Looking for a Photographer to Capture Your Companyâs Headshots? Hereâs a Step-by-Step Guide to Help You Organize the Process Efficiently.
Start by determining how much youâre willing to invest in your companyâs headshots. If you only need casual lifestyle photos or a few thumbnails for a small team page, you might be able to manage with your phone. However, for photos that are crucial to your websiteâs design, high-resolution professional images are essential. Typically, the cost of a professional shoot includes a pre-production consultation, the photographerâs services (often with an assistant), travel costs, and editing (post-production). Since itâs difficult to provide a per-person rate without all the details, photographers often offer pricing for the entire package.
⢠Can you handle it yourself?
⢠Do you have a friend who can offer a discount or do it for free?
⢠Invest within your meansâprofessional photos can serve you well for the next five years.
Itâs best to plan your shoot at least 1-2 weeks in advance. This gives ample time for preparation and allows you to share sample photos that inspire you from our portfolio. This helps us understand your vision and preferences.
⢠Schedule the shoot at least 1-2 weeks ahead
⢠Block out extra time in your calendar, as the session may take longer than anticipated
3. Studio vs. On-Location Shoot
Youâll need to choose whether youâd prefer to shoot in your office or at a photography studio. A studio setting may offer a better deal since it avoids travel expenses. However, if you have many employees needing headshots, it may be more convenient to hold the shoot in your office.
⢠Studio offers a more controlled setup
⢠Office shoots are more convenient, especially for larger teams
⢠Lower cost without travel expenses
⢠Interested in an outdoor setting?
4. Background and Final Look
Planning allows time for your team to prepare and helps ensure you have a clear idea of the final look and background for the headshots. The choice of background is crucialâif your website has a specific style, be sure to communicate that to your photographer. If youâre unsure about the background or style, weâre here to guide you in making the best decision. You can also browse our Corporate Page to see examples of different background options you may like.
What Type of Photos Do You Need?
⢠Horizontal, vertical, or square?
Why Do You Need the Photos?
What Message Do You Want to Convey?
⢠Friendly and approachable
⢠Professional, serious, and competitive
5. Choosing the Right Spot in Your Office
Selecting the right location in your office for the shoot is key. Photographers typically use portable equipment, so they donât need much space and can even set up in a hallway. While natural light isnât necessary, as photographers bring their lighting, a dedicated space like a conference room is preferable for your teamâs comfort. Some employees may appreciate privacy to feel more at ease during the shoot.
⢠Can be set up in a hallway
⢠Conference rooms are ideal
⢠Natural light isnât required
⢠No need for a freight elevator or nearby outlets
6. Confirming the Number of People
To stay organized, create and print a final list of all participants. Itâs also helpful to create a timesheet with designated slots for each person to streamline the process.
⢠Print a list of names
⢠Create a schedule with time slots
Depending on your companyâs style, you can opt for a traditional corporate look (jacket and tie for men, blouse or dress for women) or a more modern, casual âstartupâ style. While older rules may suggest avoiding stripes, busy patterns, or layers of the same colour, modern cameras can handle these well, so feel free to wear what suits your vision.
⢠Do you have a corporate colour?
⢠Ensure clothes are pressed and clean
⢠Try on your outfit beforehand
⢠Avoid baggy or ill-fitting clothing
⢠Bring extra jackets, shirts, and ties for flexibility
⢠If wearing glasses, ensure they have an anti-glare coating
⢠Have a nice watch? Consider whether it should be featured
⢠Make sure to rest well before the shoot
8. Makeup and Hair Services
While individual photoshoots often include makeup and hair services, this is usually different for corporate shoots with multiple people. If you opt for makeup services, make sure to schedule sufficient time for touch-ups. Otherwise, ensure participants arrive camera-ready.
⢠Bring finishing powder
⢠Keep a lint roller and blotting paper handy
9. Reminder for Your Team
Send out reminders the day before the shoot to ensure everyone is prepared and well-rested. Avoid scheduling shoots after corporate events to ensure participants look fresh.
⢠Send a reminder the day before
⢠Encourage participants to rest well
⢠Avoid scheduling the shoot after corporate dinners
10. Photographerâs Information
Ensure your photographer is registered with your buildingâs security to avoid delays. If required, confirm whether the photographer needs a Certificate of Insurance (COI).
⢠Register the photographer with security
Photographers typically need about 20 minutes to set up. To ensure everything is ready, we usually arrive 30 minutes before the shoot. Itâs always nice to offer water or snacks while we get everything in place.
⢠Allocate extra time for setup
⢠Consider offering refreshments
12. Tips to Relax and Feel Comfortable During the Shoot
We understand that photoshoots can be nerve-wracking, especially in a corporate setting, but our photographers guide clients every step of the way. If youâre unsure about posing or feel self-conscious, donât worryâitâs completely normal. Weâll help you with everything, from what to do with your hands to finding the most flattering angles. We also like to play light music and keep the atmosphere relaxed with casual conversation and a few jokes.
⢠Guidance on how to pose and where to place your hands
⢠Tips on the best angles for you
Before the official shoot begins, weâll take a series of test photos to ensure everything looks perfect. Youâll have the chance to confirm with your supervisor or manager if they approve the look before we proceed.
⢠Confirm with your boss before starting
On average, it takes around 7 minutes per personâapproximately 5 minutes for men and 10 minutes for women, depending on the setup.
15. Selecting the Final Photos
We bring a computer to every photo shoot and connect it to the camera so you can review the images in real-time. This way, each person can choose their favourite shot for retouching.
⢠Select your best photo on-site
⢠An external screen is available for easier viewing
⢠If pressed for time, we can select photos for you
16. Photo Editing Process
Our retouching process includes adjusting skin texture, removing imperfections, brightening teeth, editing hair, adjusting outfits, and even body sculpting if necessary. We also correct backgrounds and can coordinate with your web designer to match any style requirements for your website.
⢠Body sculpting if necessary
⢠Background corrections
⢠Black and white and cropped versions can be provided
If needed, we can also offer additional services like candid shots, group photos, or even product photography and video testimonials. Just let us know what you need!
⢠Candid and group shots
Our typical turnaround time is 5-7 days for editing, but if you have a tight deadline, we can expedite the process at no extra cost. Weâll send you a link to download all the digital files once the editing is complete.
⢠5-7 day turnaround for 30 people
⢠Same-day edits are available if necessary
19. How to Receive Your Photos
Weâll send you a link to preview and download the images. Be sure to check whether your corporate system blocks services like Dropbox or if email delivery is more suitable.
⢠Is Dropbox blocked on your companyâs computers?
⢠Can you receive large files via email?
Preparing in advance makes a huge difference, so take care of the little details to ensure your photoshoot runs smoothly!
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