Six shots this weekend must deliver
If time runs short, protect these first. Everything else in the guide supports them.
Clean head-and-shoulders, named and matched to the guest list. Nobody goes home without one.
All alumni in one frame, school crest visible, shot from height. Saturday morning.
1974, 1975, 1976, 1977, 1978 and 1979 photographed as separate groups.
The look, the hug, the handshake when two people find each other again. Friday arrivals and Saturday's Then & Now.
Wide room shots plus table-by-table groups at supper, brunch, braai and farewell lunch.
Small groups and pairs people ask for. Keep a running list so no request is forgotten.
Shoot in the reunion's colours
Taken from the Alumni Gathering 2026 banner and badge: deep school navy, royal and sky blue, a sand-gold ground and silver-white. Use them in backdrops, props, framing and the edit so the photos sit naturally beside the official artwork.
#1C3474Portrait backdrop, blazers, lettering#2A55C4Banner borders, table runners#3F8FE0Outdoor group shots against open sky#E9C983Warm accents, golden-hour light, ribbons#C49A3FOak-leaf crest, name cards, trophies#D8DDE8Reflector side, clean whites, bordersUsing the colours on the day
- Portrait backdrop in plain navy fabric or a navy pull-up banner with the crest out of focus behind the shoulder.
- Ask the committee to suggest guests wear navy, blue, white or gold on Saturday. Solid colours photograph better than busy prints.
- Hold the class photo in front of a navy banner with the gold "Welcome Home" lettering, or the badge artwork printed large.
- Place blue-and-gold flowers or ribbons on the check-in desk and head table. They read well in wide shots.
Editing direction
- Warm, natural skin tones. Keep the blues clean and avoid pushing them toward teal.
- Slight warmth on golden-hour and braai photos to match the sand-gold ground of the banner.
- One consistent look across all portraits so the 120 images work as a yearbook set.
- Gentle retouching only. These are faces people want to recognise.
Weekend shot plan
Times follow the published programme. The committee notes there may be a variation or two, so confirm the run sheet on Friday afternoon. Highlighted slots are where the must-have shots happen.
Friday · Welcome & Arrivals 30 OCT
Setup and recce
Walk the hostel, hall and grounds. Pick the portrait corner, the group-photo spot and a ladder position. Test light in each room. Find every power point.
Arrival, meet & greet
Position near the entrance and the check-in desk. Catch first recognitions, embraces and welcome-pack handovers. Open the portrait station during this window: people are freshly dressed and the queue is gentle.
Golden hour
The best outdoor light of the weekend. Pull small groups and pairs outside for 5 minutes each with the mountains behind them.
Supper
Wide establishing shots of the full room, then table-by-table groups before plates arrive. Avoid photographing people mid-bite.
Official opening
Speaker at the podium with the banner in frame, plus reaction shots from the audience. Record the welcome on video.
Music & karaoke
Low light. Bounce flash off the ceiling, or high ISO without flash for atmosphere. Short video clips of the singing for social media. One hour is usually enough coverage.
Saturday · Connections & Memories 31 OCT
Brunch
Relaxed table shots in window light. Continue the portrait station for anyone missed on Friday. Gather class years and remind everyone of the group photo time.
Big group photo, then class years
Schedule this straight after brunch while everyone is together and before the midday sun gets harsh. Full group first, then the six class-year groups in quick succession. See the group-photo section for the plan.
Then & Now: Faces Across the Years
The emotional centre of the weekend. Photograph people comparing old photos, showing pictures of grandchildren on phones, laughing. Recreate old school photos where someone brings one. Ideal time for short video messages.
Games, caring & sharing
Games bring out laughter. Photograph hands, faces and the room. A good window for a short village walk if the weather is kind.
Braai
Warm late light, smoke and fire. Shoot the braai masters, plates, and people gathered in circles. Light from the side of the fire, never through dense smoke.
Dance
Couples, first dances and the full dance floor from a raised position. Use slow-sync flash for movement with frozen faces. Second shooter can cover the first two hours.
Sunday · Fellowship & Farewells 1 NOV
Breakfast
Last call for anyone still without a portrait. Check the portrait log against the guest list now.
Church service
Ask the minister beforehand what is permitted. No flash, silent shutter, shoot from the sides and back. Wide shot of the congregation, and alumni walking in together.
Room vacating
Rooms must be cleared in this window so hostel staff can prepare for returning learners. Pack your own gear and charging station now too.
Farewell lunch
Toasts, last embraces, and goodbyes at the cars. Finish with one relaxed final group photo outside if people are willing.
The portrait station
Treat portraits as a small production line running alongside the event. At about 90 seconds per person, 120 portraits take three hours of shooting, so spread them over Friday arrivals, Saturday brunch and Sunday breakfast.
- Check-in hands out a numbered name cardThe registration desk ticks the guest list and gives each person a card with their number, full name, maiden name if relevant, and class year.
- Shoot the card firstThe assistant holds up the name card for one frame before each portrait. Every portrait in the file sequence is then labelled by the card that comes before it. This one habit saves days of guesswork later.
- Two minutes in the chairSeat the person on a stool, chat briefly about their year and hometown, and shoot 6 to 10 frames: one formal, one big smile, one three-quarter turn.
- Optional "Then" photoIf they brought an old school photo, shoot them holding it. These become the favourite images of the weekend.
- Log itThe assistant ticks the number on a printed portrait log. Check the log at every meal and invite anyone missing.
Station setup
- A quiet corner near the check-in desk, away from the main thoroughfare but visible.
- Navy backdrop on a stand, at least 1.5 m behind the stool so it falls softly out of focus.
- Key light: large softbox or umbrella at 45° to the face, slightly above eye level.
- Fill: silver or white reflector on the other side, or a large window.
- A stool with no back, so posture stays upright. A chair with arms nearby for anyone who needs it.
- Small mirror, comb, tissues and a lint roller on a side table.
- 85 mm or 70–200 mm lens at f/4–f/5.6 so both eyes stay sharp.
Posing people in their 60s
- Camera slightly above eye level. Ask them to lean forward a little from the waist and bring the chin forward and down. This softens the neck and jawline.
- Turn the body 30–45° from the camera, then face back towards the lens.
- Hands resting naturally in the lap, or holding glasses if they normally wear them.
- For glasses: tilt the frames down a touch or move the light higher to kill reflections.
- Talk the whole time. Ask about their best school memory. The real smile arrives mid-story.
- Offer a seat and a moment of rest. Some guests may have mobility limits; bring the setup to them if needed.
- Show them the best frame on the camera back. It builds trust and brings their friends to the queue.
The big group photo
A group this size needs about 15 minutes of planning per minute of shooting. The aim is to have everyone in place within 10 minutes and the shot done in 3. Then move straight into the six class-year groups while people are still gathered.
Logistics before the day
- Choose the location at the Friday recce: open shade or overcast, with a clean background and level ground. The school building or a wall with the mountains visible works well.
- Announce the time at Friday supper and again at Saturday brunch. Put it on the welcome-pack sheet.
- Pre-place two rows of chairs and borrow sturdy benches or the hall stage risers for the back rows.
- Bring a stable A-frame ladder (2–3 m) and a spotter to hold it.
- Appoint two "marshals" from the committee with loud voices who know everyone.
- Have a plan B indoors (the hall from the stage end) if it rains or is very windy.
- Ask anyone with mobility limits to take a front-row seat first.
Running the shot
- Seat row 1 and 2 first, then fill standing rows from the centre outward. Tallest at the back.
- Stagger heads so every face sits between two in front ("windows, not walls").
- Climb the ladder. Height lets you see every face and pulls the back rows forward.
- Call out: "If you can't see the camera, it can't see you."
- Shoot bursts of 3–5 frames on each count. Take at least 15 frames; with 120 people someone always blinks. Faces can be swapped between frames in editing.
- Do one formal frame and one celebratory frame (hands up, cheering).
- Shoot a wider safety frame for cropping and banners.
- A second shooter grabs behind-the-scenes shots of the marshalling. People love these.
| Shot | Who | Time | Notes |
|---|---|---|---|
| Full class photo | All alumni, ±120 | 10h45 | Crest banner in front row |
| Class of 1974 | Matriculants of 1974 | 10h55 | Hold a card with the year |
| Class of 1975 | Matriculants of 1975 | 10h58 | Same spot, same framing |
| Class of 1976 | Matriculants of 1976 | 11h01 | Same spot, same framing |
| Class of 1977 | Matriculants of 1977 | 11h04 | Same spot, same framing |
| Class of 1978 | Matriculants of 1978 | 11h07 | Same spot, same framing |
| Class of 1979 | Matriculants of 1979 | 11h10 | Same spot, same framing |
| Organising committee | Committee members | 11h13 | Thank-you photo |
| Hostel groups | Boys' and girls' hostel residents | 11h15 | If numbers allow |
Tip: a sign for each class year makes this fast. Print large cards with "1974" to "1979" in navy on gold, and have the marshals hold them up so each class gathers before its turn.
Candids, small groups & meals
The posed shots are the record. The candids are what people will share. Work quietly with a longer lens so people forget you are there.
Arrivals
- Stand where you can see the gate or car park and the check-in desk.
- Watch faces, not doors. The moment of recognition happens in the eyes, a second before the hug.
- Shoot in bursts. Embraces last only a few seconds.
- Capture the welcome packs, name tags and the "Welcome Home" desk as detail shots.
Candid pairs
- Two friends side by side, heads close, mid-laugh. Shoot from slightly to the side.
- Hands: holding a phone with grandchildren on screen, an old photo, a handshake.
- Afterwards, offer a quick posed version: "Can I get one of you two looking at me?"
- Ask for names right away and note them in your phone with the time.
Small groups
- Odd numbers (3, 5, 7) arrange more naturally than even numbers.
- Build triangles: heads at different heights, shoulders overlapping.
- Hostel mates, sports teams, choir members, classmates who sat together. Ask "Who were you always with?"
- Keep a written "request list" for groups people ask for, and work through it at every meal.
Meal times
- Open with a wide shot of the full room from a high corner before people sit.
- Photograph each table as a group just before food is served: "Lean in, everybody look this way."
- Never shoot people while they are chewing. Shoot toasts, laughter and conversation instead.
- Detail shots: the braai, the bread, the table decorations in navy and gold.
- Eat at the same time as the guests. It is the quietest moment for you.
Short walks through Genadendal
Genadendal is one of South Africa's oldest mission villages, with whitewashed historic buildings, the old church square and mountains on every side. A 30–45 minute stroll gives some of the most beautiful images of the weekend.
Planning the walk
- Best windows: Saturday 14h00–16h00 during the games, or Friday golden hour for a short loop.
- Keep it short and flat. Check the route on Friday and agree a turn-back point.
- Walk ahead of the group to shoot people coming toward you, then drop behind for backs-and-mountains shots.
- Stop at one or two landmarks for small-group photos against the white walls.
- Bring water and a hat. Late-October afternoons can be hot.
- Ask before photographing residents or their homes.
Shots to look for
- Alumni walking arm in arm down a village street.
- Groups in front of the old church and mission buildings.
- Wide landscape shots with small figures and big mountains.
- People pointing at a place they remember: "That's where we used to…"
- The school gate or old classroom, if it can be visited. A "back at the gate" photo for each class year is a strong idea.
Good lighting, every session
Late-October light in the Overberg is bright and hard by midday. Plan the outdoor work for morning and late afternoon, and keep a flash ready indoors.
| Situation | When | Approach |
|---|---|---|
| Soft morning light | 08h00–10h30 | Best time for outdoor groups. Sun low and behind the photographer's shoulder, or in open shade. |
| Harsh midday sun | 11h30–15h30 | Move people into open shade (building shadow, under trees, verandas). Use fill flash to clear eye shadows. Avoid squinting into the sun. |
| Golden hour | ≈18h30–19h30 | Backlight people with the sun behind them and fill faces with a reflector. Warm and flattering. |
| Hall and dining room | All day | Bounce flash off a white ceiling or wall. If the ceiling is dark or high, use a diffuser and gel the flash to match the room lights. |
| Karaoke, braai, dance | After 19h30 | ISO 3200–6400, fast prime (f/1.8–f/2.8), shutter 1/125 s. Slow-sync flash for dancing. |
| Church | 10h00–12h00 | No flash. Silent shutter, fast lens, higher ISO. |
Batteries & power
Three days, 120 portraits and long evenings will drain more batteries than expected. Plan for power cuts too: check the Eskom and municipal outage schedules for the Theewaterskloof area the week before.
Battery plan
- At least 4 camera batteries per body, all charged on Thursday night.
- 2 sets of flash batteries per speedlight, plus spares. Rechargeable AA in packs of 4.
- Rotate batteries at each meal: one in camera, one on charge, two charged and ready.
- Label batteries with numbers to track which have been used.
- Phone and video recorder: a 20,000 mAh power bank each.
Sources of power
- Ask the hostel for a lockable room with working plug points as the charging station. Confirm on Friday.
- Bring two multi-plug extension leads with surge protection, and a South African plug adapter (Type M / Type N) for any foreign chargers.
- Car charger or a 12 V inverter in the car as backup.
- Ask whether the venue has a generator or inverter backup, and which plugs it feeds.
- A portable power station (300 Wh or more) can run the portrait lights and charge batteries through a power cut.
- Battery-powered LED panels or flash for the portrait station, so it never depends on mains power.
- Head torch for packing up after the dance.
Files, backup, consent & delivery
Team & roles
- Lead photographer: group photos, key moments, speeches.
- Portrait assistant: runs the station queue, holds name cards, keeps the log.
- Second shooter: candids, behind-the-scenes, evening events.
- Video and social: short clips, video messages, a few posts each day.
- Committee liaison: knows the faces, helps with names and groups.
Backup & naming
- Shoot to two cards at once if the camera allows.
- Copy cards to a laptop and an external drive every evening. Don't format a card until it exists in two places.
- Folders by day and session, e.g.
2026-10-31_Sat_GroupPhoto. - Rename portraits by guest number and name, e.g.
037_Surname_Firstname_1977.jpg. - Keep cameras' clocks in sync so files from all shooters line up.
Consent & respect
- Put a short photo notice on the registration form and at check-in: photos will be taken and shared with alumni and on the reunion website.
- Offer a coloured sticker on the name tag for anyone who prefers not to appear in published photos. Brief all shooters on it.
- Under South Africa's POPIA, handle personal details and photos with care, and remove any image on request.
- Be sensitive to guests who are grieving classmates who have passed. A memorial table is worth photographing gently.
Delivery
- Saturday night: 10–15 highlights for the website and social media.
- Within a week: the full group photo and class-year groups in high resolution.
- Within three weeks: all portraits, named, and an edited gallery shared by link.
- Optional: a printed memory book or a portrait yearbook of all 120 alumni.
- Drone footage only with the venue's permission and a licensed operator.
Media checklist
Your ticks are saved in this browser only, so each team member can keep their own list on their phone.