This template is designed specifically for photographers and videographers to capture crucial details from client consultations, pre-production meetings, and feedback sessions. It addresses the pain points of verbal agreements, unrecorded shot list discussions, and unorganized editing notes, ensuring all essential information is documented and easily accessible. Use it to maintain clear communication, manage client expectations, and streamline your project workflow from start to finish.
Meeting Overview
MM/DD/YYYY, 10:00 AM PST
Record the exact date and time of the meeting.Client Consultation (Wedding), Pre-Production (Commercial), Editing Feedback (Portrait)
Specify the purpose of the meeting, e.g., initial consultation, shot list review, or final delivery discussion.Smith Wedding 2024, ACME Corp. Product Launch
Identify the specific project or client associated with this meeting.John & Jane Smith (Clients), Sarah Lee (Producer), Mark Johnson (Lead Photographer)
List all participants, noting their role if relevant.Finalize shot list, discuss editing style, review contract addendum
Outline the key objectives to be achieved during the meeting.Client Expectations & Vision
Wedding: 07/15/2025 @ The Grand Ballroom; Commercial: 08/01-08/03/2024 @ Studio A
Document the client's preferred dates and locations for the shoot.First look, parent dances, product reveal, CEO interview
List specific moments, people, or items that are essential for the client to capture.Light & airy, cinematic, candid, dramatic, rustic vintage
Describe the aesthetic and emotional tone the client is looking for.Pinterest board link, competitor's ad, specific photo from portfolio
Note any visual references or examples provided by the client.Shot List & Deliverables Discussion
Bride getting ready (candid), Groom with groomsmen (posed), Ceremony wide shot, Product close-ups (3 angles)
List all specific shots or scenes agreed upon for capture.Low angle of product, wide shot of venue entrance, close-up of rings on pillow
Detail any particular camera angles or framing requests.500 edited photos (JPEG), 3-5 min highlight film (4K MP4), 15 social media clips
Confirm the number and format of final deliverables.Sneak peek within 48 hrs, full gallery within 6-8 weeks, video within 12 weeks
Record the agreed-upon schedule for delivering all final assets.Editing & Post-Production Feedback
Round 1, Final Review
Indicate which round of feedback this meeting pertains to.Remove background distraction in photo #123, lighten exposure on group shot, crop tighter on portrait #456
Detail specific changes requested for photographic edits.Shorten intro by 5 seconds, swap music track, add lower thirds for speakers, remove jump cut at 1:32
List precise changes requested for video edits, noting timestamps if possible.Warm up color grade, reduce background noise in interview, boost dialogue audio
Record any feedback related to color, audio, or overall aesthetic.Action Items & Next Steps
Send updated contract for review, research drone shot permissions, create mood board for client
List each task that needs to be completed following the meeting.Photographer, Client, Editor
Indicate who is responsible for completing the action item.MM/DD/YYYY
Set a clear deadline for each action item.Need client approval on location change by Friday, confirm availability with second shooter
Add any additional comments or required follow-up details.Contract & Billing Notes
Platinum Wedding Package, Commercial Half-Day Rate
Specify the agreed-upon service package or rate.Second shooter, drone footage, extra hour of coverage, rush delivery
Document any additional services or upgrades discussed and confirmed.50% retainer due on signing, 25% 30 days before shoot, 25% on delivery
Record the agreed-upon payment milestones and amounts.Added clause for usage rights, updated cancellation policy
Note any changes or additions made to the original contract.How to Use This Template
- Create a new 'Meeting Notes' template in CraftNote for each client or project.
- Fill out the 'Meeting Overview' section at the start of every consultation to set the context.
- During discussions, actively input details into the 'Client Expectations' and 'Shot List' sections as they arise.
- For editing reviews, document specific feedback in the 'Editing & Post-Production' section, noting timestamps or image numbers.
- Before concluding the meeting, collaboratively fill out 'Action Items & Next Steps' to ensure everyone knows their responsibilities and deadlines.
Customization Tips
- Add a 'Vendor Coordination' section for weddings to list contacts for planners, florists, and DJs.
- For commercial shoots, include fields for 'Brand Guidelines' or 'Marketing Objectives' to align creative vision.
- Duplicate the 'Editing & Post-Production Feedback' section for each round of revisions to keep a clear history of changes.