How to Prepare for a Photoshoot: The Session Day Checklist Every Photographer Needs

When you’re learning how to prepare for a photoshoot, it can feel like there are a million tiny details to remember. I know, because I’ve been there too. You’re excited, maybe a little nervous, and you want everything to go smoothly for your client. Whether you’re photographing families, seniors, or branding sessions, being prepared helps you show up with confidence and create an amazing experience.

Let’s walk through my personal checklist that I’ve fine-tuned over the years. This is the system I use to feel calm, collected, and ready to serve my clients with my full attention , and it starts with my gear.

Before we dive in, hi, I’m Kellie, a photographer, mentor, and educator based in North Dakota. I help photographers build intentional, sustainable businesses with confidence and clarity. Whether you’re ready to fine-tune your client experience, organize your workflow, or grow your brand, I’m here to support you every step of the way. Explore my 1:1 mentoring and education offerings, or come say hi on Instagram. I can’t wait to connect with you!

Gear Essentials: What’s in My Bag and Why

Your camera bag is your best friend on session day. But packing it doesn’t have to be overwhelming. Here’s what I carry and why each piece matters:

1. Camera Bodies (Always Two!): I always bring two camera bodies. If one fails (it happens!), I don’t want my client’s session to be ruined. Having a backup lets me focus fully on my client, not my equipment.

2. Lenses: I choose lenses based on the type of shoot:

• 35mm for wide, storytelling shots.
• 85mm for dreamy portraits with creamy backgrounds.
• 28-70mm for versatility when I need a little of everything.

Each lens helps me create variety in my galleries without overcomplicating the session.

3. Extra Batteries and Memory Cards: Dead batteries and full memory cards are avoidable disasters. I always bring fully charged spares and empty, formatted cards. Even if I don’t need them, they give me peace of mind.

4. Lens Cleaning Cloth: Smudges and dust happen. A quick wipe can save an entire gallery of photos.

5. External Flash (Optional): For natural light sessions, I rarely need flash. But I always keep one in my bag for tricky lighting situations, like dark indoor locations or cloudy evenings.

6. Light Meter (Optional): Sometimes I bring my light meter for studio or branding sessions where precision matters more.

7. Portable Reflector: I love using a small reflector to bounce light and brighten shadows, especially for portraits.

Pro Tip: Remember, the goal is not to bring everything you own. It’s to bring what you need to serve your client well. Packing smart keeps your bag lighter and your mind clearer.

Non-Gear Items That Save the Day

When learning how to prepare for a photoshoot, it is often the small, non-gear items that make the biggest difference. Here are the essentials I always bring:

• A step stool to get better angles for groups or tall clients.
• A lint roller to quickly remove pet hair or lint from clothing.
• Tissues for runny noses, tears, or sweat during emotional or warm sessions.
• Water and a snack to stay energized and focused during longer shoots.
• A portable phone charger to keep my phone working for navigation, timekeeping, client contact, and behind-the-scenes photos.
• A small emergency kit with band-aids, safety pins, and hair ties for quick wardrobe fixes.

How to Prepare for a Photoshoot: What I Do the Night Before

Preparing for a photoshoot starts long before I leave the house. The night before, I double-check my gear to make sure batteries are charged, memory cards are formatted, and lenses are clean. I review the weather and location one last time to avoid any surprises. I also revisit my client’s notes to refresh any special requests or details, so I arrive fully prepared for their unique session. Finally, I lay out my outfit. Something professional yet comfortable, so I can move easily and focus fully on capturing great images.

Ready to create a client experience that feels seamless and personal? Read my blog From Inquiry to Booking: How to Improve Client Experience to learn how.

How to Prepare for a Photoshoot: Final Client Touchpoints

Part of knowing how to prepare for a photoshoot is making sure your client feels just as ready as you do. Clear, simple communication helps calm any last-minute nerves and ensures everyone arrives with the same expectations.

Here’s what I like to do:

• Send a final reminder. I send a friendly confirmation message 24-48 hours before the session. I include the session time, location, parking info, and a quick reminder of what to bring (like extra outfits or props).
• Offer gentle encouragement. Many clients worry about outfits, kids behaving, or posing. I remind them that my job is to guide them, and all they need to do is show up and enjoy the experience. This helps take the pressure off.
• Review the weather plan. If there’s a chance of bad weather, I confirm my backup plan or reschedule policy ahead of time. This gives clients peace of mind and avoids last-minute stress.
• Share my arrival plan. I let them know when to expect me and where I’ll be when they arrive. This prevents any confusion and helps us start on time.
• Answer last-minute questions. I leave the door open for any final questions they might have. Whether it’s about wardrobe, parking, or nerves, I want them to feel completely taken care of.

By having these final touchpoints in place, both my client and I feel fully prepared walking into the session. This simple communication makes a huge difference in creating a smooth, enjoyable experience.

On-Site Flow: Creating Calm and Connection

Once I arrive at the session, my focus shifts to connecting with my client. Because I’ve prepared ahead of time, I can be fully present and start with light conversation to help them relax. I read the energy right away, using playful prompts for shy kids or guiding nervous clients through simple posing steps.

Throughout the shoot, I offer gentle direction, encouragement, and share quick peeks on my camera to build confidence. If tension arises, I adjust my approach or take a short pause to reset the mood. I’m also constantly watching the light and surroundings, fine-tuning my positioning to capture the best images. With preparation behind me, I’m free to focus on creativity and making my clients feel comfortable.

By creating a calm, positive flow during the shoot, I not only get beautiful images, but I also leave my clients with a joyful memory of their session. That experience is just as important as the final photos.

Want to see one of my recent senior sessions in action? Check out Grady’s Senior Adventure Session.

Post-Session Wind Down

Part of knowing how to prepare for a photoshoot is having a solid routine after the session ends. Once I get home, I immediately back up the images to my computer, external drive, and cloud to keep my client’s photos safe. After backing up, I review the gallery and pull a few favorites to send as sneak peeks.

Next, I update my workflow to track editing and send a quick thank you message, reminding my client when to expect their full gallery. This keeps communication clear and personal. Finally, I take a short break to recharge before diving into the editing process. Having this post-session routine helps me stay organized and provide a smooth, professional experience every time.

How to Prepare for a Photoshoot: Wrapping Up Your Session Day

Learning how to prepare for a photoshoot is about more than packing gear. It is about creating a calm, confident experience for both you and your client. With simple preparation, clear communication, and thoughtful details, you can deliver beautiful images and a professional experience that helps your business grow and leaves clients excited to work with you again.

You don’t have to do it alone! I’m here to help. Whether you are ready for 1:1 mentoring, want to dive into my educational resources, or simply have a question, I would love to walk alongside you as you strengthen both your business and your client experience.

If you liked this blog, be sure to check out these posts:

Behind The Scenes of My Senior Sunday Series: A Strategy That Feeds My SEO, Engagement, and Heart

Senior Photographer in Williston ND: Destiny’s Local Session with Big Personality