How long does it take to photograph each team?

A good photographer needs only 10 to 20 minutes per team, depending on squad size. Anyone asking for much longer is usually slow or disorganised, which can blow out your whole day. A well-run setup photographs up to 60 players an hour, so even a large club gets through in a single afternoon.

How long do you need to set up?

We like to arrive about an hour before the first team. That gives us around 30 minutes to set up and run a light test, plus a buffer to sort out any hiccups before the first child steps up. All we need from the club is access to the space in good time. We bring our own power, so even a venue without a power point is no problem, and we are ready and relaxed when your players arrive.

What should kids wear for club photo day?

Full club uniform, and make sure it is this season's correct kit. Clubs often change designs or sponsors from year to year, so last season's top can be out of date. Add the right socks and boots, sort hair neatly, and skip jackets or hoodies over the uniform. If you are unsure, check with your team manager before the day.

Do we need to collect money on photo day?

No. With a private online gallery, families order and pay for digital files themselves after the event, so your volunteers are not handling cash or envelopes. If photography is built into registration, the team photo is already covered and there is nothing to collect on the day at all.

What happens if a child misses photo day?

Every player should still end up in the team photo. With us, the club gets an absent report showing exactly who was away on the day, so you can line up a make-up and no child is left out. When you are comparing photographers, ask how they handle absentees, because not all of them track it.

Do you run a make-up day for players who miss photo day?

Yes. On top of the main photo day, we run one free make-up session each round for players who were away. We keep it to a single catch-up date, organised around nearby clubs, so we can hold turnaround fast and keep prices down for everyone. We give your club that date early, so the sooner you pass it on to families, the fewer players miss out. Two chances, plenty of notice, and an absent report so the club always knows who still needs a photo.

What if a player cannot make the main day or the make-up session?

We understand, holidays and illness happen. Because there are two chances to be photographed and we share both dates well ahead, very few players miss both. When someone does, the team photo is still completed for everyone who attended, and your absent report shows exactly who was away. We are not able to run special one-off sessions or slot players into other clubs' shoots on request, since that blows out turnaround and pushes up costs for every club we look after. If you find yourself in this spot, have a chat with your club and they can talk through the options with us.

How long until we get the photos?

Printed photos are typically delivered back to the club within four to six weeks, packaged per player and sorted by team for an easy handout.

Who is allowed to photograph our kids?

Only photographers who hold a current Queensland Blue Card should be anywhere near a junior club. Ask for it up front. We cover what else to check in our guide to choosing a club sports photographer.

All articlesFor Clubs

How to Organise a Stress-Free Club Photo Day

15 June 2026 · Digital Barista

If you are the one on your club committee who got handed photo day, take a breath. It is not the headache it is made out to be. With a bit of planning and the right photographer, a club photo day runs itself, and every kid goes home with a team photo they are proud of.

This guide walks you through the whole thing, from the first decision to the day the prints land in your clubhouse. It is written for the treasurers, secretaries and team managers who actually do the organising, not the people who just turn up and smile.

What is a club photo day?

A club photo day is a single session where every player and team at your club is photographed in one place, usually across a weekday afternoon or a Saturday at the grounds. Each child is photographed individually, then those images are built into a team photo carrying your club colours, logo and a chosen template. Families can order prints and digital copies afterward through a private online gallery.

In short, it is one organised day that gives every team a proper photo and gives families something to keep.

How to organise a club photo day

Here is the process from start to finish. Most clubs knock the planning over in a couple of short committee chats.

Choose how families will pay. Decide whether photography is built into your registration fees, paid for by families after the event, or covered by a sponsor. This one decision shapes everything else, so we have given it its own guide: the three photo day models compared.
Lock in a date and a spot. Pick a weekday afternoon after school or a Saturday game day, when most teams are already at the grounds. You need an indoor or undercover space with a bit of room, like a hall, clubroom or shed. Do not worry about power: a good photographer brings their own. Your photographer will help you choose the right spot.
Build your team lists. Get each team manager to confirm player names and numbers. Accurate lists are the single biggest thing that keeps the day moving and the names correct on every photo.
Tell families what is coming. Send the first notice four to six weeks out, then reminders as the day gets closer. Cover the date, the full correct uniform (this season's kit, since clubs often change designs or sponsors), hair and boots sorted, and how ordering works.
Run the day. Teams rotate through in their booked time slots. A good photographer keeps the line moving and knows how to get a genuine smile out of a nervous six-year-old.
Hand out the photos. Prints come back bulk-delivered to the club, individually packaged per player and grouped by team, so handing them out is simple.

That is the whole job. None of it is hard once the date is locked and families know it is on.

How long does photo day take?

Less time than you would think. A well-run setup can photograph up to 60 players an hour, so even a large club gets through in a single afternoon. Teams are booked into time slots, which means kids are not standing around in the heat and parents are not waiting forever. The aim is simple: in, out, no fuss, good photos.

Common photo day mistakes (and how to avoid them)

A few small things trip clubs up every season. None of them are hard to avoid.

Leaving team lists to the last minute. Names get misspelled and numbers go missing. Sort the lists early and double-check them.
Picking a space that is too cramped. The photographer needs a bit of room to set up, so a hall, large clubroom or covered area beats a squeezy corner.
Forgetting the kids who miss out. Players who are away or sick should still get a chance to be in the team photo. Ask your photographer how they handle make-ups before you book.
Going quiet with families. If parents do not know photo day is on, orders drop and kids get missed. A first notice and a couple of reminders do the job.

Ready to plan your photo day?

At Digital Barista we have run photo days for more than 150 clubs across South East Queensland over 15 years, so we have seen what works and what causes grey hairs. If you want a hand planning yours, give Danette a call on 0400 706 909 or email danettesmith@digitalbarista.com.au. We will make it easy.

FREQUENTLY ASKED

Book as early as you can. The most popular dates fill 6 to 12 months ahead, so securing yours early gives you the best choice and peace of mind. Plenty of clubs lock in next season's session straight after this year's, once they have seen how smoothly the day runs.

LET'S TALK ABOUT YOUR CLUB.

A ten-minute call is enough to scope your photo day and find the right model for your families.

Book Your Photo Day