CHSA 2015 Picture Day Notes

CHSA Picture Day Contacts

Andray Stroud – Owner

713 359 8728

TSS Photography

Karen Freeborn

San Jacinto College

713-828-0636

Things to do before Picture Day:

  • Confirm picture day on CHSA calendar at the beginning of the season.
  • Schedule date with Photographer, get current rates/order form, coaches plaques, etc
  • Check current teams/rosters
  • Add schedule to CHSA website
  • Confirm helpers
  • Pass out order forms to Team moms with Picture day memo/reminders during SCJ tournament. They should pass them out the week of picture day at a practice.
  • Ask team moms to check schedule to verify their team is listed and note the time.
  • Print out a team roster list from website to use on picture day.

Noon – 3:00pm San Jac South Gym (Photographer arrived at 11:15am. Picture Day committee arrived at 11:30am. Doors opened at 11:45am)

Schedule: 10u and 12u teams every 10 minutes starting at noon, ALL CHSA picture at 1:10pm with 20 minutes allowed for that, then senior picture, 18u, 16u and 14u teams every 10 minutes. I would change that to still have the younger teams first, but to continue with the youngest to oldest after the ALL CHSA picture. The older players wanted to change up their individual poses, which was fine but took a little longer – so it would make sense for them to be last.

Order forms was sent to parents via the website, to be filled out before they arrived. The photographer had extra forms with him in case people forgot. That seemed to work well, except the forms parents printed off didn’t have an envelope, so money had to be given to the photographer rep. and then that info written on the form.

Picture day set up: Teams waited in the lobby area until they were called. It was “organized chaos” in the lobby, but peaceful in the gym where the pictures were being taken. I think this helped with the flow and organization of picture day, which allowed us to get through the process on schedule. Yay!

Picture day committee positions:

  • Greeter – This person welcomed players/parents as they entered the lobby. Told them where the extra order forms were and let the teams know they were to stay in the lobby until called. The greeter also called for the appropriate team to the “staging area” as needed.
  • Order Forms Assistant – This person assisted the photographer staff in filling out forms, answering questions and collecting money.
  • Stager – The stager arranged the team in order from shortest to tallest, made sure each player ordering pictures had their order form, gave the teams instructions for how the process would work and walked them into the photography area. Helped to arrange players for ALL CHSA picture.
  • Nationals Photographer – A CHSA photographer that took the team picture that will be submitted to nationals. This person also helped the photographer to arrange the teams for the team pictures. Also took the ALL CHSA photo, and the seniors’ pic for the banquet slideshow.
  • Picture Day Chair – Floated and assisted where needed. Answered questions. Arranged the players for the ALL CHSA picture.

Additional Notes:

-CHSA Board for ALL CHSA photo??? Should be notified to be there on time.

-The photographer was indeed able to take the individual and team pictures for a whole team in 10 minutes. I think keeping the teams in the lobby and having a “stager” helped with this. -Keeping the teams in the lobby, also helped with the ALL CHSA photo, as we didn’t have to clear the bleachers of people/bags/purses/etc.

-Additional photos such as: brother &sister photo, coach &son picture, etc. were taken when the individual pictures were being taken with the individual scene background. This seemed to work.

-The photographer staff collected information from each coach in the staging area. She seemed a little frantic doing this while she was trying to collect orders at the same time. I believe she was getting the coach’s information for their free team photo. Maybe this is something we can help her with next year, or even do prior to picture day.

-Our nationals (parent volunteer) photographer – it would be great if the person responsible for sending pictures to team moms would bring a laptop so pictures can be downloaded immediately following pictures, so they could be sent to team moms asap.

ALL CHSA picture:

Top row: B10u white and maroon teams – they stood during the picture

Next row down: B12u white and maroon teams

Next row down: G10u and G12u teams – Golf players on each side

Next row down: B14u white and maroon teams

Next row down: Volleyball girls on the left side and G14 on the right side

Next row down: BJV white and maroon teams

Next row down: BV

Bottom row: GV

(Coaches on the sides of their rows)

**

I would recommend photo day being moved to November, so there is not a rush to get pictures to Nationals and would give enough time and opportunity to pass out players pictures. I still have 4 players that I have not been able to reach.

If we use the same photographer (TSS), the group shots need help. The backdrop, poses and year added to the bottom. Also, he said we could request that photos are mailed to the players; I did request that, but he failed to note it until it was too late.

CHSA signs a contract with San Jacinto College at the beginning of the season with specific contracted days/times, and it has been our experience that once that contract is signed it is very difficult to change days/times. Since picture day has historically been from noon-4:00 p.m., it would be my guess that is what was contracted for.

San Jac. Administration negotiates and signs the contract with us. Karen Freeborn is the San Jac. Employee that staffs the gym when we are there. Her cell number is 713-828-0636. Karen loves CHSA, but with that said it is "her" gym and she is particular about how things are done. If we ever lose her support, we lose the use of the gym. For picture day - her request is always the same: All CHSA players/siblings must remain in the lobby and the gym area. No loitering outside the building or wandering in the halls.