Project Management: ‘Caps off: A College Graduation Celebration’

A photoshoot, design, and plan for a college graduation celebration

June 2025
Role: Photographer, Graphic Designer, Editor, Project Manager

Project Overview

When my colleague and friend, JaTerrika Sayles, informed me that she would be finishing her Bachelor of Arts degree in Early Childhood Education Administration in December 2024, I was truly excited for her. She explained that she wasn’t sure if she wanted to take graduation pictures, and I quickly encouraged her that she should create moments that would highlight her success forever.

I offered to take a few shots of her in her graduation regalia to help capture her achievements. What I didn’t realize is that my offer would turn into a huge creative project that both her and I would cherish.

Process

JaTerrika’s original plan was to travel to The University of Arizona to walk for graduation. Even though she knew it would be an honor, she realized that it was not the best decision for her. She has a really big family and a strong support system of people who encouraged her through every step of both her college and professional career. So as a way to give thanks, it only made sense for her to instead, have a huge graduation celebration in June 2025, so everyone could be in attendance.

Stressed, yet excited, JaTerrika shared with me that she didn’t know where to start. We had the date for her photography session scheduled, but everything else needed to be planned. And she wanted me there for whole process.

Phase One – Securing the Location

After finding a venue, it was important to figure out the layout for the celebration. That included a projector, dining tables, a photo wall, display tables, and a food and drink area.

JaTerrika’s team crafted a layout that would include everything that she wanted for her special day. She wanted a buffet table for her food, drinks, and desserts. There needed to be nine tables with nine chairs at each table to seat her guests. A backdrop needed to be created and placed against the wall for photos. Two separate tables needed to be near the entrance to hold her party favors, graduation gifts, and a display for her children’s book that would be for sale. And everything needed to be placed, so that everyone could be comfortable.

Phase Two – The Photoshoot

The next phase of this project was the photoshoot. Prior to the session, I had created a Pinterest board to gather inspiration and get an overall direction that JaTerrika wanted to take. For weeks, we both added pin after pin to the board and eventually, we had a general idea of how her session would go.

I was given complete creative freedom, but JaTerrika’s only request was that most of her pictures be taken inside. The weather that morning in May 2025 wasn’t in my favor (It poured rain the night before that led into the morning of the session), so it was good that we started the photoshoot indoors.

Again, JaTerrika had members of her support system there to help her that day, so they provided assistance in rearranging furniture, props, dress changes, etc.

The indoor photos were taken in two buildings within the same area of each other, including an area where JaTerrika frequently studied while in school.

Because of her area of study, I wanted to lean into the theme of education and professionalism. Props like an apple, laptop, composition notebook, a sign that said “Miss Terri” (her nickname), and a collar were used throughout the session.

JaTerrika is also the author of the children’s book, What About My Feelings, that she published in 2020. Another one of her goals for the session was to highlight her book, several books published by her colleagues, and books that her students love to read.

After a few hours of recreating poses, bringing ideas to life, and lots of laughter, the sun appeared as the rain cleared away.

It was a slight overcast, so I suggested we take a few photos outside before we ended our session. By this time, JaTerrika had felt a little more comfortable in front of the camera and was already excited to see the results.

In front of our session location, I took a few shots that included confetti and celebration champagne. Several onlookers congratulated JaTerrika, and she greeted them with a ‘Thank you!’ and a beaming smile.

We ended the day with one final shot on the steps of State Capitol building.

Phase Three – Creating the Products

Once the photos were taken, it was time for the creative process. I needed to edit the photos, design the announcement, and design the invitation. Again, JaTerrika gave me creative freedom. However, such freedom came with tough decisions.

To edit my photos, I used Adobe Lightroom Classic. At the time, I considered myself a beginner photographer. Of course, I had taken photography courses during my college years and photos of my family. But this was my first huge photography project where I wasn’t being graded for my work, and the subjects weren’t related to me.

Like all of my work, I wanted to make sure it was the best. I didn’t want to let JaTerrika down, and I had the added pressure of multiple people seeing my work.

I had to get everything done, and I had to do it quickly. JaTerrika had plans of printing majority of the products I created, so she needed enough time to make sure she had everything ready for the big day.

After the photos were edited, I needed to work on the designs. Along with the graduation announcement and invitation, I planned to design two flyers to advertise her book, create two games her guests would play during the event, and the programs for the celebration.

For my designs, I chose to utilize Canva Pro.

Designs by Alexis Faire

Phase Four – The Big Day

As June 2025 quickly approached, it was time for the big day. As my client’s project manager, I was in charge of making sure everything ran according to plan for her big arrival.

A slideshow looped on the projector with sentimental photos of JaTerrika and her loved ones. The venue was decorated like the planned layout intended. The playlist that was collectively curated was set for the graduate’s entrance. And the pictures from our photoshoot were plastered everywhere.

Photos from the celebration

The emotions flowed around the room as JaTerrika made her entrance, all according to plan. She thanked her loved ones for coming to celebrate her, and she thanked me for the hard work I put towards her special day.

“Her creativity, vision, leadership, and attention to detail were all important, and she executed this project with professionalism and care.”

– JaTerrika Sayles

Results

What started as something as simple as taking a few photos for a friend, turned into a creative project that challenged me in more ways than one. This project allowed me to generate new creative ideas, participate in another client-based opportunity, and to expand my work in photography.

All the things I have learned from this opportunity helped shaped my mindset for future endeavors. For everything that I work on, I strive to make it the best version I can, and this project was no different.