Company Headshot Session Guide
Congrats on booking your Company Headshot Session! Let’s go over some important details including:
What comes next and how you need to prepare for our headshot event.
What comes next; the timeline of events
Now that you’ve secured your session date with a 10% non-refundable deposit, we here at the studio will begin the fun process of putting together all the details of your unique headshot event so that on our big day, there are no surprises and everything goes smoothly.
30 days before our date:
We collect another 40% of the session cost.
2 days before our date:
We finalize the number of attendees with you, adjust the invoice if necessary, and and collect the remaining balance. This number cannot be adjusted after final payment is made - please make every effort to inform each team member of the time and date of our headshot session so nobody gets left behind :)
Day of event:
We will arrive about 45 minutes ahead of time to set up at our designated location.
Then the fun begins! We will photograph each team member in about 5-minute increments, collecting a full set of headshots for each person to choose from. After all of the headshots (or group shots) are completed, we pack up in about 30 minutes and will be out of your hair :)
1 day after our date:
You will receive a gallery of all of the images that we took during our session. If you need separate galleries for each person, I can do that! Just let me know in advance.
Then you will “heart” your favorites and when everyone has selected final images, I will edit them and provide a new link where you can download all your final, edited images.
How you need to prepare
In order to have a successful company headshot session, it’s important that you and your team prepare in advance. Here is what you need to do to ensure that our session goes smoothly and that everyone comes out with excellent headshots that they love!
If you have booked a group shot…
It is recommended that everyone is present at either the beginning or the end of the photo shoot. We leave it up to you, according to what works best for your team and your day’s events. It’s very important that everyone is on time and ready to shoot when they arrive at the group photo time.Collaborate with your marketing department and decide what your team should wear to the headshot session
It’s important for most company headshot sessions to have colors and styling that is cohesive and on-brand. Clothing can make or break a headshot - some colors will steal the spotlight unwittingly (bright yellow with flowers? Usually not a good choice for team shoots), and some colors can feel too drab for some brands (a group of travel agents may not want to wear black and white, for instance, as those colors can feel unapproachable and stuffy).
Please visit our What To Wear For Corporate Headshots Guide for more detailed information on how to prepare your team.
If you haven’t already, let us know what color of background you would like for your team headshots.
White is the most popular color (we can do BRIGHT white, like this business gentleman’s shot here, or a soft white), but some companies prefer something different! Light gray, dark gray, black, blue, and khaki are all common choices as well!
Please visit this guide on What Background Colors To Use For Corporate Headshot Sessions which may help you decide which background will be best for your company.
Create a schedule and have each team member sign up for a time slot
Every company has different ways that they like to have their team sign up for time slots. Here are the three ways we’ve found work best:
Ask everyone to sign up for a 15-minute window (three people per window)
Each person can be assigned a specific 5-minute window, and should arrive 5 minutes beforehand.
If your entire group is going to be photographed together, we recommend that everyone come at the start for the group shot, and then we will begin individual headshots afterward - then each individual can be dismissed after their individual headshot.
We ask that you send us your schedule as well. We will print it out and have it with us during the session to help keep everyone moving through easily.
Do you want a professional hair and makeup artist on site?
We have two wonderful HMUAs that we work with regularly that can do touch ups do both the women (and men if they prefer) on your team. These are not full hair and makeup services, but light touch-ups to help each member of your team picture-ready. Get in touch ASAP if you would like the information of the two artists we recommend.
Know the location of our session
One of the most important things you need to do right away is secure a specific location for our headshot session.
At hotels and conference centers, often board rooms or ballrooms are a good choice, as they have lots of room to work with, but sometimes do not have window light.
Ideally, our space will have window light, as the natural light helps the eyes of each team member really shine! Ask the host what areas are available for a photo shoot, and see if they have a space with windows (not required, but preferred).
We will need about 14’ × 14’ of space to work in at a minimum, or 20’×20’ if you have booked a hair/makeup artist.
Make sure to reserve your space as soon as possible.
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