The planning notes
How to organize a team headshot day.
A good headshot day gives each person clear instructions and enough time to settle in. Start with the staff list and where the photographs will be used.
Agree on the look before booking time slots
Send examples of your current website or staff directory. Decide whether new photographs should match an existing style or introduce a new one. Discuss background, framing, clothing guidance and whether the final images need multiple crops.
Choose a practical space
Share photographs of the proposed room and its approximate dimensions. The photographer can help assess space for lighting, subject placement and a waiting area. Check access and setup time with your office manager, and avoid scheduling a meeting in the same room during the session.
Build the schedule around the actual headcount
List everyone who needs a portrait and identify people with limited availability. Ask us to recommend appointment lengths based on the look and number of final images rather than assuming everyone can be photographed in a few minutes. Leave room for late arrivals and agreed breaks.
Send staff a simple preparation note
- Appointment time and exact room location.
- Agreed clothing guidance and whether to bring an alternative layer.
- Where to leave bags or coats.
- Who to contact if they cannot make their slot.
Confirm selection and delivery
Decide who chooses the final photographs, how file names should identify staff and which formats your web team needs. Confirm retouching scope and delivery timing in the proposal. Share any privacy or internal approval requirements before the session.
Explore corporate headshots in NYC and on-site headshot days, or send your headcount and preferred dates to book a consultation.