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Athletic Program Media Day PLANNING GUIDE

Created by StudioThree Photography

Introduction

This planning guide is designed to help Athletic Directors organize successful media days that maximize efficiency, minimize disruption to practice schedules, and produce professional results. Whether you’re planning your first media day or looking to improve your existing process, this guide provides **practical tips, timelines, and templates** to ensure everything runs smoothly.

TIMELINE: 8 Weeks Before Season Starts

6-8 Weeks Before Media Day

[ ] Set media day date(s) and secure facility location.

[ ] Coordinate with coaches to ensure no conflicts with practice schedules.

[ ] Book photography services (StudioThree offers priority scheduling for early bookings).

[ ] Determine which teams and individual photos will be taken.

[ ] Decide on photo package options and budget.

4-5 Weeks Before

[ ] Finalize team rosters and uniform numbers.

[ ] Create a detailed schedule with time slots for each team.

[ ] Communicate date, location, and expectations to coaches.

[ ] Determine photo backdrops and special branding elements.

[ ] Plan special shots for program covers, website headers, etc.

2-3 Weeks Before

[ ] Send reminder communications to coaches with schedule details.

[ ] Confirm facility availability and setup requirements.

[ ] Prepare props (balls, equipment, mascot costumes).

[ ] Create and distribute player information forms for accurate roster details.

[ ] Plan weather contingencies for outdoor sports.

1 Week Before

[ ] Send final schedule to all coaches and staff.

[ ] Confirm photography team’s arrival time and setup needs.

[ ] Prepare a speech for athletes about appearance expectations and photo etiquette.

[ ] Print athlete information sheets and team rosters.

[ ] Assign staff roles for the day (check-in, line management, etc.).

Media Day Scheduling Tips

Time Management

- Allow 3-5 minutes per athlete** for individual photos.

- Schedule 15-20 minutes per team for group photos.

- Add 10-minute buffers between teams.

- Consider scheduling smaller sports first as practice.

- Plan for seniors or team captains to have additional photos.

Example Schedule

| Time | Activity

| 8:00-8:30 AM | Photography team setup | | 8:30-9:15 AM | Volleyball (Individual + Team Photos) |

| 9:25-10:10 AM | Girls Basketball |

| 10:20-11:05 AM | Boys Basketball |

| 11:15-12:00 PM | Football - Seniors and Captains | | 12:00-12:30 PM | Break/Lunch | | 12:30-2:00 PM | Football - Remaining Players |

| 2:10-2:55 PM | Baseball | | 3:05-3:50 PM | Softball | | 4:00-4:30 PM | Cheerleading |

Location Considerations

Indoor Options

- Gymnasium: Good lighting control but schedule around classes/practice.

- Auditorium: Theatrical lighting options.

- Media center or large classroom: Privacy, but limited space.

- Lockerroom

Outdoor Options

- Stadium/field: Authentic setting, weather dependent.

- School entrance: Architectural branding elements.

- Campus landmarks: Unique school identity.

Technical Requirements

- Access to power outlets.

- Sufficient space for backdrop and lighting setup.

- Minimal background noise for video interviews.

- Space for athletes to wait their turn.

- Nearby changing area or restrooms.

Athlete Preparation Checklist

Share these requirements with coaches to distribute to athletes:

Appearance

[ ] Clean, wrinkle-free uniform (primary color as specified).

[ ] Appropriate undershirts/compression gear.

[ ] Proper footwear and socks.

[ ] Standard grooming expectations.

[ ] School-appropriate accessories only.

Items to Bring

[ ] All required uniform pieces and numbers.

[ ] Sport-specific equipment (if requested).

[ ] Alternate uniform (if applicable).

[ ] Completed information/release form.

[ ] School ID.

Maximizing Your Media Day Assets

School Uses

- Athletic program books and game handouts.

- School website and social media channels.

- Hall of fame and trophy case displays.

- School newspaper and yearbook.

- Recruiting materials for college scouts.

Community Promotion

- Local newspaper and media outlets.

- Sponsorship recognition materials.

- Season preview events.

- Banners and billboards in the community.

Digital Strategy

- Weekly player spotlights on social media.

- Season announcement graphics.

- Game day social media graphics.

- End-of-season highlight compilations.

Working With Your Photographer

Pre-Event Communication

- Share specific shot requirements and special needs.

- Discuss backdrop options and school branding elements.

- Provide team rosters and uniform details.

- Alert photographers to any students with photo restrictions.

Day-Of Coordination

- Designate one staff member as photographer liaison.

- Provide updated schedules if changes occur.

- Ensure clear communication about special request photos.

- Plan for efficient transitions between teams.

Post-Event Follow-Up

- Establish timeline for receiving proofs.

- Create a plan for photo selection and distribution.

- Schedule any needed follow-up sessions for absent athletes.

- Provide feedback for future improvement.

Special Considerations

Multi-Sport Athletes

- Schedule their sports consecutively when possible.

- Prepare for quick uniform changes.

- Note their multiple team affiliations.

Coaches Photos

- Individual headshots for programs and website.

- Staff group photos by sport.

- Consider admin and support staff inclusion.

Absent Students

- Schedule a make-up day 1-2 weeks after the main event.

- Prepare coaches for consistent follow-up.

- Consider how to handle late additions to teams.

Media Day Checklist

On the day of the event, use this quick checklist:

[ ] Photographer setup complete 30 minutes before the first team.

[ ] Check-in table staffed and organized.

[ ] Team rosters printed and available.

[ ] Waiting area arranged with a clear line system.

[ ] Signs posted for directions if using multiple stations.

[ ] Water available for athletes and staff.

[ ] Extra uniform pieces available for emergencies.

[ ] Weather monitoring plan (for outdoor sessions).

About StudioThree

StudioThree Photography specializes in athletic sports portraits for Dothan area athletes. Our professional team understands the unique needs of athletic programs and works efficiently to minimize disruption to your schedules while producing exceptional quality photos.

Our Media Day Services Include:

- Professional portable studio setup at your location.

- Multiple backdrop options with school branding.

- Individual player portraits in multiple poses.

- Team photos with creative compositions.

- Custom graphics for social media and promotional use.

- Quick digital delivery for immediate use.

- Print packages for athletes and families.

- Year-round support for additional photography needs.