Question For Volume Event Photographers

I'm new to event photography so have never used the QR system or credits etc.

I will be running Christmas mini sessions - which will include walk in's over 8 days, so I'll probably have 8 galleries using the QR passcode system to keep organized.

I'm aiming to produce a gallery of 10 images per client, they get the first 2 photos free and they can choose if they would like to purchase additional ones (they have to pay to enter the event which is separate from me, and that entrance includes 2 free photos).

I think I need to used download credits somehow, and would ideally like to tier the galley to:

• 2 free Down Load credit per gallery
• 1 Down Load credit $15
• 3 Down Load credits (5 Photos in total) = $30
• 8 Down Load credits (all 10 photos) = $50

I want to ensure 2 different people(say from the same house hold) can't use the QR code and make 2 accounts to download 4 free.

I would like clients to have the freedom to choose any photo with any credit.

I do my own prints etc, and I'm thinking about offering physical products (Christmas cards) packages on the images they use their credits on.

I can't for the life of me figure out how to setup the gallery or pre-registration to accommodate any of that. I think I figured out how to assign them a dollar value credit in pre registration with no fee. My concern with that, is how do I then use that with the tiered setup above, ensuring if they opt for all photos they don't pay 30 instead of 50....

I'm happy to have an assistant that pre registers people as they come through,or on their way out... 

If any one else does this, can you let me know how you do it? or if the above is not possible, what do you do?

Thanks!

Liz

You will have to do coupons for your free downloads and set them to one time use only. there is no way to prevent someone creating multiple accounts. I use the qr code as the coupon code. You will have to set up the price list as credits system.

Thank you Vance. I appreciate you taking the time to help!

I'm pleased I don't do volume photography often!

You mention you can set up the price list as a credit system? May I ask how do you do that?

I have a week to go, but the most promising way I have i now uses "collections" in the price list, using the 4 options - which includes the "just my two free images", then the other 3 paid, all using # of images selection.

After testing - I can see they can add the free collection multiple times, they don't even have to make a new account to download everything for free so I obviously need to take that option out.

It's a shame the pre-register system can't apply a pre-determined amount of download credits. At least that would limit it to the email registering (even if they don't have an account) and link it directly to the gallery/QR.

I tried the pre-order system, and again, the client can add as many free collections as they like in the checkout process. This also redirects them to account creation,  adding unnecessary steps and complexity to the pre-register process.

I think I'm either going to have to go down the individual coupon route which you suggest, and deal with the manual setup and the inevitable clients who aren't so good at reading instructions. Or, I might have to hire an assistant and require them to create an account on their way in or out of the shoot and assign download credits manually at that point which I think might provide a slightly better user experience once they receive their gallery.

If I figure out a work around I will come back and add to the thread so it might help someone else.

Thanks again Vance.

Liz

I have found in this situation, that just using the qr code system and coupon works best for me. I do have them right there name on the qr code sheet. And shoot that first, just in case they loose the paper. I do not even set up accounts. I charge a small fee to search for name if they loose the qr code sheet. So to set up the credit system please refer to the manual. It explains it clearly.

You could also just use dollar value coupons without the credits system, and structure your price list so that the coupon value covers the included images, but also still makes sense if they apply it to a larger package instead. Or don't worry about packages, and just have the single image download option. 

I'm also curious about how this is structured for who gets photos. How many per family, do they get a voucher at entry that is presented to you etc? Is it possible that one family could come to you and be expecting more than 2 free images because they have paid for more that one entry?

Thank you for responding Selina!

The venue runs this event every year, they provide the space, set the scenes up, pay the Santa's, use their animals, and they sell the time slots. They will pay me per time slot which includes 2 digitally edited images. 

Each time slot is 5 minutes, and there are 60 a day over 8 days.

That's where the requirement for 2 free images comes from, and it would apply per time slot. 

The venue leaves everything else up to my discretion, including if I want to sell additional photos or associated products (prints, xmas cards etc). From a photographers point of view, this is where it would make it worthwhile. I think past photographers have given up as it was too much to organize, much less, generate that vital additional income to make it worthwhile.

Sytist definitely puts me at an advantage with regards to organizing using its QR system, but, I will have to edit every single photo in the gallery, so I want to be able to sell as much as possible.

I've already had families contacting me saying things like, "I have 3 kids, and want each one with Santa", they want to know if they can just buy an extra photo rather than pay for another time slot.

I think your suggestion might have the same challenges as any other pre-order I tried. The credit will have to be manually applied, which requires account creation in advance, otherwise they can exploit the packages, coupons, times they create an account etc.

I think Vance's individual coupons is the only solution Sytist offers, whether that be download credits or $ value. 

I'm still struggling with this option because I'm adding layers of complexity into something that should be a simple customer experience. We all know Complexity = no up-selling + countless customer queries. 

I need to do a little more research to see if there are any other options available, but I think I'm leaning towards hiring an assistant to ensure everyone creates an account at the time, and have the assistant apply the download credit there and then. I think that's going to give them the smoothest customer experience once they receive their gallery which I hope will translate into higher conversion rates.

Okay, so with all of that in mind, here's another thought and option to potentially simplify things. (Or maybe just make it harder to decide.)

This will be year 4 of mall santa photos for me, and I've done other Santa photo booths as part of event coverage or for fundraisers. I've found that the best time to make the sale is before they see Santa. People are so incredibly busy at this time of year that they forget about photos after their visit. Once the excitement of seeing Santa is over, the opportunity for the sale is drastically reduced. And as you said, you've already done the work to edit the photos so you want the sales.

How would you feel about a fully pre-paid digital setup?

They come to your station and check in with your assistant. The assistant asks if they are okay with just the two included images or if they would like to upgrade.
If they want just the two included images, no additional payment is needed. They come to you, have their photos taken, and leave with their QR code. (With information that clearly spells out when photos will be ready in neon flashing lights because people won't read it.)
If they want to upgrade for additional images, now is the only time to do it. They sort out how many poses they need (full family, just kids, kids and grandparents, etc) and pay the associated fee for the extra poses. Your assistant can also offer an additional upgrade, "Elizabeth will select the best shot from each pose for you. If you would like to have multiple shots included, which could involve outtakes or silly faces, that is available for an extra $XX." The assistant writes the pose list or the number of poses on the QR code sheet so you know what you're shooting. 

Now when it's time to edit, you are editing and uploading images that have already been purchased. There is no unpaid work with the hopes of a return later on.  If you shoot using a tripod and have your lights dialed in, editing is extremely minimal. Make a preset that works for the setting, batch edit everything, and other than culling you're done.
You can set up your price list to have free downloads, or $0 downloads. I do the $0 downloads as it makes them go through the checkout process and I can ask about sharing permissions at that point, and I also have contact info for the person downloading. 

For prints, you can also sell them on-site, or you can sell them through the gallery afterward. It could be a pretty tight turn-around though so be careful not to overload yourself as it can take all of the joy out of the holidays. I sold more prints when I was selling them at Santa, but it was chaotic. I would actually prefer to not have print orders during the holidays.
I have found that people love to order prints, but they're not as keen on picking them up. (Again, once the initial excitement is gone, so is the urgency.) I still have prints from two years ago, and when I took over Santa in 2022 the mall still had a stack of 2019 prints sitting in their office waiting for pickup! It's a nuisance because they are paid for and I don't feel right getting rid of them. 

If you're just dipping your toes into event or high volume photography, prepaid is definitely what I would recommend. On top of removing the decision paralysis for clients, it simplifies things for you. It also removes the risk of screenshots and image theft, which is unfortunately a very common occurrence. 

Hi Selina,

I feel like that's some really good advice, and given your experience, I can't afford to ignore it!

It's taken me a couple of days as I wanted to visit the venue (who are already setup), so I can see where to put an assistant. Turns out they provide one that helps with Santa, the poses, etc, so I can have mine focused on selling pre-packages.

Your advice on prints is also very useful. I'm going to sell Christmas cards and prints on-site, I was thinking about leaving them at the venue for pickup, but now, I might just pay my assistant to drive them out!

Thank you again for taking the time to share this with me!

Liz