Holiday Mini Session Planner Kit, Photographer Booking Spreadsheet, Shot List, Price Guide (Digital Download)

Holiday mini sessions pay when every slot is priced for the time it really takes: the 15 minutes on set plus the editing after. This kit prices each mini session package from your own minutes, editing hours, gallery costs and card fees, shows profit per client and per hour, and tells you the price that hits your target. Add each mini session day with its location fee, set, assistant and travel, and see bookings, fill rate, profit and break-even bookings for that day.

It is made for US portrait and family photographers running holiday minis, and it works the same for fall, spring, Valentine's or any themed mini day. The spreadsheet does the math. The Session Day Planner turns your start time, slot length, buffer and break into a full schedule and marks each slot Open, Booked or Double-booked from your bookings. The printable forms book each family with a deposit, collect names, ages and shot wishes, run the day from a slot-by-slot sheet and a shot list, plan the set and packing, and take print and holiday card orders after the gallery goes out. Every form has green fields for your business details and a dashed box for your logo. The design is warm off-white, charcoal and deep green with a berry accent, and it also prints well in grayscale.

WHAT'S INCLUDED (7 files)
• Mini Session Planner & Bookings (.xlsx, 8 tabs): Start Here · Settings (card fees, sales tax, gallery turnaround, target profit per hour, vehicle cost per mile) · Packages (5 example packages plus 3 blank: minutes, slots used, edited images, price, deposit, editing hours, gallery and gift costs, profit per client, profit per hour, price for your target; plus 10 add-on and print rows with cost and margin) · Events (12 mini session days: slots offered, hours on site, day costs, bookings, slots booked, fill rate, revenue, profit, profit per hour, break-even bookings) · Session Day Planner (24 slots: start and end times with buffer and break, status, booked value and deposits) · Bookings (300 families: event, slot, package, status, lead source, add-ons, discount, tax, total, deposit and payments, balance, paid status, gallery due date, delivery status, profit, rebook interest) · Add-on Orders (300 lines: extra images, prints, cards and upgrades linked to a booking, lab and delivery status) · Season Summary (12 months of sessions, revenue, costs and profit; package mix; gallery status; rebook interest; lead sources)
• Booking Form & Questionnaire, 2 pages: booking form with package choice, deposit and balance · client questionnaire with who is coming, shot wishes, outfits, comfort needs and sharing preference
• Run Sheet, Shot List & Set Plan, 3 pages: day-of run sheet with 16 slots · shot list for six families with smile prompts · set plan with a numbered layout drawing, location check, packing list and setup times
• Price Guide & Policy Prompts, 2 pages: price guide with three packages, add-ons and what to wear · mini session policy prompts
• Invoice & Print Order Form, 2 pages: invoice · gallery favorites and print and card order form
• Flyer & Thank-You Card, 1 sheet (two 5.5 x 8.5 in cards: flyer and a thank-you card with a rebook offer)
• Start Here guide

HOW IT WORKS
1. Download the files from Etsy after purchase.
2. Open the .xlsx in Excel, Google Sheets, Numbers or LibreOffice and replace the example packages, add-ons, costs and target profit per hour with your own.
3. Add your business details to the PDFs in a PDF editor that edits text, or import them into Canva or Google Docs.
4. Print the forms you need for booking, the session day and print orders.

PLEASE NOTE
• This is a digital download. Nothing physical will be shipped.
• The green [fields] are highlighted text placeholders, not fillable form fields. Replace them in a PDF editor that edits text (for example Adobe Acrobat, PDF-XChange Editor, or Preview on Mac), or import the pages into Canva or Google Docs. Blank lines and boxes are made for writing on after printing.
• Colors may vary slightly between screens and printers.
• For use in your own business or properties only. Please do not resell, share or redistribute the files.
• The spreadsheet is a standard .xlsx with formulas. Type only in the light green cells. Example prices, deposits, costs and editing times are placeholders, not recommended prices.
• The policy page is a set of prompts, not a contract and not legal advice. No contract or model release template is included. The questionnaire records a sharing preference only; it is not a model release.
• Photos are not included. The set drawings are simple illustrations for planning and marketing.
• This is an independent template by HilltopVentures. It is not affiliated with any photography brand, camera maker, print lab, gallery or booking software, retailer or platform.