How to Organize Corporate Headshot Sessions | Boston Corporate Headshot Photographer

Tips for organizing corporate headshot sessions with Boston photographer Joy LeDuc

People are always surprised when I tell them how much I love doing headshots for big teams. And while I know that it sounds boring, the truth is that each person brings their own unique energy into the room, and that energy creates a different experience for every single sitting.

If you’re in charge of organizing headshots for your company, here are the steps that I recommend to a seamless experience:

How to organize corporate headshots. Day long headshots with Boston photographer Joy LeDuc.

Coordinate with your photographer

When you get in touch with a photographer, the first thing you’ll want to do is to ask whether he or she is available on the days and times that you’re hoping to schedule your headshots. If you’re quite flexible on the dates, you can also ask the photographer to send you a few options. Don’t forget to also ask:

  • How will the photos be organized and delivered? Personally, I work with companies in order to organize the photos in a way that is convenient for them. If there is a web content portal that I can log into, or if Dropbox is an easier option, I’m happy to upload directly. Otherwise, companies may download named files from my online gallery.

  • How many final images will each person receive? Typically, each person from my sessions receives three hi-res options.

  • Is color correcting and retouching included? All of my images are color corrected and hand retouched.

Coordinate with your photographer in order to get the details hammered out before scheduling corporate headshot days.

Decide who’s getting headshots

If your company is on the smaller side, it may be feasible to have everyone photographed over the course of one to two days. However, for large companies it’s usually a select group who gets to participate in headshots at any given time.

This might be:

  • A certain division

  • Those celebrating a certain year anniversary with the company

  • Only faculty/staff members

  • A specific team

Assign times or send out a signup sheet

Once you have the details hammered out, it’s time to let people know! The easiest way to get your headshots scheduled is to allow people to do it for themselves. One of my favorite tools for scheduling is Doodle. It allows people to self identify and to choose a time that works well for them.

In your email, you’ll want to be sure to include:

  • The date and time frame of the headshots

  • The location

  • A link to the signup app or form

Boston corporate headshots require a bit of planning but doing so will allow the day to run smoothly. Photographer Joy LeDuc shares her best tips for an easy day.

Send out a reminder (or two)

About three days to a week before the headshot date, I suggest sending out an email to remind people to put their headshot date and time into their calendars.

This is also a good time to talk about dress code, what to expect (how many final images, etc.) and to ask that people make every effort to be on time out of respect for others who are participating.

Follow up your initial reminder with one the day prior to the headshots, reminding everyone of the location of the headshots.

Voila! That’s it! You’ll just leave the rest up to me. The day (or days) of the headshots usually flies by. Afterward, I’ll go home and make the selects, retouch them, and get them back to you. Typically, the turnaround process takes about 7-10 business days depending on the volume of people at your company.

Is your company in need of freshened up headshots? I would love to chat!