Introduction
Get your property ready for video photoshoots with this comprehensive checklist. Designed to help you stay organized, it covers essential aspects like room setup, on-site coordination, and safety. While following Visiting Media's standards, remember to also consult your brand's guidelines to ensure every detail aligns with your unique requirements.
General Setup Checklist
- Remove miscellaneous items (e.g., rope barriers, signage, and props)
- Coordinate with engineering and housekeeping for photo-ready spaces
- Ensure your Point of Contact (POC) has keys ready to enter rooms where necessary
- Verify all lights function properly and are set to appropriate brightness levels
- Light fireplaces where applicable
- Organize bars, tables, and common areas (straighten visible liquor & wine bottles)
- Turn off televisions in guest rooms, meeting spaces, and public areas
- Ensure clean, wrinkle-free linens, pillows, and surfaces
- Open curtains and sheers to maximize natural light
- Ensure guests are not in the immediate vicinity during shooting
Room-Specific Preparation
Guest Rooms
- Straighten pillows and bedding to appear crisp and inviting
- Turn off televisions and remove visible remote controls
- Remove wastebaskets, electronics, and in-room collateral
- Clean all surfaces and remove bottled waters
- Hide cords and store away hair dryers
- Tidy all surfaces in room and bathroom
- Shine faucets, glass doors, and countertops
- Neatly fold towels, keep shower curtain visible and the toilet seat down
Meeting Spaces
- Block space in your system ahead of time to prevent scheduling conflicts
- Remove any stored items from the meeting space
- Align and arrange chairs to tables with consistent spacing
- Open all doors in the walking path for all connected spaces
- Ensure meeting rooms are clean and empty (unless fully staged for a specific setup)
- When possible, relocate projectors or make sure they are switched off
Outdoor Areas
- Remove or hide vehicles, trash, graffiti, and maintenance equipment
- Organize and clean outdoor furniture
- Open pool umbrellas where appropriate
- Turn on water features and outdoor fireplaces if available
- Ensure landscaping is well-maintained and manicured
Health & Safety Considerations
- Hide distancing signage, decals, and posters
- Remove sanitizer stations and Personal Protective Equipment (PPE) from the shot
- Address any temporary health protocol items that would date your imagery
Pre-Shoot Planning
Scheduling Tips
- Schedule the photoshoot during periods of low occupancy when possible
- Block rooms and spaces in your property management system at least 24 hours in advance
- Inform all department heads about the photoshoot to ensure cooperation
Team Coordination
- Designate a primary point of contact who will accompany the photographer
- Ensure maintenance staff is available to address any last-minute issues
- Brief housekeeping on special requirements for the shoot
Final Walk-Through
Conduct a final walk-through of all areas to be photographed at least one hour before the shoot begins. This allows time to address any overlooked items or make last-minute adjustments.
Next Steps
After completing this checklist, your property will be ready for a successful video photoshoot that will showcase your venue at its best. If you have any questions or need clarification on any preparation steps, please contact your Visiting Media Project Manager.
Need additional help? Submit a support ticket through our Support Request Form and our team will assist you promptly.