How Early Should I Start Prepping for Busy Season?

Jul 8

If you wait until you’re already busy to get ready for busy season, it’s already too late.

Every photographer knows that certain seasons (usually spring, fall, and holiday months) bring in a wave of bookings, late-night editing, and back-to-back sessions. But what too many photographers don’t do is plan for that season while things are still slow. And that’s where burnout creeps in, mistakes happen, and your client experience starts to slip.

So—how early should you actually start prepping?
Earlier than you think. Here’s how to break it down.

1. Start Planning 2–3 Months in Advance

Look at your calendar 60–90 days out and ask:

What’s coming up that I need to prep for?
What kind of sessions are likely to get booked?
What marketing do I need to start now to fill those gaps?
What days do I need to block for rest, not just work?

Busy season is never just about being busy. It’s about making space for the right work—and protecting your energy while doing it.

2. Prep Your Client Communication Now

Write your email templates before you’re overwhelmed.
Update your pricing guides, welcome PDFs, and session prep materials. If someone inquires today, are you ready to send them everything without scrambling?

Ask yourself:

Is my inquiry workflow automated?
Do I have a clear, updated contract ready to send?
Does my prep guide answer FAQs so I’m not fielding the same messages over and over?

Little things like this save hours when the bookings start pouring in.

3. Audit Your Gear and Software

Now’s the time to:

Clean your lenses and back up your memory cards
Renew any editing software or presets you’ll need
Organize your hard drives and folders
Check if you need to upgrade your client management system (like HoneyBook or Studio Ninja)

You don’t want to be troubleshooting tech issues when you’ve got six sessions in one weekend.

4. Build Your Content Library Ahead of Time

Use slower months to:

Batch Instagram posts or email newsletters
Schedule blogs to publish automatically
Refresh your website portfolio with your best recent work

That way, when you’re knee-deep in editing, your online presence keeps working for you—without you needing to constantly post or promote.

5. Make Time for Systems, Not Just Sessions

If you’ve had the same workflow for three years, it’s probably time to refine it. Busy season exposes your gaps. But slow season is where you fix them.

Ask yourself:

Is my backup process secure enough?
Am I over-editing because I don’t have a strong style yet?
Can I cut my delivery time without cutting quality?

Efficiency isn’t about rushing. It’s about designing a system that frees you up to be present—with clients and with your own life.

6. Block Your Calendar for Margin

If you don’t schedule rest, busy season will take everything you’ve got.

Pick your days off in advance. Set boundaries for when you’ll stop editing. Give yourself a recovery buffer between sessions. You’ll show up better for your clients when you’re not constantly on empty.

Final Thought: Don’t Just Survive—Lead

The best photographers aren’t just good with a camera. They’re good with their time.
They’re proactive, not reactive. They build systems before they need them.
They pace themselves so their creativity can last—not just through one busy season, but through a whole career.

Prepping early is how you take your business seriously—and show your clients that their experience is worth planning for.