The Short Version
- A successful corporate headshot day is mostly light logistics: a room, a schedule, and a short heads-up to employees.
- Reserve a quiet room with ~10 feet of clear space and power; the photographer brings backdrop, lighting, and review monitor.
- Budget about five minutes per person and roughly a dozen people per hour when building the sign-up schedule.
- A one-paragraph wardrobe note to staff is all the prep employees need; retouching and one-business-day delivery are handled for you.
Planning a company-wide headshot day sounds like a project. It isn’t. Nearly all of the work is light logistics you can finish in an afternoon, and the rest is ours. This checklist walks HR and operations teams through exactly what to line up before an on-site shoot in Philadelphia so the day runs on schedule and every portrait matches.
Pick a Room, Not a Studio.
You don’t need a photo studio — you need a quiet room. Any space with roughly ten feet of clear depth and a couple of power outlets will do, and a spare conference room is ideal. We bring the backdrops, lighting, and tethered review monitor.
Ideally the room has a door you can close to keep noise down and a little natural light nearby, though our lighting works in any conditions.
Build the Schedule.
Plan on about five minutes per person and set up a simple sign-up sheet in short slots. We comfortably move through roughly a dozen people an hour, and we’ll help you size the day to your exact headcount.
Leave a little buffer around lunch and any known all-hands meetings so the line never stalls, and stagger departments so no single team is all away from their desks at once.
- Share a sign-up sheet in 5-minute slots, grouped by team.
- Aim for ~12 people per hour when blocking the day.
- Add buffers at lunch and around standing meetings.
- Send one reminder the morning of the shoot.
Tell People How to Show Up.
Employees need almost no prep, but a one-paragraph heads-up removes the last bit of friction. Ask them to come dressed as they’d want to appear on their profile, favor solid colors over busy patterns, and bring a second top if they’re unsure.
Remind them there’s nothing to install or sign in advance — they simply show up at their slot.
Plan for New Hires & Absences.
Someone always misses the day — out sick, traveling, or hired next month. Decide in advance how you’ll handle them so your team page doesn’t drift back into mismatch.
Because we photograph everyone against the same documented setup, we can match latecomers and new hires to the exact same look in a short follow-up session whenever you need it.
Leave the Rest to Us.
Lighting, posing, on-the-spot review, retouching, and delivery are all ours. Each portrait is approved live on a monitor so no one is surprised later, and the full retouched gallery lands within one business day.
You point people to the room; we hand back a consistent, on-brand set ready for your website, LinkedIn, and press use.
Frequently Asked Questions
What do employees need to do to prepare for a headshot?
Very little. Come dressed as you’d want to look on your professional profile, favor solid colors over busy patterns, and bring a second option if unsure.
How many people can you photograph in one day?
Roughly a dozen per hour, so a typical on-site day handles anywhere from a small team to well over a hundred people, depending on the schedule you build.
What happens to employees who miss the headshot day?
Because everyone is photographed against the same documented setup, we can match anyone who was absent — or any new hire — to the identical look in a short follow-up session.
Who handles retouching and delivery?
We do. Portraits are reviewed live on-site, retouched to a consistent standard, and the full gallery is delivered within one business day.
Send us your headcount and a date, and we’ll turn this checklist into a complete run-of-show built for your Philadelphia office — you just reserve the room.