Creating a realistic budget for a photoshoot
When it comes to planning a photoshoot, one of the biggest challenges is understanding how much it’s going to cost. Over the years, I’ve found that some clients hesitate to ask for quotes, thinking professional photography might be out of reach. The reality? Photoshoot costs vary widely depending on your needs—and having a clear idea of where those costs come from is key to planning a realistic budget.
In this blog, I’m breaking down the essential costs you should factor into your photoshoot budget, no matter the size of your business. Whether you’re a startup or an established brand, knowing these core elements will help you plan confidently.
Venues / Locations / Studio
The location of your shoot is often one of the first things to consider. Depending on your brand and the type of shoot, you might be looking at shooting on location, in a studio, or even outdoors. Here’s how the costs can vary:
Studio: A studio offers a controlled environment, ideal for product or editorial shoots. Rates can vary depending on size, location, and available equipment, so make sure to factor this in. Some studios offer hourly rates, while others provide half-day or full-day bookings.
Location: Shooting on location can be visually impactful but often comes with additional costs like travel, permits, or location fees. If you're shooting at a popular or unique venue, expect these to vary depending on the time of year and demand.
When building your budget, make sure to include costs for either studio rental or location fees, as well as any necessary permits or travel expenses.
Styling / Backdrops / Props / Materials
Styling plays a significant role in the final look and feel of your photos, and it’s something that should be considered from the beginning. Depending on the scale of your shoot, styling might involve simple props or more complex set-building.
Props and Backdrops: Whether it’s a lifestyle shoot or product photography, having the right props and backdrops is key. This could range from rented furniture or custom-designed backdrops to smaller elements like fabrics, plants, or brand-relevant materials.
Styling Services: For larger-scale shoots, a professional stylist can help source, arrange, and execute the creative direction. This service comes with a fee, but the results can elevate your brand visuals to a new level. For product or fashion brands, this investment is often well worth it.
When budgeting, think about both the cost of sourcing materials and whether or not you’ll need a stylist on board to bring everything together.
Models
If your shoot involves people, hiring professional models will likely be necessary. Their rates vary depending on experience and industry, and it’s important to factor in any agency fees as well.
For lifestyle brands or e-commerce, having the right models can truly reflect your brand identity. You may want to budget for different looks or ages, depending on your target audience. Agencies can help source models that fit your brief, or if you have specific faces in mind, you can negotiate directly with the models.
Don't forget to budget for both the model's fees and any agency costs that may apply.
Number of Assets
The number of images or videos you need is crucial to determining both the cost of the shoot and the post-production work. Photographers typically work with clients to establish how many deliverables they need and adjust the shoot time accordingly.
For example, if you're running a product shoot and need 50 high-quality images for an e-commerce website, that will require more shoot time, editing, and retouching than a smaller shoot that only needs 10 hero images.
Make sure your budget reflects not only the number of assets you're asking for but also the time required to capture and edit those deliverables.
Hair & Makeup
If you’re shooting with models, hair and makeup are essential. The more polished your subjects look, the more professional the end result. Just like models, hair and makeup artists’ fees vary based on their experience and the complexity of the looks required.
This is an important part of the budget, especially for lifestyle or fashion photography, where appearances are a major focus. Keep in mind that if your shoot involves several models or different looks, you’ll need to budget for hair and makeup touch-ups throughout the day.
Creative & Pre-Production
Pre-production is often one of the most overlooked costs, but it’s essential to the success of the shoot. Whether it’s a product shoot or a lifestyle campaign, a lot of planning goes into making sure the shoot runs smoothly and delivers the right results.
Pre-production costs could include:
Set design and prop sourcing: For creative shoots, building sets and sourcing props can take time and resources.
Concept development: Many photographers help create mood boards and plan the creative direction of the shoot, which takes time and collaboration with you.
Location scouting and model sourcing: For lifestyle shoots, the right location and models are key. This takes time to coordinate, and there may be extra costs if you’re booking venues or paying agencies.
These pre-production tasks are critical, so make sure to factor in the photographer's time and any additional fees for set design, sourcing, or location scouting.
Post-Production
Once the shoot is done, the real magic happens in post-production. Editing is where images get polished, colors corrected, and retouching completed. Depending on the complexity of the shoot and how many assets are involved, post-production can be time-consuming, and that should be reflected in your budget.
Photographers often spend hours selecting the best images, retouching them, and preparing them for final delivery. For video shoots, the editing process can be even more complex, involving cuts, transitions, and color grading.
When budgeting, consider the time needed for post-production. It’s often one of the more intensive parts of the process, especially for larger shoots with lots of deliverables.
Licensing
Another essential factor to consider is image licensing. Depending on where and how the images will be used, you may need to pay for extended licensing. For example, if your photos are being used in national campaigns or print ads, there may be additional fees. Licensing ensures that you have the legal right to use the images in the agreed-upon contexts, whether it's for social media, website use, or wider advertising.
Scaling to Fit Your Budget
While all these elements are essential for a successful photoshoot, there are ways to scale if the costs feel too high. Here are a few strategies to adjust your budget while still getting high-quality images:
Simplify the shoot. If models, multiple locations, or elaborate props are out of your current reach, start with a more straightforward studio or product shoot.
Reduce the number of assets. Fewer deliverables mean less shoot time and post-production. Instead of a large gallery, focus on a smaller set of high-impact images.
Take on pre-production tasks yourself. If you're comfortable sourcing locations, booking models, or even sketching out shot lists, you can reduce some of the pre-production costs.
