The Complete Guide to Photography Booking Forms

Client emails: "Hi, how much for a photoshoot?" You reply: "What kind of session are you looking for?" They never respond. Sound familiar?

This happens constantly. A potential client reaches out, you ask clarifying questions, and somewhere in that back-and-forth they disappear. Maybe they found someone who gave them a straight answer. Maybe they got busy. Either way, you lost the booking.

A good booking form fixes this. It collects everything you need upfront, shows them a price (or at least a ballpark), and captures their contact info before they wander off. No email ping-pong. No ghosting.

Here's how to build one that actually works.

What Your Form Needs to Collect

The goal is simple: get enough information to give an accurate quote without asking so many questions that people give up. It's a balance.

1. Session Type

This is the foundation. Portrait, family, couples, wedding, event, product, headshot - whatever you offer. Everything else depends on this choice.

Use a dropdown or visual cards, not a text field. You want structured data, not "I need some pics for my business thing."

Why it matters: a wedding inquiry and a headshot inquiry are completely different conversations. Different pricing, different timelines, different follow-up questions.

2. Date and Time

When do they want the shoot? A date picker is obvious, but think about what else matters:

• Is this date flexible or fixed? (Weddings = fixed. Portraits = usually flexible.)
• Morning, afternoon, or golden hour?
• Weekday or weekend? (If you charge differently)

If you use a booking calendar, even better - they can see your actual availability instead of picking a date you're already booked.

3. Location

Where's the shoot happening? This affects your pricing and logistics.

• Studio - your space, your control, no travel
• Outdoor/On-location - park, downtown, beach (travel time, permits?)
• Client's venue - their home, office, event space

If you charge travel fees, collect the address and calculate distance automatically. "Sessions beyond 20 miles include a $50 travel fee" is clearer than figuring it out later.

4. Duration

How long is the session? Options might be:

• Mini session (20-30 min) - quick headshots, simple portraits
• Standard session (1-2 hours) - most portrait/family work
• Half day (4 hours) - events, extensive coverage
• Full day (8+ hours) - weddings, large events

Duration is often the biggest price factor. Make it clear what each option includes so there are no surprises.

5. Deliverables

What do they get at the end? This is where misunderstandings happen.

• How many edited photos?
• Digital files only, or prints included?
• Album? Canvas? Other products?
• Turnaround time?

You can offer packages (Basic: 20 photos, Standard: 50 photos, Premium: 100 photos + album) or let them customize. Packages are simpler. Customization lets them spend more.

6. Contact Information

Name, email, phone. The basics. But here's the key: ask for this last.

If you lead with "enter your email to see pricing" people bounce. They haven't invested anything yet. But if they've already picked their session type, date, and options - they're committed. Giving an email to "get your custom quote" feels like a fair trade.

The Power of Conditional Logic

Here's what separates a good form from a great one: different questions for different session types.

Someone selects "Wedding Photography"? Show them:

• Wedding date (required - this is non-negotiable)
• Venue name and location
• Estimated guest count
• Do you need a second photographer?
• Engagement session included?
• Hours of coverage needed

Someone selects "Headshot"? They see:

• Individual or team/group?
• How many people?
• Studio or on-site at your office?
• Background preference (white, gray, environmental)

Same form, completely different experience. The wedding client doesn't see questions about headshot backgrounds. The corporate client doesn't see questions about engagement sessions.

This keeps the form short for everyone while collecting exactly what you need for each type of booking.

Should You Show Pricing?

The eternal photographer debate. "My work is custom, I can't just show a price." vs. "People want to know if they can afford me before reaching out."

Here's my take: show something.

Not showing any pricing means every inquiry requires a conversation before the client knows if you're in their budget. That's a lot of work for leads that might not convert. And honestly? Some people won't even reach out if there's no indication of price range.

Options:

"Starting from" pricing. "Portrait sessions start at $300." Sets a floor without committing to specifics.

Package pricing. Show your packages with clear prices. People can see what each level includes and self-select.

Calculator with estimate. They fill out the form, the price updates based on their choices. "Based on your selections, your session would be approximately $850." Still room to adjust, but they have a number.

Range. "Wedding packages range from $2,500 to $8,000 depending on coverage." Wide, but at least they know the ballpark.

The worst option? "Contact us for pricing." That's code for "we're either expensive or we don't have our act together."

Mistakes That Kill Conversions

I've reviewed a lot of photographer websites. These problems show up constantly.

Too Many Fields

Twenty questions before they can submit? Nobody has time for that. Keep it under 10 fields. If you need more information, get it after they've committed with an initial deposit.

Open-Ended Everything

"Tell us about your dream session" sounds nice but gives you garbage data. One person writes a novel, another writes "photos." Give people options to click, not blanks to fill.

No Mobile Optimization

Half your visitors are on phones. If your form has tiny buttons, horizontal scrolling, or fields that are impossible to tap - they're leaving. Test it on your phone. Actually fill it out. If it's annoying, fix it.

Asking for a Phone Number (Required)

Some people don't want to give their phone number to strangers. Making it required loses leads. Email is enough for initial contact. Ask for phone as optional, or save it for later.

No Confirmation

They submit the form and... nothing? No confirmation message, no email, no indication that it worked? That's anxiety-inducing. Always confirm receipt and set expectations. "Thanks! I'll respond within 24 hours."

Example: Building a Portrait Session Form

Let's make this concrete. Here's how I'd structure a booking form for portrait photography.

Step 1: Session Type

Dropdown with options: Individual Portrait, Couples, Family (2-4 people), Family (5+ people), Maternity, Senior Portrait, Professional Headshot.

Step 2: Date Preference

Date picker plus "I'm flexible" checkbox. If they're flexible, show a dropdown for preferred timeframe (this month, next month, no rush).

Step 3: Location

Radio buttons: Studio, Outdoor (I'll suggest locations), Specific location I have in mind. If they pick specific location, show a text field.

Step 4: Package

Three cards showing your packages with prices. Mini ($250, 30 min, 15 photos), Classic ($400, 1 hour, 30 photos), Deluxe ($650, 2 hours, 60 photos + prints).

Step 5: Contact Info

Name, email, phone (optional), "Anything else I should know?" (optional text).

Step 6: Confirmation

"Thanks, [Name]! Your inquiry has been received. I'll get back to you within 24 hours to confirm availability and next steps."

Six steps, under 10 fields, gives you everything you need to respond with a real quote.

What Happens After They Submit

The form is just the start. What you do next matters just as much.

Respond fast. The photographer who responds in an hour books the client. The one who responds in three days gets "we went with someone else." Speed wins.

Be specific. Don't just say "thanks for reaching out!" Reference their choices. "I see you're interested in a family session in late March at Memorial Park - great choice, the light there is beautiful that time of year."

Make the next step clear. "Reply to this email to confirm, and I'll send you a contract and deposit link." No ambiguity about what happens next.

Follow up. If they don't respond in 3 days, send a gentle reminder. People get busy. A nudge often converts leads that would otherwise go cold.

Building This With FormTs

I built FormTs specifically for forms like this. Here's what makes it work well for photography booking.

Conditional logic that just works. Show wedding questions only when someone selects wedding. Show headshot options only for headshots. Any field can depend on any other field - it's just a function that returns true or false.

Real-time price calculations. As clients select options, the price updates instantly. Session type, duration, add-ons, travel fees - all computed automatically and displayed in a clean price summary.

Address input with distance. Clients enter their location, you get coordinates. The form can automatically calculate distance from your studio and apply travel fees. No manual lookup needed.

Date and time pickers. Built-in components for scheduling. Set minimum dates (no bookings before tomorrow), restrict to business hours, or let them pick any time.

Multi-page forms. Break long booking forms into steps: session type → date/location → packages → contact info. Feels less overwhelming, higher completion rates.

PDF quote generation. After submission, automatically generate a professional PDF quote they can download. Session details, pricing breakdown, your terms - all formatted and ready.

Email notifications. Get notified instantly when someone submits. The email includes all their selections so you can respond with a personalized quote immediately.