How to Prepare Your Team for an On-Location Headshot Day

You're in Charge of Headshot Day — Now What?

If your boss just asked you to coordinate headshots for the team, take a breath. It's easier than you think. I've done this for companies with 5 people and companies with 50, and the process is the same. A little planning up front makes the whole day run smoothly for everyone — including you.

Here's everything you need to know, from booking to the final deliverables.

Pick the Right Space

I bring my entire studio to your office — professional lighting, backdrop, tethered display — so I don't need much. About 10 feet square of unobstructed space with access to a power outlet is all it takes.

A conference room with the table pushed aside is ideal. A quiet lobby corner, break room or any open area that's out of the main traffic flow works too. Avoid spaces with floor-to-ceiling windows — controlling the light is important, and I'll need to manage ambient light to get consistent results.

I arrive about an hour early to set up, so make sure the room is available for the full duration — setup through the last session.

Build the Schedule

Most individual sessions take about 10 to 15 minutes. That includes posing guidance, coaching and the shoot itself. Plan for 15-minute slots so we stay on track without rushing anyone.

Send the schedule to your team at least a week in advance. Let people pick their preferred time if possible — it reduces no-shows and gives everyone a chance to prepare.

Pro tip: schedule leadership first. Once people see the CEO walked out smiling, the rest of the team relaxes.

What to Tell Your Team

The biggest obstacle to great team headshots isn't lighting or backgrounds — it's nerves. Most people dread having their photo taken. A short, friendly email a few days before goes a long way.

Here's what to include: the date, time and location of their slot. Tell them to wear their most appropriate professional outfit — solid, darker colors work best, no busy patterns, no logos. Unlike a studio session, there isn't time for wardrobe changes on location (though a quick jacket swap is fine). Let them know each session is quick and that I'll coach them through every pose and expression. Nobody is expected to know what to do in front of a camera.

If you want, I'm happy to provide a ready-to-send email template you can forward to your team.

Day-Of Logistics

If your building has lobby security, make sure my name is on file so I can get in without a delay. Have someone greet me at reception and walk me to the space. I'll need about 60 minutes to set up before the first session.

If your office has a mirror near the space, great — people like a final check before they sit down. I bring a lint roller, so that's covered.

What Happens During Each Session

Each person walks in and I start coaching them through posture, expression and small adjustments. Most people visibly relax within the first minute.

I shoot a variety of expressions — some more serious, some with a natural smile — so each person has options. They can see their shots on the tethered display in real time, which builds confidence fast.

The whole thing takes about 10 to 15 minutes. Most people say it was way less painful than they expected.

After the Session

Retouched images are delivered to you — the point of contact — within 10 business days. You'll receive high-resolution files for everyone, ready to distribute to your web team and the individuals we photographed. Each headshot is ready for LinkedIn, your website, email signatures — anywhere it's needed.

I handle all the retouching: skin smoothing, stray hair cleanup, minor blemish removal. Nothing heavy-handed — the goal is to look like yourself on your best day.

The Checklist

To recap: reserve a 10-foot-square room with a power outlet. Build a schedule with 15-minute slots. Send your team an email with wardrobe guidance. Register me with lobby security if needed. Have someone meet me at reception. That's it.

I handle everything else — setup, coaching, shooting, retouching, delivery. Your job is logistics. My job is making everyone look great.