Organising for a Headshot Photoshoot at your place of work

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Organising for a Headshot Photoshoot at your place of work


When one of my clients, who has a staff of, say 12, wants to organize a headshot photoshoot session at their place of work, there are several steps they can follow to ensure a smooth and efficient process. Here’s a guide to help them:

Organise a headshot photoshoot session at your place of work
  1. Set a Date and Time:
    • Begin by selecting a date and time for the headshot session. Make sure it’s convenient for the majority of the staff.
  2. Communicate in Advance:
    • Notify all staff members about the upcoming headshot session well in advance. Provide clear details regarding the date, time, and location.
  3. Designate a Coordinator:
    • Appoint someone from the staff as a coordinator for the session. This person can help organize the schedule, communicate with the photographer, and ensure that everything runs smoothly.
  4. Collect Preferences:
    • Ask each staff member about their preferences for the headshot session, such as clothing recommendations or any specific style they prefer. Share this information with the photographer.
  5. Choose a Suitable Location:
    • Select a well-lit and appropriate location within the workplace for the headshot session. It should have enough space for the photography setup and provide a clean and professional background. Natural light is not necessary.
  6. Coordinate Time Slots:
    • Divide the staff into smaller groups or schedule individual time slots to avoid overcrowding and long waiting times. Make sure everyone knows their assigned time.
  7. Prepare Staff:
    • Advise staff to dress professionally and groom themselves appropriately on the day of the session. Encourage them to bring any preferred makeup or grooming items if necessary.
  8. Photography Setup:
    • Ensure the photographer has all the necessary equipment set up at the chosen location in advance. This includes lighting, backdrops, and the camera.
  9. Efficient Flow:
    • Plan the session to have a smooth flow. Staff members should enter, get their headshots taken, and exit efficiently. The coordinator can help manage this process.
  10. Feedback and Review:
    • Allow staff to review their headshots immediately after the session if possible. This helps ensure they are satisfied with the results and can request any necessary adjustments.
  11. Delivery of Final Images:
    • Discuss with the photographer how and when the final edited images will be delivered. Ensure that all staff members receive their headshots in a timely manner.
  12. Thank You and Follow-Up:
    • After the headshot session, express gratitude to the staff for their participation. Follow up with any necessary post-session communication and address any questions or concerns.
  13. Use of Headshots:
    • Clarify with your client how the headshots will be used. Whether they are for internal purposes, company websites, or marketing materials, make sure the client understands the intended use.
  14. Archiving and Backups:
    • Ensure that the client keeps backups of the headshots and maintains an organized archive for future reference.
  15. Feedback Collection:
    • After the session, gather feedback from the client and staff members to identify areas for improvement and ensure future sessions are even more successful.
Prepare for the headshot photoshoot carefully explaining to staff what they should wear.

By following these steps and maintaining open communication between the client, staff, and photographer, the headshot photoshoot session can be efficiently organized and provide high-quality professional headshots for all staff members at the client’s place of work.

For more information on our headshot photoshoots at your location or my studio – click here.