Organizing headshots for a whole team usually falls to one person: an office manager, HR lead or marketing coordinator. This checklist covers what to confirm before an office headshot day, how to lay out the schedule, and what happens after the last photo. Atlanta photographer Dani Weiss photographs most corporate headshots on location, so the session fits around the workday.
Confirm team size and how the images will be used
Start with a list of everyone who needs a headshot, including remote staff who will be in the office that day. Note who also needs an executive portrait or a small-team photo. Then decide where the images will appear: the company website, LinkedIn, press materials or printed marketing. Image use shapes the background, the crop and how consistent every headshot needs to look. Share both details with Dani when requesting a quote.
Choose the room and background
Pick a space that can be set aside for the day, such as a conference room, an empty office or a quiet corner of a co-working space. Dani brings professional lighting and gear, so the room mainly needs enough open floor space for the setup. Decide on the background as well: a plain wall for a classic look, or part of the office for a more environmental headshot. Dani can help choose the option that best fits the brand.
Build the schedule
Book individual time slots instead of asking people to drop by whenever they are free. Dani confirms the slot length and setup time at booking, based on team size and the shots needed. A typical run of the day looks like this:
- Setup: Dani arrives before the first appointment to set up lighting and test the background.
- Individual headshots: one person per slot, in the order on the coordinator’s list.
- Small-team or group photos: scheduled for a time when everyone in the group is in the office.
- Catch-up slots: a few open slots near the end for late arrivals, retakes or last-minute additions.
- Wrap-up: a final check of the list before Dani packs down.
Larger teams can split headshots across more than one date.
Tell staff what to expect
Send the schedule about a week ahead with each person’s time, the room, and a short note on what to wear. Share Dani’s guide on what to wear for headshots, then send a reminder the day before. People tend to relax when they know exactly when they are needed and what to bring.
Plan for late arrivals
Someone will run late or get pulled into a meeting. Ask staff to let the coordinator know if they need to move, rather than skipping their slot. Move latecomers into the catch-up time instead of shifting everyone else, and keep a list of anyone who misses the day so a second date can be arranged if needed.
Selection and delivery
After the shoot, Dani culls the session to select the best images, then color calibrates them so the whole team looks consistent. A black-and-white option is provided when it suits the image. Final images are delivered for download in high resolution, plus a smaller file sized for social media and LinkedIn. Agree in advance who chooses each final headshot: each employee, or the coordinator.
Book an office headshot day
Learn more about Atlanta corporate photography with Dani Weiss, or contact Dani with the team size, location and preferred dates to get a quote.
