Coach Resource Center

How to Prepare for Media Day

Media Day is one of the most important events of the season. It creates the photos and videos used throughout the year for schedules, social media, banners, websites, recruiting, and promotional materials.

A well-planned Media Day saves time, creates consistency, and gives every athlete a professional experience.

Schedule Early

Book your media day several weeks before the season starts. This allows enough time for editing, graphic design, and delivery before the first game.

Ideal scheduling:

• 3 to 6 weeks before the season

• Coordinate with coaches and athletic staff

• Avoid conflicts with scrimmages and tournaments

Prepare Your Athletes

Have athletes arrive:

• Early

• In full uniform

• With clean jerseys

• Proper shoes

• Hair and appearance ready

Remind athletes to bring:

• Helmets

• Gloves

• Bats

• Balls

• Racquets

• Sport-specific equipment

Create a Shot List

A professional Media Day should include:

Individual Portraits

• Headshots

• Full body

• Action poses

• Smiling portraits

• Serious portraits

Team Photos

• Varsity

• Junior Varsity

• Freshman

• Coaches

• Captains

• Seniors

Specialty Photos

• Position groups

• Seniors

• Captains

• Leadership council

• Coaches with athletes

Video Content

Capture:

• Slow motion

• Team introductions

• Hype videos

• Individual introductions

• Social media clips

Plan Your Graphics

Think beyond photographs.

Media Day content can be used for:

• Schedule graphics

• Posters

• Banners

• Senior Night

• Recruiting

• Social media

• Website graphics

• Program covers

How to Organize Team Picture Day

Picture Day should be efficient, organized, and stress-free.

Before Picture Day

Create a roster.

Verify:

• Player names

• Jersey numbers

• Grade

• Positions

This prevents editing mistakes later.

Build a Schedule

Example:

Varsity

7:00 AM

JV

7:30 AM

Freshmen

8:00 AM

Individual athletes

8:30 AM

Coaches

9:00 AM

Prepare Uniforms

Have athletes:

• Clean jerseys

• Matching socks

• Proper belts

• Correct hats

• Equipment cleaned

Wrinkled uniforms create unnecessary editing work.

Assign Volunteers

Have assistants help with:

• Athlete check-in

• Equipment

• Uniforms

• Line organization

Picture Day moves much faster with volunteers.

Plan Team Photos

Leave enough room for:

• Tall athletes

• Coaches

• Awards

• Championship trophies

Large teams require additional setup time.

How to Get Better Recruiting Photos

Recruiting photography is very different from ordinary sports photography.

College coaches want to clearly evaluate an athlete.

Prioritize Individual Athletes

Capture:

• Face clearly visible

• Eyes open

• Ball possession

• Athletic movement

• Competition

Avoid:

• Backs of players

• Blocked faces

• Large groups

Shoot During Good Light

Outdoor sports:

Morning

Late afternoon

Golden hour

Indoor sports:

Use professional lighting or high-end cameras capable of freezing fast action.

Capture Emotion

Great recruiting photos include:

• Celebration

• Determination

• Leadership

• Communication

• Hustle

• Team interaction

Emotion tells the athlete's story.

Include Multiple Angles

Photograph:

• Front

• Side

• Close-up

• Wide angle

• Vertical

• Horizontal

This creates flexibility for recruiting graphics.

Professional Editing Matters

Quality editing includes:

• Color correction

• Cropping

• Sharpening

• Exposure balancing

• Background cleanup

Professional editing creates polished recruiting materials.

How to Build a Highlight Video

A highlight video is often the first thing a college coach watches.

Keep It Short

Ideal length:

3 to 5 minutes

Longer videos often lose attention.

Start With Your Best Plays

Never build suspense.

Lead with your strongest clips.

College coaches may only watch the first minute.

Clearly Identify the Athlete

Every play should clearly identify the athlete before the action begins.

Methods include:

• Spotlight circle

• Arrow

• Freeze frame

Never make coaches guess.

Show Complete Plays

Include:

• Start

• Decision making

• Athletic execution

• Finish

Avoid cutting away too quickly.

Include Contact Information

Beginning and end of video:

Name

Graduation Year

Position

Height

Weight

GPA

Phone

Email

Coach contact

Keep Graphics Professional

Avoid:

• Loud music

• Excessive animations

• Distracting transitions

Simple, clean editing keeps attention on the athlete.

How to Prepare for Picture Day

Picture Day is one of the most visible events for your program.

Planning ahead produces better images and happier families.

Checklist

✓ Uniforms cleaned

✓ Jerseys assigned

✓ Haircuts completed

✓ Equipment polished

✓ Team schedule distributed

✓ Parent reminders sent

Notify Families

Parents should know:

Picture Day location

Arrival time

Ordering information

Uniform requirements

Rain date (if applicable)

Encourage Professional Appearance

Athletes should:

• Tuck jerseys

• Wear matching socks

• Remove sunglasses

• Remove gum

• Stand confidently

Small details create better photos.

How Schools Can Raise Money With Photography

Photography can become a valuable fundraising tool while also providing families with lasting memories.

Team Photo Sales

Offer:

• Digital downloads

• Prints

• Posters

• Team composites

Families enjoy purchasing keepsakes that celebrate the season.

Senior Banner Programs

Schools can generate revenue through:

• Senior banners

• Fence banners

• Gym banners

• Stadium banners

These also recognize student-athletes in a meaningful way.

Media Day Sponsorships

Local businesses can sponsor:

• Media Day

• Team posters

• Schedule cards

• Livestream graphics

• Athlete of the Week features

Sponsors gain exposure while supporting the athletic program.

Booster Club Partnerships

Photography works well alongside booster club fundraising efforts.

Examples include:

• Spirit nights

• Team calendars

• Championship prints

• Limited edition photo books

• End-of-season banquet displays

Digital Galleries

Online galleries provide families with convenient access to professional images throughout the season.

Benefits include:

• Easy ordering

• Secure downloads

• Shareable galleries

• Long-term access to memories

Why Partner With CWP Media Group Texas?

CWP Media Group Texas is more than a photography company—we're a dedicated media partner for schools, coaches, athletes, and communities across Greater Houston.

Our services include:

• Professional Sports Photography

• Team & Individual Media Days

• Recruiting Photography

• Highlight Videos

• Live Streaming

• Graphic Design

• Team Posters & Banners

• Social Media Graphics

• Senior Night Coverage

• Event Photography

• Athletic Department Marketing Support

• Booster Club Fundraising Solutions

We work alongside coaches and athletic departments to create professional media that showcases student-athletes, promotes school spirit, and supports the long-term success of athletic programs.

Partner With a Professional Sports Media Team

Your athletes deserve more than snapshots—they deserve professional media that reflects the pride, dedication, and excellence of your program. At CWP Media Group Texas, we combine photography, videography, live streaming, graphic design, and athlete branding into one comprehensive solution, making us a trusted media partner for schools throughout Greater Houston.

Whether you're planning Media Day, organizing Team Picture Day, building recruiting content, or launching a fundraising campaign, our team is ready to help you showcase your athletes and elevate your program.