Enter the time window available, the length of each slot, the buffer between slots and the number of staff. The planner shows how many people or groups fit and gives you an editable order. The times are planning slots, not confirmed appointments, and portrait sessions are separate from candid coverage.
What this planner does
It turns a portrait window into a schedule. You say how much time is available and how long each person or group needs. It works out how many slots fit, lists them in order and leaves room for the pauses that real events always need.
It is for planned portraits, such as team photographs, speaker portraits or family sittings during an event. Candid coverage is a different job, and the planner keeps the two apart.
How to use it
- Enter the start and end of the portrait window.
- Set the slot length for one person or group.
- Add a buffer between slots.
- Enter how many staff run the session.
- Add the people or groups, or just the expected number.
- Mark a share of time for walk-ups, if you want one.
- Press the button and review the order and capacity.
Reading the result
The capacity figure shows how many fit if everything runs to plan. If it falls short of the number you expect, you can lengthen the window, shorten slots, add staff or reduce the list. Our guides on documentary coverage or a scheduled portrait station and individual or team portraits explain which suits which event.
Portraits inside a live programme need care, since guests leave the main room to attend. See scheduling planned portraits within live coverage.
What to do next
For groups, order them with the group photograph planner. To estimate headshot capacity at a larger event, try the event headshot capacity estimator. Decide the shapes you need with the portrait format and crop brief.
Assumptions and limits
The planner uses the times you enter. The slots it produces are planning slots, not confirmed appointments, and nobody is notified. It cannot know your space, lighting or how quickly guests arrive. Whether we can run an event portrait session for your date is confirmed in writing. Your answers stay in your browser unless you choose to save them on this device.
Send us the window, the number of people and the space you have. We will reply in writing on whether we can run a portrait session and how we would plan it.
Quote our event portrait sessionCommon questions
Is this the same as candid event coverage?
No. Candid coverage follows the event as it happens. A portrait session is planned and posed, with people arriving in turn. They need different time, space and often different crew, so plan them separately.
How long should a slot be?
It depends on whether people come singly or in groups and how much direction they need. Test a few at your pace, then enter that figure. The planner keeps it editable.
Why add a buffer?
People arrive early, late or in a cluster. A buffer between slots stops one delay from pushing back everyone after it.
Can we take walk-ups as well?
You can set aside a share of the window for people without a slot. The planner shows the effect on capacity.
Quote our event portrait session
Send us the window, the number of people and the space you have. We will reply in writing on whether we can run a portrait session and how we would plan it.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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