How to Host a Tots & Bots Portrait Party
It is so easy to host a Tots & Bots Portrait Party, all it takes is a little of your time and you are one your way... you will not be alone in the planning of your party, we are there to help you with every step to ensure your are well prepared, stress free and enjoy the experience... you will have so much fun after your first party, that you will be experienced to do it again and again, creating beautiful photos each time of your family and receiving great Hostess Gifts...
For a party to go ahead there must be at least 4 guests min. with 6 guests being the maximum in addition to their children and all who attend must be prepared to participate in the party and have their photos taken...
If most of your guests have more than 3 children per family and your total number of children is greater than 12 (including your own), please contact us and we will organise something for you to ensure you are not too stressed with too many in your home at the one time...
A Tots & Bots Portrait Party should take around 2 to 3 hours from start to finish.
What are the Benefits of Hosting a Tots & Bots Portrait Party?
* When you host a Tots & Bots Portrait Party and have 4 or more guests (with their children) in addition to your family, you will receive a complimentary 11x14" sized Enlargement of your choice.
** In addition to your bonus Enlargement, you will also receive *Photo Credits, in the amount of 20%, based on the total sales made on the day that your party takes place. Print credits can ONLY be used by the Party Hostess on Prints and Enlargements, NOT other products in our range (eg: canvas prints, albums, cards etc.)...
*** And if one or several of your Guests decide that they too would like to host their own portrait party and books a Party from yours, you will also receive an additional $30 print credit for each guest who **books a Portrait Party of their own from your Party..
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* To receive an 11x14" enlargement for Hosting a Portrait Party, you will need to have at least 4 guest with their children at the party in addition to your own family. You may choose any photo from your family's online proofs to have as this enlargement.
** Photo Credits will only be awarded to the Party Hostess for the sales made on the day that the party is held. If their Guests order any products or prints after the party date these sales cannot be subject to Photo Credits for the Hostess. Photo Credits can not be given on the Hostesses order as she is already receiving a discount on her order once the photo credits have been allocated.
What are my responsibilities as a Party Host?
Firstly, I will need enough space for setting up my backdrops and lights, preferably a living/family room, garage OR an outdoor setting appropriate for portraits (sheltered from wind/rain & in full shade).
If indoors, it is the host’s responsibility to move any furniture to accommodate the photo equipment, which takes up about a 3m wide x 2m high area. Please ensure your location is free from clutter and has a clean floor surface. Any photo/pictures on background walls can stay as our backdrops will cover them up.
The actual party is organized by the Party Host. The Party Host is the key ingredient to a successful party. Hosts invite guests, coordinate the bringing of appetizers and drinks (if not providing themselves) and the scheduling of sessions.
Successful hosts follow up with their guests with reminders and to ensure that every session block is filled to get the most portrait credits possible.
Your guests don't have to remain for the entire party if they are unable to, all they need to do is arrive 15 mins prior to their scheduled booking time to allow for proper pre shoot preparation.
After the party, the guests will be emailed a link containing their unique username and password to view their own private proofing gallery. After all guests have ordered the host will then be able to place an order based on credits from their guest’s purchases.
Guests can pick up their portraits from the Host within 1-4 weeks after the party.
The 10 Steps for a successful Tots & Bots Portrait Party...
1. Contact us at Tots & Bots and book a date and time to host your Tots & Bots Portrait Party...
2. Choose at least 4 to 8 guests to attend on the day. If have many more friends who you would like to invite, you may like to book a few parties at different times and days to ensure all can attend OR you can ask if any of them would like to Host their own Tots & Bots Portrait Party which will go towards your Hostess Bonuses and the benefits to you as a Party Host will be greater in this regard...
3. You will be emailed/posted all of the required Hostess forms/checklist etc. to familiarise yourself with what is needed to plan your party and to be organised for the event... A portrait schedule planner will also be included in these forms, you will just need to print this out (if emailed to you) so you can fill it in as your guests RSVP to your invitation.
4. Then Post of Email your guest invitations allowing at least 1 to 2 weeks notice from your party date... I will supply you with printed and email versions of our Invitations...
5. Contact your guests 2 days prior to your party to confirm their attendance and ensure they are aware of what to bring and do on the day and just remind them of their portrait time if they aren't staying for the whole event, informing them they are required to arrive at least 15 mins prior to their scheduled time.
6. Make sure you stay relaxed and stress free, after all we want you to have fun on the day too and if you need any help what so ever
7. Ensure all food and beverages are organised and laid out prior to your photographer & guests arriving, or alternatively you may like the take a bit of work off yourself and ask each guest to bring a little something to assist in the catering for the day... you will need to inform them of what you would like these items to be before hand...
8. Then on the day, I will arrive 1 hour prior to your guests, set up the studio lighting and backdrops and you and your children with be given the first portrait session prior to your guests arriving...
9. Co-ordinate your guests on the day and ensure and ensure the little ones don’t get dirty before their session, it is often a good idea to have a bucket of warm, soapy water handy with a few clean washers just to wash little faces, hands and feet prior to a session so that all sessions run smoothly... sessions will be flexible so if there are some little ones who are a little upset when their time comes, we can move on to the next until they are settled... we want smiles not tears on the day so our Photographers will reorganise the party schedule to suit our little clients...
10. After each guest has placed their orders, you will be contacted and all orders will be delivered to the Hostess for their guests to collect...
For Date Availability and all other information you require for your portrait party,
please don't hesitate to contact us today...
