Photography Project Proposal: 2026 YMCA Diabetes Prevention Program YMCA
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Thank you for including us in your opportunity to promote diabetes prevention! Please review this proposal and browse our website to see how we would love to approach your project.
Project: YMCA Diabetes Prevention Program Photo Shoot (July 2026)
Location: YMCA location TBD or Rollins College (Winter Park, FL)
Client: YMCA of the USA
1. Project Overview & Objectives
Diabetes Prevention Program Shoot Purpose: To visually capture authentic program experiences. e.g. facilitator-led sessions, peer support and healthy activities – for use in YMCA print, digital and social marketing. The style will be warm, editorial and candid: real people engaged in caring conversation, group activities and positive lifestyle changes. Images will feel genuine and inspiring, reflecting Y brand values of compassion, community, empowerment. For example, we will use a shallow depth of field and capture staff who are engaged and motivated to change so each subject’s face is sharp and the environment softly contextualized.
2. Creative Vision & Style Direction
Our visual concept emphasizes “strength in community” and personal empowerment. We will stage scenes that feel unscripted and inviting. Participants will be naturally interacting rather than staring at the camera. Lighting will be bright and warm to evoke an optimistic, healthy atmosphere. Shots will be vertical, horizontal, tight, and wide to maximize variety and usage opportunities. Key creative element ideas include:
Group Discussion/Support: Participants of diverse ages and backgrounds sit in a circle or around a table, actively listening and talking. Expressions should show encouragement and empathy.
Facilitator Leading: A coach or “trainer” stands or sits with the group, presenting information (using flip-chart or tablet) and fostering discussion. This captures “introduce session” and “values affirmation” shots from the brief. The facilitator will be shown speaking, pointing, or guiding an activity, conveying expertise and warmth.
Hands-on Learning: Shots of participants using props (kitchen scale, measuring cups, food models, healthy food options) to practice portion control and label-reading. For instance, a participant weighing apples on a scale, or comparing a serving size to everyday objects. (We’ll visually reinforce portion cues – e.g. using a baseball or tennis ball on-screen to illustrate “1 cup of vegetables” vs. “2 Tbsp of peanut butter”) This aligns with the brief’s “Measuring Foods/Reading Labels” bullet.
Individual Activities: Photos of participants tracking habits. Examples: one person scrolling an app on a tablet, another writing in a journal – to illustrate behavioral tracking (also in shot list). Laptops or smartphones may appear to represent the digital component.
Mindfulness/Stress Management: A small group seated cross-legged, meditating or practicing breathing exercises together. This supports the “mindfulness” module.
(same image reused conceptually). We’ll emphasize relaxed body language and closed eyes to convey calm.Physical Activity: Casual walking scenes on campus paths (even though much is indoors). A couple of participants strolling together or taking steps (one photo from behind or side) with smiles, to hint at “brisk walking” assignments. (Outdoor campus shots may appear even though the shoot is on-site.)
Weigh-in Session: One or two shots of a person on a weight scale (feet visible on scale, or face reacting to weight if socially appropriate), possibly with the facilitator noting the result. This satisfies the “Weighing In” part.
Throughout all scenes, we will highlight diversity (gender, age 25–70, various ethnicities and body types). Wardrobe will be casual and color-coordinated but not uniform. Examples: solid-colored polo shirts, workout tops and pants. Hair and makeup will be natural and approachable (not glamorized), consistent with an editorial/documentary style.
By showing these authentic program moments of thoughtful discussions, education and classroom sessions, supportive smiles, hands measuring food, etc. – we reinforce the YMCA promise to convey community, support and connection to help prevent diabetes.
3. Scope of Work & Shot List
We will capture all requested scenarios during a single-day shoot. The principal scenes (with proposed shots) include:
Introductory/Facilitator Shots: Coach in group setting introducing the program, pointing to goals on a board, leading a values affirmation, explaining diabetes/pre-diabetes. (Many wide and medium shots capturing the facilitator speaking to the class.)
Group Interaction: Participants sitting in circle or rows, engaged in conversation. Close-ups of hands gesturing, smiles exchanged, supportive pats on shoulder. Shots of breakout activities (e.g. pairing off for an exercise).
Weigh-In: Participant stepping on scale at session start, with friendly encouragement. Frontal or profile shots showing weight-reading as tool for feedback.
Portion-Size Demo: Volunteer demonstrating portion sizes using measuring cups/food models. We will visually include items like a baseball, tennis ball, or standard household items to illustrate sizes (inspired by dietitians’ portion analogies. For example: rice/grains by a tennis ball, fruit by a baseball. Shots include hands measuring food on scale, reading nutrition labels on packages, logging food on an app.
Mindfulness/Stress Module: Instructor leading a mindful eating exercise. Wide shot of the circle, plus tighter shots on peaceful faces.
Physical Activity: Candid lifestyle shots of pairs/groups doing squats, lunges, stretching, walking outdoors or on treadmills (if available), tying shoelaces, or demonstrating light exercise from program curriculum. Shots may include the fitness center if on-campus or a campus sidewalk.
Tracking & Technology: Individuals using tablets/phones to track food or steps. Shots could also include a facilitator pointing at charts or an app interface.
Virtual/Digital Sessions: Staged scenario with someone at home or in classroom on a Zoom call (multiple people looking at a laptop screen), or group “in front of camera” as if on a live webinar. This covers the “Virtual – Live/Online” bullet.
All scenes will be staged but feel natural. We will direct talent to interact as they normally would, with the photographer capturing candid moments. Lighting will mimic real environments (window light or soft overheads) rather than harsh flash, to keep the feel editorial.
4. Location & Permitting
We are open to shooting anywhere. We can shoot at a YMCA in Chicago, Orlando, or anywhere else there is a nice looking location. We also have an idea of shooting at Rollins College in Winter Park, FL (near Orlando): We like this idea because it would be cost efficient by reducing travel expenses, we have used this location extensively, have confirmed availability, know it well, and think it will look authentic and would work well for this project. The location offers beautiful classrooms with a nearby kitchen that could look like a YMCA classroom with a home kitchen location combined. We have secured actual pricing, and availability if you choose to use this location. We will handle all administrative permitting and insurance certificates, estimated at $2500/day.
Date: We have confirmed availability to shoot in July 2026 (date TBD, this is outside of campus breaks or large events).
5. Crew & Roles
Photographer specializing in education/health/lifestyle shoots. Rate: $4,500/day. Responsible for creative direction on set and final image quality.
Producer/Project Manager – Coordinates pre-production, talent casting and logistics on shoot day. Rate: $2,000/day.
First Assistant/Photo Assistant – Helps with lighting, equipment, digital workflow. Rate: $1000/day.
Hair Stylist & Makeup Artist – (Optional) On-set stylists to ensure all talent look their best on camera. Each stylist day-rate: $1,750
Wardrobe Stylist – (Optional) Assists talent with wardrobe selection and continuity. If used, $1500/day. Otherwise, photographer can coordinate wardrobes from the client’s wardrobe budget.
Production Assistant (Floating) - Help with errands, food/refreshments setup, photo releases. Rate: $750/day.
All crew will arrive ~1–2 hours before the shoot to set up. 10-hour workday.
6. Talent (Models/Participants)
We will cast 6 adult participants, reflecting YMCA diversity goals (mix of genders, ages 25–70, various ethnicities including Caucasian, Black, Latino, Asian, etc.). We can also mix in YMCA members (which could reduce fees). However, for budgeting we will budget at $1500 per person for the day (total: $9,000) location dependent.
We will secure model releases for all talent so YMCA has unlimited use of the images.
7. Wardrobe, Hair & Makeup
Wardrobe: Comfortable, everyday clothing. We recommend each participant bring a few wardrobe options (business-casual tops, or workout wear) in solid colors that complement the Y’s brand palette (blues, oranges, grays, neutrals). We will avoid heavy logos or distracting patterns.
Hair & Makeup: (Optional) Each of the 6 talent will receive professional hair and light makeup to appear polished on camera.
Props/Set Dressing: We will coordinate with YMCA and our production team to source all teaching props: kitchen scale, measuring cups, nutrition labels, notebooks, pens, fresh food, a yoga mat (for mindfulness), office flip-chart or easel with blank paper, etc. Estimated cost for props: $1000. Client or YMCA may supply branded materials (booklets, signage) if desired.
8. Schedule (One-Day Shoot)
Pre-Production (June/July 2026): Finalize location/permit, cast talent, confirm crew and gear.
Day Before (June 30): Crew arrives near location. Site scouting (lighting test in chosen rooms).
Shoot Day (July TBD, 2026):
7:00 AM: Crew call (setup lighting, test shots).
8:30 AM: Talent call (hair/makeup begins).
9:30 AM: Shoot Segment 1: Classroom discussion and introductions (facilitator-led session).
11:00 AM: Break; touch-ups as needed.
11:30 AM: Shoot Segment 2: Weigh-in and portion demonstration (indoors).
12:30 PM: Lunch break (catered).
1:30 PM: Shoot Segment 3: Mindfulness and stretching session (gym or meeting room).
2:30 PM: Shoot Segment 4: Food tracking and reading labels (studio/tabletop setups).
3:30 PM: Shoot Segment 5: Walking/outdoor shots (Walk across campus).
4:30 PM: Wrap primary shoot. Crew dismantles equipment.
Evening: Secure backup of all files.
Post-Production (1-2 weeks if this works for client schedule): Photographer edits and delivers final images to client specifications.
A detailed shot list and timeline will be refined with the client during pre-production.
9. Budget & Itemized Estimate
Our estimate is $50,000-$66,000 (This is largely dependent on location and client choices) Below is a detailed estimate (pricing reflects both flat fees and market rates) Actual rates will vary based on actual shoot location and local rates in the area: Use the following link to review an itemized estimate:
This turnkey budget is inclusive of all crew, talent fees, gear, and production expenses. We have suggested contingencies and a buffer to ensure no surprises.
We will invoice deposit in June 2026 (to secure dates before CDC grant deadline) and remainder upon completion of delivery.
10. Licensing, Usage & Deliverables
Usage Rights: YMCA of the USA will receive full ownership of all images. The photographs can be used in perpetuity across YMCA national and local marketing (print, web, social media, promotional materials) without additional fees. All talent releases will reflect this unlimited use.
Deliverables: We will provide RAW files and files processed to client specifications that include color grading, minor retouching. Expedited additional edits can be arranged at $125/hour.
11. Qualifications
Our creative team has extensive experience in nonprofit, health, and education campaigns. Past projects include lifestyle shoots for Fortune 500 companies, advertising agencies, community health initiatives and youth programs, always capturing authentic emotion and diversity. Please browse our website and notice our brand-aligned style that celebrates authenticity, education, human connection and wellness.
We believe our proposal meets all selection criteria: high production quality, cost-effectiveness, and on-brand imagery. We are fully available in July 2026 and excited to partner with the YMCA on this important project.
For any questions or to confirm this proposal, please contact Scott Cook at 561-252-3423 or scott@scottcookphotography.com
Approach:
We will strive for moments that encapsulate the joy of being part of a community, the pride people have in taking care of their health. Our audiences should feel empowered and inspired by the YMCA’s focus on enabling people to reach their full potential.
It’s always our goal to find, make, and catch genuine moments, which then lead to genuine expressions. The outcome is a photo library that feels spontaneous, honest, natural, and intimate.
Thank you.
Scott Cook