Planning a Photoshoot or Video Shoot? Here’s a Checklist Before You Book a Studio

Planning a Photoshoot or Video Shoot? Here’s a Checklist Before You Book a Studio

Planning a shoot can be exciting, but it can also get a little chaotic if you’re not prepared. Maybe you’ve got a great concept in mind, or you’re helping a client bring their vision to life. Either way, turning those ideas into great photos or videos takes more than just showing up with a camera.  

At BLANC, our versatile, loft-style studio in Fort Worth is designed for creative projects of all kinds. But before you book, it’s important to make sure you’ve got everything lined up.  

In this guide, we’re sharing a step-by-step checklist for a smooth, successful shoot. Let’s make sure your next shoot at BLANC is your best one yet.  

1) Define Your Project Goals  

Before you think about booking a studio, think about what you’re trying to achieve. Are you shooting a fashion editorial, a product showcase, or a social media campaign? Each project has different needs, and knowing your goals upfront will help you choose the right space and equipment.  

Ask yourself:  

• What’s the main purpose of this shoot?  

• Are you shooting photos, video, or both?  

• Do you have a specific theme, color scheme, or mood in mind?  

• Will you need props, costumes, or special effects?  

• Do you need a studio with specific lighting setups, like natural light, LED panels, or a green screen?  

Taking the time to plan your creative direction before booking will help you make smarter choices about the studio and equipment you’ll need.

 2) Choose the Right Studio Space  

Some studios are cozy and perfect for headshots or product photography. Others are massive, with enough space to shoot full video productions. Your job is to find a space that matches your needs.  

First, consider the size of the studio. It should comfortably accommodate your team, equipment, and any props or set pieces you plan to use. For larger productions, make sure you have enough room for separate shooting areas, a staging zone, and a lounge for your team.  

Lighting is important too. If your shoot requires consistent, controllable lights, look for studios equipped with softboxes, ring lights, LED panels, or a full lighting grid. Confirm what lighting equipment is included in the rental, or if you’ll need to bring your own.  

Don’t overlook basic amenities. A good studio should have a clean, private changing room for your talent, a makeup station with plenty of light, and an accessible restroom. Certain studios also offer a kitchenette or lounge area, which can be a lifesaver for shoots with multiple team members.  

3) Make a List of Equipment You Need  

The last thing you want to do is show up to the shoot without the right equipment. Even if the studio provides some gear, it’s better to have a checklist of what you need so you don’t forget anything.  

Here’s an essential gear list for you to follow.  

• Camera and lenses. Make sure your camera is fully charged, and pack any lenses you plan to use.  

• Tripod or stabilizer  

• Lighting equipment  

• Audio gear  

• Backdrops  

• Reflectors and diffusers  

• Power cables and chargers  

• Props and costumes  

• Laptop or monitor  

• Extension cords and surge protectors  

4) Plan Your Shot List and Schedule  

Don’t waste valuable studio time trying to figure out what shots you need. Instead, create a detailed shot list before you arrive. This will keep you organized and help you capture everything you need.  

• Break down your shoot into sections (intro, main shots, close-ups, B-roll).  

• List each shot you want, including camera angles, lighting style, and any special instructions.  

• Prioritize the most important shots first. If you run out of time, you won’t miss anything critical.  

• If you’re shooting a video, plan your script and dialogue ahead of time.  

• Plan your setup time, shooting time, and breakdown time.  

• Factor in breaks, especially if you’re working with models or a large team.  

• Give yourself a buffer for technical issues or creative changes.  

5) Double-Check Studio Policies  

Take the time to thoroughly understand studio policies. Being clear about these details upfront can save you from headaches down the line and prevent any surprises on shoot day.  

Make sure you know the studio’s stance on cancellations — whether they offer refunds, partial credits, or charge a fee. Some studios may require you to cancel a certain number of days in advance to get any money back.   

If your shoot involves multiple moving parts, it’s worth choosing a studio with a more flexible cancellation policy.  

Another important policy to consider is the studio’s stance on damage. Find out if you’ll be held financially responsible for any damage to the space or equipment. You may also want to know if the studio requires a damage deposit and whether that deposit is refundable.  

To avoid any misunderstandings, get everything in writing. If the studio has a contract, read it carefully and don’t hesitate to ask questions if something doesn’t make sense. A well-documented agreement protects both you and the studio.  

6) Confirm Your Team and Roles  

A successful shoot is a team effort, but only if everyone knows their role. Confirm your team and make sure they know what’s expected.  

Ideally, you should have a:  

• Photographer or Videographer  

• Director or Creative Lead  

• Makeup Artist and Hair Stylist  

• Wardrobe Stylist  

• Models or Talent  

• Production Assistant (to help with setup, lighting, and gear)  

• Sound Engineer (for video shoots)  

Even if you’re handling everything yourself, it’s a good idea to have someone help with setup and take-down. And at BLANC, we have technical staff on hand to help with setting up equipment and troubleshooting technical issues.

7) Have a Backup Plan

Murphy’s Law applies to shoots, anything that can go wrong might just go wrong. But you can be ready.

• Weather Plan: If you’re relying on natural light, what’s your plan if it’s a cloudy day?

• Backup Equipment: If a light burns out, do you have a spare?

• Emergency Contacts: Know who to call if a key crew member cancels.

It’s impossible to prepare for everything, but having a backup plan means you’ll handle setbacks without panicking.

Final Thoughts  

Booking a studio for a photoshoot or video shoot doesn’t have to be a gamble. Use this checklist to plan ahead, stay organized, and make the most of your studio time.  

BLANC offers state-of-the-art studios for creators who want a flawless, professional experience. Whether you're shooting photos, filming videos, or hosting a live event, our studios come equipped with professional lighting, top-tier gear, and comfortable workspaces to help you focus on your vision.  

Ready to create something amazing? Contact us today to reserve your space.