How to Host a Holiday Photo Shoot for Your VIP Patients

A Step-by-Step Guide for the Dental Team

Why This Matters

A holiday photo shoot for VIP patients is more than a “nice idea.” Done well, it:

  • Makes your best patients feel genuinely appreciated

  • Creates authentic testimonials and social proof

  • Strengthens your local brand presence

  • Builds long-term goodwill that supports referrals and retention

This is a high-effort, high-reward initiative. When repeated annually, the results compound.


1. How to Select VIP Patients

Choose 5–10 families whose participation will feel natural and joyful.

Ideal Candidates:

  • Long-term patients with strong relationships with the team

  • Families who are friendly, engaged, and positive about the practice

  • Patients who have referred others or expressed appreciation

  • Families with children (often appreciate professional photos the most)

  • Patients who are active on social media (optional but helpful)


Tip for the Team:
Ask yourselves, “Would this family genuinely enjoy a free professional photo shoot?”
If the answer is yes, they’re a great fit.



2. Timing Is Everything

Schedule the photo shoot in September or October.

Why?

  • Families can use the photos for holiday cards

  • Less conflict with busy November–December schedules

  • Photos can be shared gradually throughout the holiday season

This timing dramatically increases perceived value.


3. Secure Permissions Early (Very Important)

Before the event:

  • Get written permission to use photos in marketing

  • Get permission to pair photos with testimonials

  • Get permission to tag patients in social posts (if applicable)

This avoids awkward follow-ups and ensures you can fully leverage the content.


4. Event Experience Tips (Make It Memorable)

  • Always have food. Light snacks, drinks, or treats are a must.


  • Want to go above and beyond?
    Hire a local food truck or ice cream truck to spoil families.


  • Partner with a local photographer and encourage cross-promotion.

This creates a win for:

  • Your patients

  • Your practice

  • The photographer (who may also promote your business)


5. Posting Strategy (With Permission)

When sharing photos:

  • Tag the patient (if approved)

  • Thank them publicly for being part of your practice

  • Keep captions warm, grateful, and community-focused


Example Caption Style:
“We’re so grateful for families like the Smiths who make our practice such a joy 💙 Thank you for trusting us with your smiles!”



6. Annual Consistency = Brand Power

If you repeat this annually:

  • You’ll build a library of real testimonials

  • Your top patients will feel deeply valued

  • Social proof across all platforms will grow naturally

  • Conversions from social, website, and ads improve

This is relationship marketing at its best.


TEAM TOOLS & SCRIPTS


A. Sample VIP Patient Invitation Script

(Phone call or personalized email)

Hi [Patient Name], this is [Team Member] from [Practice Name].

We’re hosting a very small VIP Patient Holiday Photo Event this fall, and we immediately thought of your family.

We’ve partnered with a top local photographer to offer complimentary professional family photos, which many families use for their holiday cards.

It’s our way of saying thank you for being such a valued part of our practice.

We’re only inviting a few families and reserving specific time slots, so I wanted to personally invite you and see if you’d like to participate.


B. Sample Photo & Video Release Form

(Have this signed before or at the event)

VIP Patient Photo & Video Release Authorization

I, ________________________, grant permission to [Practice Name] to use photographs and/or video recordings of myself and my family taken during the VIP Patient Photo Event for marketing purposes.

This includes, but is not limited to:

  • Website

  • Social media platforms

  • Printed materials

  • Digital advertising

  • Testimonials paired with images

I understand:

  • My participation is voluntary

  • I will not receive compensation for use of these images

  • Images may be edited for quality or formatting


☐ I give permission for my family to be tagged on social media, if applicable.
☐ I prefer not to be tagged, but approve use of images.



Signature: ________________________
Date: ________________________



C. Securing Firm Commitment & Assigning Time Slots

This is critical for professionalism and respect for the photographer.

Team Verbiage to Use:

We’ve reserved a dedicated time slot for your family with our phenomenal photographer.

This time is held specifically for you, so it’s important that you arrive on time.

Your confirmed slot is: [Date & Time].

Best Practices:

  • Assign exact time slots (10–15 minutes each)

  • Confirm attendance 48–72 hours before the event

  • Let families know the photographer’s time is reserved exclusively for them

This communicates value and importance—without pressure.


D. Execution Checklist for the Team

  • ☐ Select 5–10 VIP families

  • ☐ Book photographer (and food truck if applicable)

  • ☐ Assign time slots

  • ☐ Send invitations & confirm attendance

  • ☐ Collect signed photo/video releases

  • ☐ Prepare light refreshments

  • ☐ Post-event thank-you messages and social posts


Final Reminder for the Team

This initiative takes planning—but the payoff is significant.

You are:

  • Strengthening relationships

  • Building trust

  • Creating meaningful, real-world testimonials

  • Enhancing your brand with authentic social proof

Social proof drives trust. Trust drives conversions.

When done annually, this becomes a signature tradition your patients genuinely look forward to.