I attend a number of “GroupShoots” each year.  New people often ask me advice and such about attending them.  So this post is a primer, my thoughts on what these events are and what to expect.

The term “Group Shoot” means something different to different people.  Some will be more of a workshop atmosphere with all photographers shooting off one set-up with one model, learning from either each other or the host.  Some follow a theme and all the shoots for the day relate to one another.  Most of the shoots I attend bring people together at a venue where they are free to make their own schedules and plan their day as they choose.  This is the type of shoot we will focus on.  The ones I attend are organized through Model Mayhem.com but, the ideas translate elsewhere of course.

Keep the concepts simple.
An important thing to remember as you go along, the primary purpose, in my mind anyway of a group shoot is networking.
When I first started attending these events I would formulate complex concepts, and I would stress about trying to make them happen in the hour.  Your time with people for shooting is short at a shoot (typically an hour, after meeting up and getting things organized and such really about 45 minutes).  I started to enjoy myself a lot more once I started to keep most things simple.  I will still do some more involved things but I either have 2 hours to shoot or a break beforehand to prepare.

Spend some time talking to other Photographers and models.
An important part of networking is the actual talking thing.  You will find people very open and sharing at these events.  I have learned so much from them.  I have gotten leads on opportunities as well.  See a widget you have never seen before? Ask about it.  Be sharing yourself as well, we all shoot different and all learn things from different sources.
Some people will schedule in breaks in their day for time to socialize, there is usually a central meeting place.  Some events will even have a scheduled lunch where people are not supposed to not schedule shoots so there can be a potluck of sorts.  I also try to bring some form of print portfolio, even a 4×6 book, to pass around and show people my work. Bring business cards too.

What to Bring?
One word to think about when you make every decision about what to bring: Portability.  I try to avoid bulky things, remember depending on location your likely going to have to carry it around all day, or your assistant is.  I really recommend battery powered speed lights and such for lighting at these things.  Electricity is scarce in some locations and you are competing with others for it.  In the end your concept determines what you need.  But if you want to bring an 8ft octobox and big lights you are going to eat a lot of time moving your set up over time.

Move your setup.
Right now some of you reading the last bit are saying, “Sure, but if I set up in one place all day I only have to haul my lights in once.”  This is true. But, while their are exceptions hanging in one location all day is considered rude to others who may want to use the location.  Camping in one location is often against the rules of the event as well.   Every event is different and you will have to use your judgment as to whether camping would be ok.

Make-up
Make-Up Artists are often available, they will charge a nominal kit fee, which is to cover their costs.  Make-Up takes time.  Sometimes a lot of time.  If you ask for something more than a basic beauty face, dont expect more then 20 minutes shoot.  Look at the portfolios of make-up artist.  They can make your photo work but they can also ruin it.

Scheduling
Especially when you are new you need to go through the participation list and contact the people you are interested in shooting with.  Don’t expect everyone to want to or need to shoot with you.  If they say no or don’t respond move on.  If your schedule is not full don’t stress, you will pick up open people at the event.
Personally I think it is a good idea to post your schedule publicly.  That way models can see if you are open when they are.  Some people will not post schedules.  Sometimes because they feel it is no ones business, and sometimes so they can just tell people they don’t want to work with they are booked.  How you handle your schedule is completely up to you.
Typically, the day is broken down into one hour blocks.  If you schedule something different you may find your schedule hard to mesh with others.  You may want to block out a lunch or a break.  I typically avoid schedulling the first hour.  Shoots during the first hour rarely work out.  People arrive late, and in general the check in and arrival eats into the time.

Have a Plan
Try to plan each shoot with the model and MUA (if needed) before the event.  The more everyone is one the same page the smoother things run.  So many waste time going through clothes with the model looking for what to wear.  Have a concept in mind discuss clothes before hand and you don’t lose that time.
The more you have discussed the less chance there is for conflict as well.  Make sure any plans as far as nudity, props, make-up are discussed beforehand.  I also send a copy of my release to the model so that they are informed as to what is in it.

People will flake
When it comes down to spending the money and showing up, some people always tend to not make it.  You will see a lot of cancellations in the days before the event.  Cancelling is not flaking, flaking is not showing up while scheduled, both happen though.  Some due to emergency, some not.  Expect it and don’t let it upset you.  Just find other people to shoot with during those times.
I give people a couple chances at group shoots.  Many people wont work with people who flake on them.  I usually give it another try.  Your policy is up to you.

Send out the photos swiftly
A large part of networking is about reputation.  One of the biggest problems models run into with photographers from these events is when they dont send them photos.  These are trade events, the model is giving you their time, you are supposed to be delivering photos.  If you are new and upset because you feel they are not very good, send them anyway.  Every model I know of will give a second chance to a green photographer who gave them photos before they will a seasoned one who gave them nothing.  This is a learning event to and in the end your less than great photos let them evaluate themselves if nothing else.

Keep it Simple, Take it lightly, have fun
When it comes down to it you will get out of these events what you put into them.  Think about logistics and planning, spend some time getting to know the people, and fulfill the obligations you have, and over time you will be a better photographer for it.  A long the way you will learn a lot of things and develop some good relationships with some talented people.