When to book
Part 3 of 7 of the free portrait and family sessions guide from The Gallery on Montana. How far ahead to book family photos in San Antonio, the busy seasons to plan around, golden hour by month and the best time of day for babies, toddlers and teens. Part 3 of the course.
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Two to three weeks is enough for most families most of the year. In spring and fall, book three to four weeks out. Book the photographer and the location together so the date and time line up, and so nobody is holding a slot the other cannot fill.
A booking timeline that works
| When | What to do |
|---|---|
| 4 weeks out | Shortlist photographers, ask for full galleries and quotes |
| 3 weeks out | Book the photographer and location for the same slot |
| 2 weeks out | Pick the palette and send it to everyone |
| 1 week out | Try outfits on, confirm hair and makeup, share the shot list |
| 2 days out | Check the forecast and confirm arrival time with everyone |
Busy seasons to plan around
- Fall: holiday card season, so start in late September or early October.
- Spring: Easter and graduations fill calendars fast.
- Fiesta week in April: busy roads, so a weekday slot is easier.
- Summer: book early mornings or an indoor location.
If you want photos for holiday cards, the fall rush is real. Photographers fill weekends fast from October on, so lock your date before you shop for outfits. Remember the gallery may take two to four weeks to arrive, and card printing adds another week or so.
Portrait and family session checklist
2 to 3 weeks out
- Book the photographer and the location together
- Pick a time: morning for small kids, golden hour for glow
- Plan outfits in two or three coordinating colors, no big logos
The day before
- Steam outfits and pack a backup top for each child
- Pack snacks, wipes, a lint roller and a brush
- Charge phones for behind the scenes clips
Day of
- Arrive 15 minutes early to settle in
- Start with the full group while everyone is fresh
- Then smaller groups and solo portraits
- End with a play moment outside
Pick the right time of day
Morning sessions suit babies and toddlers, who are often happiest after breakfast and before naps. Golden hour gives a warm glow outdoors, and it shifts from around 8pm in midsummer to near 5pm in December. Indoors, midday can work well because big windows give soft, even light while the sun is high.
| Family | Best slot |
|---|---|
| Babies and toddlers | Mid morning, after breakfast and before the first nap |
| School age kids | Weekend morning or late afternoon after a snack |
| Teens | Late afternoon; nobody smiles at 8am |
| Golden hour look | Start about 90 minutes before sunset |
Tip: Never book over nap time. A tired toddler shapes the whole session. Plan around naps and meals, even if it means a less popular slot.
Golden hour, step by step
For a golden hour session, check sunset for your exact date and plan to start about an hour and a half before it. That gives you indoor shots first and warm light outside at the end. In summer the heat is still high at that hour, so keep the outdoor part to 20 or 30 minutes.
Weekday or weekend
School calendars matter too. Back to school week in August, spring break in March and the week of Thanksgiving fill quickly, and family schedules get tight around them. If grandparents are flying in, build the session around their arrival, leaving one rest day after travel. Tired travelers and jet lagged kids rarely give their best smiles on day one.
Weekends are the default, which is why they book first. A weekday late afternoon is often easier to get, calmer on the roads and sometimes cheaper with photographers who run fewer sessions midweek. If one parent works, a Friday afternoon is a good compromise.
Booking for several clients
Photographers booking for several clients can set up back to back sessions in one booking, with indoor rooms ready if the weather turns. Leave 10 to 15 minutes between families so one group can leave before the next arrives.
- Stagger arrival times and send each family its own time.
- Plan the same two or three sets for every family to keep the pace.
- Keep a snack and water station so waiting kids stay calm.
Rescheduling without stress
Agree on the rain and sickness policy when you book, not the night before. Most photographers move a session once for weather or illness. With an indoor location, weather stops being a reason to move at all.
- Ask what happens to the deposit if a child is sick that morning.
- Ask how much notice the photographer needs to move a date.
- Keep a second date in mind in case the first falls through.
- If the location is booked by the hour, check its own change policy too.
A sick kid is the most common reason to move a session, and it is almost always the right call. A feverish toddler will not smile, and you will not want those photos on the wall. Move early, move once and keep the same plan for the new date.
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