photos are not picked up by parents/athletes please contact us. DO NOT throw them out as we have had this happen in the past and have had to charge to have them reprinted.

Frequently Asked Questions

Know what's what

Missed Photo Policy (Athlete)

Applicable to athletes that missed or were unavailable for their scheduled portrait session.
$15.00 fee per player to cover reprint costs and shipping charges.
Paid to the photographer prior to your session.
Missed photo bookings will only be scheduled AFTER the originally scheduled photo date.
Missing individuals will NOT be cropped, added or “photo shopped” into the team photo.

Please Note: Dates, locations and times of availability are not guaranteed and are subject to change. Please contact us early should you need to book a missed photo session.

Missed Photo Policy (Teams/Groups)

Applicable to teams that missed or were unavailable for their scheduled portrait session.
One complimentary session for teams unable to make their scheduled photo time.
$150 fee for multiple re-bookings by a team.
Will only be scheduled AFTER the originally scheduled photo date.
Missing individuals will NOT be cropped, added or “photo shopped” into the team photo.

Please Note: Dates, locations and times of availability are not guaranteed and are subject to change. Please contact us early should you need to book a missed photo session.

Missed Photo Policy (Associations/Communities/Clubs)

Applied if half or more teams request a reschedule.
$250 fee charged to the community.
Another session will be booked for all remaining teams/groups.
Applied if the entire photo session rescheduled or cancelled within 14 days of original date.
$75 per hour times the number of hours required to photograph all of the teams.
Charged to the community/club.

Please Note: Dates, locations and times of availability are not guaranteed and are subject to change. Please contact us early should you need to book a missed photo session.

Retake Policy

Our photographers work hard to make sure we capture the best image possible of every athlete we photograph. However, from time to time, our human side happens and eyes may be closed, a subject does not look their best or there may be an error in the printing process.
If you are unhappy with your photo or order, we will do our very best to make it right. We will refund, retake, or remake your photos to correct the problem. Please contact us to discuss how we can make things right.