A Photo Day for a single squad is simple. A Photo Day for a club running a dozen or more teams across junior and senior grades needs real planning to avoid becoming a long, disorganised day for everyone involved.
Start with a team-by-team schedule
Every team gets an allocated time slot, communicated to team managers well in advance. This is the single biggest factor in whether a large Photo Day runs smoothly or drags on for hours longer than it needs to.
Assign a point of contact
One person — a Photo Day coordinator — who knows the schedule and can answer questions on the day keeps things moving. Without this, questions default to whoever’s holding the camera, which slows the whole day down.
Communicate expectations to families early
What to wear, what time to arrive, and roughly how long their session will take. Clear communication in advance means less confusion and fewer delays on the day itself.
Build in buffer time
Large Photo Days rarely run exactly to the minute. A short buffer between team blocks — particularly around midday — absorbs the inevitable small delays without pushing the whole schedule back.
Let us help with the plan
For clubs running Photo Day across many teams, we build the running order with you ahead of time, based on your actual team list and numbers — not a generic template.
