Process Overview
- As members enter the photo shoot, direct them to the welcome sign and QR code.
- Members should scan the QR code and begin filling out their forms as they wait to be photographed.
- Each member should have at least 5 photos taken.
- Show each member their photos so they can choose their favorite image for their chapter’s composite. If for some reason, they do not like any of their photos, please offer to retake them.
- Tell them the chosen photo number (NOT the counter number). Disregard your camera’s counter number, we need image numbers only.
- They should enter this number on their form and then submit their form.
- MAKE SURE each member submits their form.
Attire Placement
FAQs From The Chapter
Make-ups are scheduled through their Scheduling Coordinator. Do not try to schedule it yourself. They cost $250 for the first hour and $50 for each additional hour.
What if members can’t attend the shoot?
There are four options:
- Schedule a make-up shoot.
- Reuse a photo from a previous year (if available).
- Submit a photo (contact your designer via myGYB for more info.)
- Be listed as “not pictured” on the bottom of the composite.
Can I order my individual portraits?
Yes, we will notify you via the email addresses you provided on your composite form so that you can purchase prints.
Do you really need my parents contact info?
Yes, we use this information to notify your parents that your individual portraits are available to purchase.
Can my chapter take gag photos?
No, per your national office’s guidelines, you are not permitted to have gag photos on your composite. Please reference our gag photo policies emailed prior to your shoot.
What if I can’t pay today?
Your shoot will proceed as normal. Our billing department will contact you regarding your payment. Your account will be placed on hold if payment is not received within 14 days of your shoot, which will delay the production of your composite.
Can we pay in cash?
No. Acceptable forms of payment include check, money order, or major credit card online/over the phone with GreekYearbook.
Can we extend our photo shoot?
At the photographer’s discretion and at your chapter’s expense, you may extend your shoot for an additional $50/hr. Your chapter contact must authorize the additional cost in writing with the photographer
Where do I list my officer titles?
You do not need to write your officer titles on your composite form. You will provide them in your online myGYB account.
Do you re-touch the photos?
We base edit all photos for light/color correction, cropping etc.
How and when can I view my portrait proofs?
They will be online to view in four to six weeks.
Will the spelling of my name on the composite form be identical to the spelling on the composite?
Not necessarily, we use the spelling that your contact provides us in myGYB.
Why do I have to wear a drape?
Your chapter has decided that all members will wear drapes to keep the photos uniform.
Do you have any other jacket sizes?
The provided jacket is only meant to be used as a back-up. Please have your members wear their own jacket if they have one.
Troubleshooting
Chapter Issues
You can’t get in touch with your contact:
Always go to the shoot regardless of whether you’ve heard from the contact or not. Try texting them if you haven’t already.
You show up, the chapter isn’t there:
First, call the chapter contact. If no response, call the Scheduling Coordinator ASAP. We will try to get in touch with the secondary contacts. If for some reason the shoot doesn’t happen please notify us right away.
The chapter is attempting to do a gag composite: (see page 15)
All of the National Greek Organizations have banned gag composites. We are not allowed to create composites with gag photos included. Inform the chapter that their National Organization (not GreekYearbook) does not allow this. If they still want gag photos, try to convince them to do at least two normal photos each. If they do not comply, call the Scheduling Coordinator ASAP.
Equipment Issues
Your camera breaks/malfunctions:
Please make sure you have a back-up camera with you at shoots in case something goes wrong. When using the back-up camera, be mindful of the range numbers, if they overlap there will be processing issues.
You don’t have your drapes:
Please make sure you have all clothing needed for your shoot a few days prior. In the event that you do not have drapes, call the Scheduling Coordinator ASAP.
Timing Issues
You’re running late:
Make sure you check traffic conditions and give yourself plenty of time to get to the shoot. If you are running late, let the chapter contact know and let them know when to expect you. Be prepared to stay after the original end time of the shoot to make up for any members who weren’t photographed during the time slots you missed. If a makeup shoot is needed due to your lateness, we may need you to do the shoot for no charge.
The shoot is running late:
If you notice the shoot might go past the end time, let the chapter contact know. If you have to stay an extra half hour or later we will compensate you for your time ($50/hour). You must get the chapter contact/president’s signature and a note, agreeing to the extra charges in order to receive this money.
Attendance is poor:
If your contact person is not at the shoot, text them updates letting them know that attendance is poor so they can encourage their members to show up.
Scheduling Issues
There is inclement weather:
If the shoot is supposed to be outdoors and it’s raining, the chapter is required to have a backup location for the shoot. If the chapter needs to reschedule, you will be paid the cancellation fee. If you need to cancel based on weather conditions and you cannot reach the shoot location, let the Scheduling Coordinator know ASAP. If there is extreme weather (hurricane, tornado, etc) and school is closed, let the Scheduling Coordinator know and the shoot will be rescheduled.
You have a scheduling conflict:
If an emergency comes up and you can no longer do your shoot on the scheduled date please let the Scheduling Coordinator know as soon as possible. We will try to reschedule with the chapter, but if we cannot the shoot will be given to another photographer.
Gag Composites
GreekYearbook is not authorized, per most national organizations, to produce composites that include “gag” photos. GYB is a licensed vendor with these national organizations and in order to remain licensed we must abide by their rules and standards. Any company who produces a gag composite is in jeopardy of losing their license, which means they can no longer work with that organization nationwide.
These national organizations are working to shed the negative stereotypes that they have been associated with in the past. This is one of the reasons they are concerned with the way their chapters are portrayed in their composite photos. Many chapters have a tradition of doing gag photos, and unfortunately this is no longer acceptable.
Step 1: Tell the member that, per their national organization, you are not allowed to take a gag photo of them.
Step 2: Try to get at least two normal photo of them that we can use on the composite in the event they insist on taking a gag photo.
Step 3: If most members are refusing to take normal shots, call the Scheduling Coordinator.
Any gag photos which make it to the office will not be used on the composite. The chapter will either have to re-shoot these members, reuse photos from last year, or leave them off of the composite completely – ultimately costing the chapter more money.
What makes a photo “gag”?
- Props
- Costumes
- Gestures
- Goofy Hats
- Goofy Sunglasses
- Drug, Alcohol and Sexual References
- Nudity/Shirtless
