Private Jumbo Taxi for Photo Sessions | Multiple Locations and Equipment in One Vehicle

In the morning, six photographers, models, tripods, strobes, reflectors, and costumes gather at a location in Tokyo. They shoot for the first location, then move to another location during the day, and then again to another location at sunset to capture the evening scenery. When organizing photo sessions and portrait photography tours, I often find myself worrying more about how to arrange the people and equipment in a way that works well than about the actual creation of the photos. In this article, I will outline the day-to-day process using charter jumbo taxis for organizers who host photo sessions and portrait photography tours, the combination of locations, and the pricing considerations.

As the organizer of the photo shoot, the “arrangements for transportation and the location” are the most important to me.

As with photo shoots where participants gather, transportation affects the quality and satisfaction of the work. Local gathering and train travel come with a hidden burden that only the organizers are aware of.

There are many equipment and people involved, and if we gather locally, we’ll get scattered.

Tripods, strobes, reflectors, changing clothes, and props are surprisingly bulky. If participants travel by train individually, they may not arrive at the same time, causing the first location shoot to start late. When models and instructors are on separate schedules, they cannot hold meetings while on the move.

If you try to film at multiple locations at the same time, you won't be able to keep track of time.

In portrait photography sessions, the popular format is to visit multiple locations in a single day, including traditional Japanese attire in a garden in Tokyo, a sunset view at the Bay, and natural light in the suburbs. In fact, there are also mobile photography sessions where participants travel from the Sima Junction area in Saitama to the Furuyama area, returning after sunset. Connecting multiple locations with public transportation makes it easy to have your schedule disrupted by transfers and waiting times.

If you want to include transportation costs in the participation fee, you want to ensure that it is arranged within the budget.

It is common for photo shoots to be held by collecting participation fees, and there are also cases where travel costs are included in that. As long as the organizers are clear about “how much for a day and how many people can ride this one vehicle,” the design of the participation fee and collection of fees becomes much easier. With a one-vehicle rental, all you have to do is divide the fee among the number of participants. The burden per person decreases as the number of participants increases.

The flow of the day (example of a model touring multiple locations from Tokyo to Saitama)

For example, here’s how to go about a 6-8 person portrait photography session if you’re touring the locations in Tokyo and Saitama in one day. The time is just a guide; it may vary depending on the location and the season.

1. Assembly and loading:We loaded the camera crew, models, and equipment at a gathering place in Tokyo. We all boarded the same vehicle and left immediately.
2. 1st location (morning):In the Bay Area and in gardens, for example. During the shoot, the driver waited nearby and left the luggage inside the car.
3. Moving time = meeting time:During the car ride to the next location, we shared the composition and the process of changing the models' outfits.
4. Second location (afternoon):We moved the equipment to different backgrounds, such as the traditional townscape of Kasuga and the park.
5. Sunset location:To scenic spots like the banks of the Aragawa River and the junction area, where you can enjoy the evening scenery and night view without worrying about getting back home even when it gets dark.
6. Dissolution:To the meeting point or nearest station. No need to rush to catch the last train carrying heavy equipment.

Types of locations that are easy to combine

Within the scope of our service area (including Tokyo’s 23 wards and Saitama Prefecture), we can combine different locations for filming. If either side of the ride is within the area, we can also arrange for filming to be conducted at a slightly longer distance.

Frequently asked questions from the organizers

Can I ask for a wait while the photo is being taken?

Yes. It is suitable for the "all-day rental with waiting time" method, where you wait nearby until the filming is finished at the location and then move directly to the next location. We can also arrange for hourly rental if you wish.

How much equipment can I pack?

For a large-sized HiAce (Wide or Super Long), it is a vehicle that is easy to load with a tripod, a strobe light, and large bags all together. Especially for large equipment or long items, we will provide a quote including the loading method if you let us know in advance.

How are the fees determined?

We will not provide an exact price in this article; instead, we will provide a quote based on the number of people, the location, the time, and whether there is a waiting period. There are no extra fees for late or early nights, and no additional fees based on the vehicle type, so even photo shoots that last until the evening are easy to understand the price. The exact price isPricing pageHey,web formPlease confirm the estimated cost there.

Carrying people and equipment together, the waiting time created by juggling locations, and the journey back after the show. By all of us sharing a little bit of the cost of these “difficult to put into monetary terms” tasks as the travel budget for the participation fee, we can all ease the burden on the organizer. Of course, if the location is close by and the number of people and equipment are small, it may be sufficient with public transportation. Only at photo shoots with multiple locations, equipment, and going until the evening do we see the need for private hire.

summary

The “moving and location setup” part of the photo shoot, which is the most nerve-wracking part, can be handled by up to nine people in a private jumbo taxi. You can travel together while having meetings, visit multiple locations while loading equipment, and wait while shooting. If you can budget for the travel costs, you can simply divide the cost among the number of participants. We will provide a quote based on the number of people, the day of the event, the locations you want to visit, and the amount of equipment you need. We will then provide a quote based on the day of the event.