Organizing a successful office headshot photography session at your workplace can be a daunting task. Coordinating schedules, selecting a skilled headshot photographer, and ensuring a seamless shoot can sometimes feel like planning a complex event. However, with the right guidance and preparation, you can make the process smooth and efficient. In this comprehensive checklist, we’ll walk you through the essential steps to host a successful on-site office headshot photography session.
Step 1: Schedule Ahead of Time
The key to a successful office headshot session is early planning. Employees often have busy schedules, so providing them with ample notice is crucial. While some organizations have flexible corporate headshot arrangements at a studio, many do not. Therefore, it’s advisable to plan and inform employees about the photo shoot at least three weeks in advance.
Step 2: Ensure an Ideal Photography Area
Creating the perfect backdrop for professional headshots requires attention to detail. Discuss your vision with the photographer and ensure that you have a well-lit, spacious area reserved for the shoot. If you prefer an office view as a backdrop, make sure the windows are clean and that weather conditions won’t interfere with the desired view.
For studio backdrops, you’ll need an open area with limited overhead lighting. Most on-site studio setups require approximately 20 feet by 12 feet of open space, free from hanging light fixtures. If you plan to use a conference room, ensure that any heavy furniture is movable.
Step 3: Implement a Registration Scheduling System
For groups exceeding four people, it’s more efficient to schedule employees for specific time slots in advance. Consider setting up a custom registration page for employees to sign up for their sessions. This approach offers several advantages, including better preparation, reduced wait times, and direct photo delivery to employees.
Step 4: Discuss the Shoot with Property Management
If your shoot takes place in a public office space or co-working environment, obtain permission from the building or office space management. Property managers are often concerned about tenant logos and liability issues. Ensure your photographer has the necessary insurance coverage, or be prepared to assume responsibility for any liability. Inform building security to ensure smooth access for the photographer.
Step 5: Provide Dress Code Guidance
Many employees may not have experience with professional headshots. Offer clear guidelines on what to wear, and share a checklist for preparation. If using a studio backdrop, advise employees not to wear clothing that matches the backdrop color.
Step 6: Send Reminder Communications
In today’s busy world, people can easily forget appointments. Send employees reminder emails or texts the night before the session to ensure they arrive prepared and on time.
Step 7: Create a Comfortable Environment
Photography sessions can be intimidating for some employees. Create a relaxed and enjoyable atmosphere by playing music and maintaining a high-energy level. Encourage participation by providing clear instructions and making the experience feel like a fun challenge rather than a formal photoshoot.
By following these steps, you can plan and execute a successful on-site office headshot photography session that leaves your employees with professional and memorable headshots.
St Louis Commercial Photographers 