How to Organise a Corporate Headshot Day for Your Team in London
If you're an HR or office manager, you've probably been the person tasked with sorting out team photos. Whether it's for a website refresh, new staff joining, or simply that the current headshots are years out of date — it always falls on someone to make it happen. This guide covers exactly how to plan it properly, without it becoming a logistical headache.
Why Team Headshots Matter More Than People Think
Consistent, professional headshots are one of those things that quietly affect how your company is perceived. A team page where half the photos are polished and the other half are casual selfies or cropped group photos sends a mixed signal — even to people who don't consciously notice it.
For client-facing teams, LinkedIn profiles, press materials, and internal comms, having a cohesive set of images reinforces that your organisation is put-together and professional. It's a small investment that does a lot of quiet work.
Studio vs On-Location: What Works Best for Teams
The most practical option for most London companies is an on-location shoot at your office. Rather than coordinating travel for everyone to an external studio — which quickly becomes a scheduling puzzle — a photographer comes to you, sets up a clean professional backdrop in a meeting room or quiet area, and photographs your team one by one throughout the day.
It's faster, less disruptive, and easier to manage. People step away from their desks for fifteen to twenty minutes and step straight back. There's no half-day out of office, no travel expenses, and no coordinating multiple people arriving somewhere on time.
At Lia Photography, this is exactly how we work with companies across London. We handle all the equipment, the setup, and the posing guidance — your team doesn't need any photography experience whatsoever.
How to Plan a Team Headshot Day: A Simple Checklist
Before you book:
Confirm the number of people who need headshots
Decide whether you need a consistent background or are happy with an environmental / office setting
Think about how images will be used — LinkedIn, website, press, internal — as this affects the crop and format you'll need
On the day:
Block out a meeting room or quiet space for two to three hours, depending on team size
Circulate a simple schedule in advance so people know when to come
Send a brief note about what to wear — plain, professional clothing tends to photograph best; avoid busy patterns
After the shoot:
Plan for images to be delivered within the agreed turnaround
Confirm who will be distributing photos to individuals
What to Tell Your Team Beforehand
The most common issue on the day isn't logistics — it's that people feel awkward in front of a camera. A quick message beforehand helps enormously. Let them know the session is relaxed, posing guidance will be given, and the photographer is there to make them look good — not to catch them off guard.
Even a brief heads-up about clothing makes a real difference to the consistency of the final images.
How Many People? Pricing and Logistics
Corporate headshot pricing at Lia Photography is tailored to your team size and requirements. Whether you have five people or fifty, we'll put together a quote that reflects the scope of the day. Sessions can be booked for a fixed block of time or structured to cover specific departments separately.
To get a quote or ask any questions, visit liaphotography.co.uk/headshot
Comments