TEAM HEADSHOTS · PLANNING GUIDE
How to plan a team headshot day
A step-by-step guide for the person who got handed the job.
The short version
A team headshot day takes about 5–10 minutes per person. Up to 15 people fits in about 2 hours, up to 30 in a half day, and up to 55 in a full day. You need a room about 10 × 12 ft with a power outlet, a sign-up link so people book their own time, and one email telling your team what to wear. I bring the lighting and backdrop, everyone picks their favorite photo on the spot, and retouched images arrive within 2 weeks.
If you're the office manager, HR lead or marketing person who just got asked to "sort out headshots," this page is for you. I've run headshot days for 5-person startups and for 50 people in a day, and the ones that go smoothly all get the same few things right. Here they are, in order.
1. Count heads and pick the right size of day
Start with how many people need a photo, then add a few for the people who'll hear about it and want in.
| People | What to book | Time on site |
|---|---|---|
| 5–15 | Small Team | Up to 2 hours |
| 16–30 | Half Day | Up to 4 hours |
| 31–55 | Full Day | Up to 8 hours |
| 56+ | Custom quote | Let's talk |
Each person takes about 5–10 minutes, so 25 people fit comfortably in a half day and 50 in a full day. Setup is included in your hours. Pricing for each option is on the team headshots page.
2. Pick a date
Good times for a headshot day:
- —Before a website launch or a team page redesign
- —After a hiring wave, so new people aren't the ones without a photo
- —When a summer intern class starts (that's what Farallon Capital did in June)
- —Mid-week, mid-morning tends to get the best turnout.
Book about 3–4 weeks ahead, and earlier for the fall and December.
3. Find the room
I need a space about 10 × 12 ft with a power outlet. A conference room or an empty office works well. It doesn't need windows or anything special: I bring the lighting and the backdrop, so the photos look the same no matter what the room looks like.
Tricky rooms are fine. At Farallon Capital, the conference table couldn't be moved, so I shot across it and kept the backdrop and lighting identical for all 33 people.
4. Choose a background
This is the one decision that shapes how your team page looks for years. A clean white backdrop reads bright and modern. A grey backdrop is a little more classic and works on almost any website. We'll pick the one that fits your brand on the planning call.
Whatever you choose, I keep the lighting, background and framing on file, so new hires can match the rest of the team later.
5. Build the schedule
Send your team a sign-up link so everyone books their own time slot. Nobody waits in line, and people are back at their desks in minutes.
A sample half day for 25 people (setup is included in your hours)
- 9:00I arrive and set up
- 10:00First session
- Sessions every 7 minutes
- 12:55Last session wraps
- 1:00Done
If you're adding a camera-ready makeup artist, the touch-up happens right before each person's session. At Farallon, makeup plus the shoot took about 10 minutes per person.
6. Tell your team what to expect
Most of the nerves come from not knowing what's going to happen. Here's an email you can copy:
Subject: Headshots on [date]: pick your time Hi everyone, We're getting new headshots for the website, LinkedIn and our directory. A photographer is coming to the office on [date], and each session takes about 5–10 minutes. Sign up for a time here: [link] What to wear: what you'd wear to an important client meeting. Solid colors photograph best (navy, charcoal, burgundy and forest green look good on most people). Skip busy patterns, thin stripes and logos. You'll see your photos on screen during the session and pick your favorite before you leave. You're free to use your headshot anywhere, including your own LinkedIn. Thanks, [Name]
7. On the day
I arrive about an hour early to set up. Each person gets a few minutes of easy coaching (where to put your chin, what to do with your shoulders) and a relaxed shoot, then picks their favorite shot on screen before they leave. No proof gallery to chase afterward.
8. After the shoot
- —Retouched images are delivered within 2 weeks, or within 24 hours with rush delivery.
- —Every photo includes unlimited personal and business use for every team member. No licensing fees.
- —Out sick that day? New hire next quarter? They book a matching session later, and their photo sits right next to everyone else's.
Real example: Farallon Capital
33 people · 4.5 hours · ~10 minutes each, makeup included
Farallon Capital wanted clean, matching headshots on white for their summer intern class, on a schedule that didn't pull anyone away from work for long. They're booked again for November.
Planning questions
How long does a team headshot day take?
About 5–10 minutes per person. Up to 15 people takes up to 2 hours, up to 30 fits in a half day (up to 4 hours), and up to 55 fits in a full day (up to 8 hours). Setup is included in those hours.
How far ahead should we book?
About 3–4 weeks ahead, and earlier for the fall and December.
What if someone is out on headshot day?
They book a matching session later. I keep your lighting, background and framing on file, so their photo matches the rest of the team.
What do we need to provide?
A room about 10 × 12 ft with a power outlet, a sign-up link for your team, and someone who can let me in about an hour before the first session. I bring everything else.
Planning a headshot day?
Tell me your headcount and a rough date, and I'll put together a plan and a quote.