How to Organize a Seamless On-Site Headshot Day for Your Team
- Gilbert Chan
- 3 days ago
- 2 min read
Planning a corporate photo day can feel overwhelming—but it doesn’t have to be. Whether you're in HR, marketing, or admin, organizing professional on-site headshots for your team is one of the easiest and most impactful upgrades you can make to your company's brand presence.
Here’s your step-by-step guide to running a stress-free, high-impact corporate headshot day right at your office.
🗓️ 1. Pick the Right Date (And Back-Up Date)
You want high attendance and low disruption. Choose a date that avoids:
Quarterly meetings or peak workload times
Stat holidays or vacation-heavy weeks
Major internal events or move-in days
Pro tip:
Block off two days if your team is large, hybrid, or remote-flexible. The second day can be shorter and used for retakes or absentees.
📍 2. Book a Photographer Who Specializes in On-Site Setups
Not all photographers are built for corporate environments.
Look for someone who:
Brings a portable studio with lights, backdrops, and pro gear
Has experience working in office spaces
Can deliver consistent, polished results across teams
🧑💼 3. Communicate Clearly With Your Team
Send a company-wide email a week before, then follow up 1–2 days before the shoot. Include:
The date, time, and location in the office
A short "What to Wear" guide (neutral, solid colors, minimal patterns)
Links to sample headshots to set expectations
Any grooming or prep tips (e.g. bring a comb, lint roller)
This helps everyone show up prepared and confident.
⏱️ 4. Create a Simple Sign-Up Schedule
Use a shared calendar, spreadsheet, or booking link to manage time slots:
Schedule people in 5–10 minute blocks
Group by department to avoid back-and-forth walking
Leave occasional buffer time for resets and breaks
Want it easier? Your photographer might handle the schedule for you.
🎯 5. Prep the Photo Area
Choose a quiet space with:
Enough room for backdrops and lighting
Minimal foot traffic or distractions
Easy access to power outlets
Let your photographer arrive 30–45 minutes early for setup and test shots.
✅ 6. Follow Up With Delivery and Feedback
After the session, your team will receive:
Digital galleries with individual headshots
Edited, high-res and web-ready versions
Optional retouching depending on your package
Close the loop with a “thank you” email and encourage team members to update their LinkedIn profiles, email signatures, and Slack avatars.
✨ Bonus: Make It Fun!
Add small touches like:
Coffee/snack bar nearby
Branded mirror or grooming station
Uplifting music during the session
Casual behind-the-scenes photos for social media
Your team will associate the experience with confidence and company pride.
📸 Ready to Book Your On-Site Headshot Day?
Whether your team has 10 people or 200+, we’ll bring a seamless studio experience right into your office—with pro lighting, consistent results, and minimal disruption.
Let’s make your team look as professional as they are.