The Stress-Free Club Photo Day Checklist

Everything your committee needs to run a smooth photo day, from the first decision to handing out the prints. Tick as you go, and follow the links on any step to dig into the detail.

0 of 22 doneTick as you go. Future you will thank you.

1As far ahead as you canLock it in

Decide how families pay: built into registration, parent purchase, or sponsor-fundedCompare the three models

Book your photographer early to secure your date. The good ones get booked 6 to 12 months ahead, so the sooner you lock it in the betterHow far ahead to book?

Confirm current Queensland Blue Cards and public liability insuranceWhat to look for in a photographer

Pick a date (weekday afternoon or Saturday game day) and an indoor or undercover space (a hall, clubroom or shed; we bring our own power)Choosing your date and spot

Confirm a time slot for each team (a good photographer needs only 10 to 20 minutes per team depending on size, so anyone asking for much more is a red flag)How long per team?

24 to 6 weeks outTell families

Send the first notice early: date, full correct uniform, hair and boots sorted, and how ordering worksWhat should kids wear?

Collect and double-check team lists with correct player names and numbersWhy team lists matter

Nominate a photo-day coordinator for each team or age group

Send a reminder as the day gets closer

3The day beforeFinal prep

Send a final reminder the day before

Make sure the space is clear and set up can begin on arrival

Print the run sheet with each team's time slot

Confirm someone can give the photographer venue access (no power needed at your end, we bring our own)

4On the dayKeep it moving

Open up early so the photographer can set up and light-test before the first teamHow long to set up?

Teams arrive in their booked time slots, not all at once

Quick uniform and hair check before each team steps up

Coordinator helps keep the line moving and the kids smiling

Absent players are tracked automatically and the club gets an absent report, so no one is missedIf a child misses the day

5After photo dayWrap up

Families order prints and digital files through the private online gallery

Prints delivered back to the club within 4 to 6 weeks

Hand out, individually packaged per player and grouped by team

Share the gallery link again to catch any last ordersWhy kids get left out

Want a printable copy for the clipboard?

Download the printable checklist (PDF)

Every kid in the team photo. That is the whole idea.

Blue Cards and full public liability insurance as standard. 15 years and more than 150 South East Queensland clubs.

0400 706 909 · danettesmith@digitalbarista.com.au · digitalbarista.com.au