Team photo day should be a smooth, stress-free experience—but too often, it turns into a chaotic mess of missing players, wrinkled jerseys, and last-minute scrambling. If you’re a coach, booster club leader, or administrator, you’ve got enough on your plate, so let’s make sure your team photo day is organized, efficient, and results in high-quality images that your athletes will be proud of.

Use this team photo checklist to know exactly how to get ready for a team photoshoot and make the process seamless from start to finish.

1. Schedule & Communicate Early

✅ Set the Date & Time – Choose a date that works well for the majority of the team and avoid game days when players might be worn out, or dirty from a game.

✅ Confirm Location – Decide if you’ll be shooting indoors, on the field, or in the gym. Make sure the space is clean, well-lit, and free of distractions.

✅ Send Out Reminders – Give coaches, players, and parents plenty of notice. A week before, then again the day before. Provide clear details on when and where to arrive.

✅ Share the Plan – Let the team know the expected order of events so they’re mentally prepared for individual and group shots.

2. Prep Uniforms & Equipment

✅ Check Uniform Consistency – Make sure every player has the right jersey, shorts, and socks. Avoid mix-matched gear!

✅ Bring Extra Jerseys – Someone will forget theirs. Have backups ready.

✅ Keep Uniforms Clean & Wrinkle-Free – Have players arrive with pressed uniforms or bring a steamer to fix last-minute creases.

✅ Coordinate Accessories – If your team wears hats, headbands, or any gear, decide in advance whether they’ll be included in photos. Consistency is key.

✅ Polish Equipment – If balls, bats, or other gear will be used in the shots, make sure they’re clean and in good condition.

3. Organize the Players

✅ Arrive Early – Have players show up at least 15-20 minutes before the scheduled start time to avoid delays.

✅ Assign Captains & Coaches Positions – Decide in advance where captains and coaches will be positioned in the group shot.

✅ Keep Hair & Appearance in Check – Encourage players to fix their hair before the shoot—no last-minute surprises!

✅ Encourage Good Posture & Smiles – Slouching or awkward expressions can ruin a team shot. Keep the energy up and remind players to stand tall and confident.

4. Have a Shot List Ready

✅ Team Photo (Traditional & Creative Poses) – Standard team photo plus a fun or dynamic version (e.g., arms crossed, game faces, action stance).

✅ Individual Portraits – Every player should have their own dramatic sports portrait with great lighting.

✅ Coach & Staff Photos – Capture coaches and assistants, both alone and with the team.

✅ Position Groups or Senior Shots – If needed, plan for extra groupings (e.g., seniors, captains, offense/defense).

✅ Candid & Behind-the-Scenes – Grab some fun, natural moments in between the posed shots.

5. Make the Process Smooth & Efficient

✅ Assign a Point Person – Have one team leader (coach, manager, or admin) to communicate with the photographer and keep things moving.

✅ Keep the Team Together – No wandering players! Everyone should stay in one area so no time is wasted tracking people down.

✅ Use a Roster to Check Off Photos – Have a list of players to ensure no one is forgotten in individual shots.

✅ Respect the Photographer’s Time – A well-organized shoot runs fast! Keep the energy up, listen to instructions, and trust the process.

Final Thoughts

Getting your team photo day right means planning ahead, keeping things organized, and making sure every player looks their best. Follow this team photo checklist and your shoot will be a stress-free success with amazing, high-quality images that last a lifetime.

Need a professional sports photographer who knows how to handle team photo day with zero hassle? TriStar Visuals delivers bold, dynamic, and standout images your team deserves. Book your session today!