How to Plan a Headshot Day for Your Company

Define the outcome before choosing a date

List the places the portraits will be used: the company directory, LinkedIn, proposals, speaker biographies or press materials. Ask the website owner what crops and file sizes are needed. Agree on a background, level of formality and reference image before scheduling the whole team.

Decide whether you are replacing every portrait or matching an established set. If you want a match, share the original files rather than screenshots. The photographer can discuss which parts of the existing style can be repeated.

Build the participant list and name a coordinator

Create one working roster with each person’s name, department, availability and any scheduling constraint. Include new hires, leadership and staff who work away from the main office. Assign one person to manage changes so employees are not receiving competing instructions.

Discuss the headcount and available hours with the photographer before publishing time slots. Session length depends on the agreed approach; do not assume every person can be photographed at the same speed. Leave space for breaks, late arrivals and people who need additional help.

Confirm a workable room and access

Choose a room that can remain available throughout the session. Share photographs of the space and discuss lighting equipment, backdrop placement, power, access and privacy. A busy corridor or frequently booked meeting room can create interruptions that a quiet reserved space avoids.

For offices in Albany, Latham or other Capital Region communities, include the exact arrival instructions, parking arrangements and building contact. Confirm how equipment will get into the room and who can help if a door is locked.

• Confirm room availability for setup, photography and breakdown.
• Send parking, entry and room instructions.
• Identify a waiting area that does not obstruct work.
• Agree on an accessible path and private adjustments where needed.

Send a brief employees can act on

Keep the preparation note short: date, assigned time, room, wardrobe expectations and the coordinator’s contact details. Tell people whether they should bring a jacket, white coat or alternate top. Send a reminder before the session and make schedule changes in the same shared roster.

Ask employees to arrive close to their slot rather than all at once. An orderly schedule reduces queues and makes it easier for people to return to work.

Plan what happens after photo day

Decide who approves selections, who receives the final files and who updates the website. Agree on a naming convention before the session so photographs do not become difficult to match to people. Keep a record of anyone who missed the day and discuss a separate plan rather than treating them as forgotten exceptions.

Saratoga Headshot Company’s public process includes a consultation, guided photography with live image review, and delivery of retouched portraits. Confirm the details for your particular project before sending the staff brief.