Planning for your company's team headshots can seem like a daunting task with many moving parts. Whether you've already booked the session or are just starting to think about it, let me give you some useful tips to help ensure a smooth and organised headshot day.
1: Booking Your Team's Headshots
I recommend emailing a few local headshot photographers to get quotes. Check out their websites to review their work, give them a call to chat about their offer and find out if they are the best fit for your business.
To prepare a quote I generally need to know the following:
· How many team members will be getting headshots?
· How many images per team member (1-3)?
· Do you require any group shots, or in-action corporate imagery?
· What backdrop colour do you require?
· Do the images need to match existing headshots on your website?
· Do you have a corporate photography guide/brief?
· What is your preferred location for the photoshoot?
It's best to start planning and scheduling your team's headshot session at least 3-6 weeks in advance. If you're coordinating headshots around a scheduled team event or conference, consider booking even earlier to secure your preferred date. This lead time allows your team enough notice to plan their outfits, reschedule meetings, and book hair and makeup appointments if needed.
2: Selecting an Office Space for the Setup
A suitable backdrop and lighting setup requires some open space in your office. Ideally, I need an area of approximately 3.6m x 4.6m. A small table is also helpful. Conference rooms, empty offices, and warehouses are excellent options. Even a large kitchen area! If your office or event space doesn’t have an area this large, we can discuss alternative solutions to accommodate the setup.
3: Scheduling Time Slots in Advance
For a seamless experience, it's beneficial to have your team members sign up for their headshot time slots in advance. This helps employees plan around their meetings and ensures everyone knows when to arrive. We want your headshot day to be efficient and as least disruptive as possible.
Some companies prefer to handle the scheduling internally and send me the final schedule a few days before the shoot.
Alternatively, I offer a private online scheduling option for your employees to sign up, which can save you time and effort. I can set up the scheduling and send you a link that you can forward to your employees. They can then select their preferred time slot. I work with the company’s coordinator to make sure everyone is booked in, and that we both have a copy of the schedule.
4: Reviewing Parking and Building Rules
It's helpful for me to know where to park and unload my equipment, as I come with some heavy and awkward gear. Additionally, I appreciate knowing about any building rules, such as entry access and contact people. Knowing this in advance can help prevent any delays during the setup.
If the only option is paid parking, the parking fees will be added to your final invoice.
5: Providing Outfit Tips to Employees
Once the headshot session is booked, I'll send you my “Preparing for your Headshot guide” to share with your team. This guide includes general tips on how to prepare to get the best image on headshot day.
If your company has specific dress code requirements such as colour palettes, jackets/no jackets, ties/no ties etc, please communicate these details early to avoid any surprises on the day. Some companies have a corporate photography guide or brief. If your company has these, please send it through to me when making your booking.
6: Sending Email Reminders
Remind your employees about their headshot appointments 1-2 days in advance. This gives them enough time to prepare their outfits and ensure they are available at their scheduled time.
7: The Day of the Shoot
On the scheduled day, I arrive early to set up the backdrop, lights and my check-in table. I can also address any last-minute questions that you may have. I will have a printed copy of the schedule so that we can ensure everyone gets their headshot on the day.
I will spend time with each team member to ensure we get the best headshots images and multiple options for them to choose from. I appreciate that most people are a little uncomfortable getting their headshot taken, so I am focused on making each photoshoot as friendly and relaxed as possible.
Following these tips can help make your team's headshot day a success, ensuring that everything runs smoothly and that your team is well-prepared and comfortable.
If you have any queries, please do not hesitate to contact me on northsideheadshots@gmail.com
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