How to Plan On-Site Headshots for a Team of 50+
Coordinating headshots for a large corporate team doesn't have to be a logistical nightmare. Here's our proven process for capturing 50, 100, or 200+ employees in a single day.
Why On-Site Is the Right Choice for Large Teams
When you need headshots for 50 or more employees, asking everyone to travel to a studio is inefficient and expensive. On-site sessions eliminate travel time, reduce scheduling friction, and keep your team's workday disruption to a minimum.
We bring everything to you: portable studio lighting, professional backdrops, and an efficient workflow designed to photograph each person in 10–15 minutes.
The Pre-Session Process
4–6 weeks before:
- Confirm headcount and location with your facilities team
- Identify a suitable room (conference room, lobby, or open office area)
- Brief employees on what to wear
1–2 weeks before:
- Send a sign-up schedule to employees (we recommend 15-minute slots)
- Send a clothing guide (we provide one)
- Confirm the shoot date with your photographer
Day-of Logistics
We typically need 30–45 minutes to set up the portable studio. Once we're rolling, the pace is steady and efficient.
Tips for a smooth shoot day:
- Have a point of contact who can keep employees on schedule
- Set up a waiting area near the shoot location
- Communicate start times clearly — latecomers can disrupt flow
File Delivery
We deliver final edited files within 3–5 business days, organized by employee name. Files come web-ready and print-ready, with consistent white balance, exposure, and retouching across every photo.
Let's Talk About Your Team
We've photographed teams of 10 and teams of 300. The process scales. Get in touch to discuss logistics and availability.