How to Plan an Office Headshot Day

The most important question you need to answer is how many people need headshot photos? Then you’ll need to book a room with adequate space both for the photography equipment and for employees to move comfortably. Creating and sharing a sign-up schedule in advance is a critical step that saves everyone stress and time. Next, send staff a message detailing how they need to prepare for their headshot session. Last, create a plan for staff members who are off site that day or who work remotely. Here are more details for how we recommend you plan your office headshot day.

Start with a headcount and a deadline

If your company headshot photos are outdated, you may need to schedule headshot timeslots for your entire staff. On the other hand, maybe this time you only need to plan headshot photos for new hires or senior leadership. Consider your company’s overall marketing plan. Are you launching a new website or rebranding an existing website? Do you have a conference or corporate event coming up that you need to promote? This will help narrow down the timeline of how soon you should plan your headshot office day.

Pick the room (and what it needs)

The office room designated for headshots should ideally be a conference room or even an open corner. Depending on how many photographers you book for your office day, there should be enough space for a camera, a backdrop, and 15 feet between the camera and the backdrop stand at each headshot station. Also, consider any staff who may have physical disabilities and need accommodations to access both the room and the headshot station itself.

Build a sign-up schedule people will actually keep

Send the schedule to your leadership team early or schedule them first on your own to coordinate around meetings and events on their calendars. Leave an open window at the end for walk-ins or last minute adjustments to earlier time slots.

The email to send to staff a week before

Your staff needs clear communication on what will happen with headshots, when they will take place with a set schedule, and where with the exact location and room. They can be sent an inclusive wardrobe guide with tips for preparation before and on the day. Our team of photographers know how to reduce glare from glasses, so let staff know they should wear their glasses as usual and prepare to look their best on a typical day.

Plan for remote staff and next quarter’s new hires

Depending on how many staff need headshots, you may need to schedule second or third headshot office days. Keeping the same room will help the lighting stay consistent across days. Knowing the cycle of new hires at your company, you can look ahead at the calendar and plan another day to capture headshots for new hires after the next quarter begins. This will also help you plan for remote staff who were not able to attend on the original office headshot day.

What happens on the day

When creating a schedule, our team will need access to the headshot room in advance to set up equipment and capture test photos before your staff arrives for the first scheduled headshot. Our goal is consistent lighting and backgrounds across your entire staff so you have cohesive brand images for your marketing. We’ll provide easy, small tips for posing so that your staff look natural and authentic in their photos. Standard delivery time for edited images is 3-5 business days and rush turnaround is available if you request and we coordinate in advance. Whether it’s a Celebration corporate office or a conference room for a networking event off International Drive, we provide convenient on-site headshots for your team.

After the shoot: getting photos onto the website and LinkedIn

Once the headshot photos are edited and finalized, we’ll upload them to our online gallery system. Staff members will receive an individual email to notify them their final headshot photo is ready. If desired, we can also send the entire gallery to HR managers and office managers so you are able to access headshot photos and update your marketing. Staff can also update their personalized company communications, email signatures, and LinkedIn profiles.

Ready to put a date on the calendar?

View our Orlando corporate headshots to discover more about our mobile headshot services. Please provide us with a few details on this form and our owners Jason or Kara will aim to follow up with you within one business day. We will provide a custom quote for your staff so that you know exactly what to expect before we show up with our camera gear. You and your staff will love your headshot experience with Cannonfire Photography.

Last updated: October 26th, 2026