How to Organise a Corporate Headshot Day for Your Team in London
Organising professional headshots for an entire team can seem complicated, particularly when employees have different schedules, meetings and responsibilities.
Whether you're an HR manager arranging photographs for 20 employees, an office manager coordinating a company-wide headshot day, or a marketing manager updating your team's website profiles, careful planning makes the process much easier.
A well-organised corporate headshot day allows employees to receive consistent, professional portraits without spending unnecessary time away from work.
Here's how to plan one successfully.
1. Decide What Your Company Needs
Before contacting a photographer, establish how the photographs will be used.
Common uses include:
Company websites and team directories
LinkedIn profiles
Email signatures
Press releases and media profiles
Internal communications
Corporate presentations and marketing materials
Consider whether you need one photograph per employee or several options for different purposes.
You should also decide whether senior executives require additional portraits or whether group photographs are needed.
These details help the photographer recommend the right session length and production approach.
2. Choose a Consistent Photography Style
Consistency is one of the main benefits of organising professional team headshots.
When employees have photographs taken at different times, the results can vary significantly in lighting, framing, backgrounds and colour.
A coordinated photography day allows the entire team to be photographed using a consistent visual approach.
Some companies prefer neutral studio-style backgrounds, while others choose environmental portraits incorporating their office.
The right approach depends on your brand identity and where the photographs will appear.
Tip: If your company already has professional headshots, share examples with the photographer so new images can complement the existing collection.
3. Decide Where to Hold the Headshot Day
For many London businesses, the office is the most convenient location.
An on-site photographer can bring professional lighting, camera equipment and backgrounds, allowing employees to attend their appointments without travelling to a separate studio.
Ideally, choose a room with:
Enough space for lighting equipment and a backdrop
Access to electrical sockets
Minimal interruptions and foot traffic
Room for employees to enter and leave comfortably
A reasonably neutral environment
A meeting room or conference room often works well.
The photographer can advise on the space required for the selected setup.
4. Create a Realistic Employee Schedule
Scheduling is particularly important when photographing larger teams.
For a straightforward corporate headshot setup, approximately five to ten minutes per employee can be a useful planning starting point.
The actual time depends on the number of poses, outfit changes, individual requirements and image-selection process.
For example:
Employees | Estimated Photography Time |
10 | 1–2 hours |
20 | 2–4 hours |
30 | 3–5 hours |
50 | 5–8 hours |
These are planning estimates, not guaranteed session durations. They exclude or allow only limited time for setup, breaks and unexpected delays.
For larger teams, organising employees into scheduled groups can help keep the process running smoothly.
Tip: Ask employees to arrive a few minutes before their allocated slot.
5. Tell Employees How to Prepare
One of the easiest ways to improve a corporate headshot day is to send employees a short preparation guide in advance.
You can recommend:
Smart business or smart-casual clothing appropriate to your company
Solid colours rather than distracting patterns
Clean, well-fitted outfits
Simple accessories
Usual professional grooming
Bringing glasses if normally worn
Employees shouldn't feel they need to completely change their appearance for a photograph.
The goal is to create professional portraits that still feel authentic.
6. Make Employees Comfortable During the Session
Not everyone enjoys being photographed.
Some employees may feel nervous, uncertain about posing or uncomfortable with their appearance.
A professional corporate photographer should provide clear guidance on posture, positioning and expression.
Small adjustments can make a significant difference without making the experience feel overly formal.
A relaxed, efficient process is especially important when photographing employees throughout a busy working day.
7. Plan Image Selection and Retouching
Before the photography day, agree on how final photographs will be selected.
Some companies prefer employees to choose their favourite image, while others want a central contact to approve the final selection.
Also confirm:
Number of final photographs per employee
Level of retouching included
Image file formats
Delivery method
Expected turnaround time
Whether photographs will be labelled by employee name
Professional retouching should maintain a natural appearance while creating consistent exposure, colour and presentation across the team.
8. Consider Future Employees
A corporate headshot day shouldn't only solve today's photography requirements.
Companies regularly hire new employees, promote existing team members and update their leadership profiles.
Choosing a repeatable photography style makes it easier to maintain consistency as the company grows.
Consider keeping a record of the background, framing and visual style so future sessions can match the existing photographs.
For growing businesses, periodic headshot sessions may be more practical than arranging individual appointments every time a new employee joins.
9. How Much Does a Corporate Headshot Day Cost?
Corporate headshot photography is usually quoted according to the company's requirements.
The main pricing factors include:
Number of employees
Office location
Total photography time
Background and lighting requirements
Number of edited images per person
Additional executive or group portraits
Image delivery requirements
Photographing an entire team in one organised session can be more efficient than arranging separate individual appointments.
At Lia Photography, corporate headshot days are quoted individually to reflect the size and requirements of each project.
For more information, read our guide: How Much Do Corporate Headshots Cost in London?
10. Corporate Headshot Day Checklist
Before confirming your booking, make sure you have:
Confirmed the approximate number of employees
Agreed on the photography style
Selected a suitable office room
Created a provisional employee schedule
Shared clothing and preparation guidance
Confirmed the number of final photographs
Discussed image selection and retouching
Agreed on the delivery timeframe
Identified one company contact to coordinate the day
A little preparation can make a substantial difference to the overall experience.
Frequently Asked Questions
How long does a corporate headshot day take?
It depends on the number of employees and the photography requirements. Simple headshots may take around five to ten minutes per person, with additional time needed for setup, breaks and more complex portraits.
Can corporate headshots be taken in our office?
Yes. On-site corporate headshot photography is available across London, allowing employees to attend sessions at their workplace.
Do employees need to know how to pose?
No. A professional photographer should guide employees through positioning, posture and facial expressions.
Can everyone have the same background?
Yes. Using a consistent background and lighting setup is one of the main advantages of organising a corporate headshot day.
Can we arrange headshots for new employees later?
Yes. Future photography sessions can be planned around the same visual style to maintain consistency across the team.
Book a Corporate Headshot Day in London
Lia Photography provides professional on-site corporate headshot photography for businesses, offices and teams across London.
From smaller teams to company-wide photography sessions, we help businesses plan efficient shoots that produce consistent, natural and professional portraits.
Planning a corporate headshot day?
Tell us approximately how many employees need photographing, your office location and your preferred timeframe.
We'll recommend a suitable approach and provide a tailored quotation.
Request a Corporate Headshot Quote
Comments