The Complete Picture Day Coordinator Guide

Running picture day shouldn't feel like running a second job. After photographing 45,000+ students across San Antonio, we've distilled everything that makes picture day run smoothly into this guide.

The 4-Week Countdown

4 Weeks Before

• Confirm your picture day date and time with your photography company
• Reserve your space (gym, cafeteria, or dedicated hallway)
• Add picture day to the school calendar
• Identify your picture day coordinator (the person who will be point of contact on the day)

3 Weeks Before

• Send the first parent communication (see templates below)
• Confirm class schedule with teachers — who goes when
• Order extra clipboards if doing paper order forms (better: use a digital-first company like SA Picture Day)

2 Weeks Before

• Send reminder communication to parents
• Confirm with your photography company: headcount, schedule, any special needs
• Brief teachers on the schedule and expectations
• Create a class order/sign-in sheet

1 Week Before

• Send final reminder to parents
• Post flyers in hallways, on classroom doors, and in parent pickup area
• Brief front office staff — they'll be fielding parent questions

Day Before

• Clear and prep the photo space
• Confirm arrival time with photography company
• Send one last "tomorrow is picture day!" reminder via your parent communication system

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Day-Of Timeline Template

This timeline assumes a 500-student school photographing from 8:00 AM to 2:00 PM.

| Time | Activity | |------|----------| | 7:30 AM | Photographer arrives, sets up equipment | | 8:00 AM | First class photographed (earliest grades first — they get tired fastest) | | 9:30 AM | Mid-morning break if needed | | 12:00 PM | Lunch break for photographer | | 12:30 PM | Resume photography | | 2:00 PM | Last class photographed, equipment teardown | | 2:30 PM | Photographer departs |

Pro tip: Schedule pre-K and kindergarten for early morning when children are freshest. Save older grades for after lunch.

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Parent Communication Templates

3-Week Notice (Email)

Subject: 📸 Picture Day is Coming — [Date]!

Dear [School Name] families,

Picture Day at [School Name] is on [DATE]! This year, we're partnering with SA Picture Day for professional portraits for every student.

What to know:

• No upfront payment needed — you'll see photos before ordering
• Portraits delivered directly to your home within 72 hours
• Retake day included if your child is absent

We'll send a reminder closer to the date. If you have questions, contact us at [school email].

Sincerely, [Coordinator Name]

Reminder (Text Message — Day Before)

📸 Reminder: Tomorrow is Picture Day at [School Name]! Have your child wear their best outfit and get a good night's sleep. No forms or money needed — you'll view and order online after the day.

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Coordinator Checklist

Print this and keep it with you on picture day.

Before the photographer arrives:

• [ ] Space is cleared and ready
• [ ] Extension cord available if needed
• [ ] Class schedule printed and ready for photographer
• [ ] Student roster available (for check-in if applicable)

During picture day:

• [ ] First class arrives on time
• [ ] Teachers transition classes per schedule
• [ ] Absentees noted for retake day
• [ ] Any students with special needs briefed with photographer

After picture day:

• [ ] Absentee list compiled for retake day
• [ ] Parent communication sent confirming how to view photos
• [ ] Thank photographer and confirm retake day date

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Common Problems — and How to Handle Them

"A parent wants their child re-photographed." With SA Picture Day's view-first model, this rarely happens because students see their portrait immediately. If it does happen, direct them to our parent support line. We handle it directly.

"A class was missed because of a field trip." Add those students to the retake day list. No extra charge.

"A student hates their portrait." Retake day. We'll reshoot them at no charge.

"A parent never received their photos." Direct them to hello@sapicture.day or 210-529-8090. We track every order and will locate the issue.

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Questions?

SA Picture Day coordinators are available by phone (210-529-8090) and email (hello@sapicture.day) on picture day. You don't have to figure it out alone.

Schedule a free pre-picture-day consultation →