The Ultimate Guide to Hosting a Company Headshot Day
Headshot day doesn’t have to feel like picture day from middle school. With the right setup and flow, it can actually become one of those surprisingly fun, confidence-boosting moments your team looks forward to. Whether you’re hosting it in-office, at a conference, or during a company retreat, here’s how to make your corporate headshot event smooth, professional, and genuinely enjoyable.
1.Start With a Clear Goal
Decide what these headshots will be used for — updated LinkedIn profiles, your company website, press kits, or internal directories. Knowing the purpose helps determine whether you need quick digital portraits or fully edited, brand-aligned headshots.
Headshots don’t have to be boring, think about your brand! Should the backdrop be a specific brand color, specific lighting?
2. Choose the Right Format
There are two main ways to host a corporate headshot day:
Headshot Station: Ideal for large teams or events. Fast, consistent, and instantly shareable.
Professional Headshots: A guided photographer session with lighting, direction, and light retouching — perfect for executives or smaller groups.
If you’re not sure which fits best, we’ll help you choose based on your goals and schedule.
3. Pick the Perfect Space
Look for an area with good natural light, clean walls, and space for equipment. We typically need about 8×10 feet for a backdrop, lights, and a camera. Conference rooms, lounges, or open office corners all work beautifully.
4. Set Up a Refresh Station
This is a small but game-changing detail. Stock a table with:
A mirror and soft lighting
Lint rollers and blotting papers
A comb or small hairbrush
Static spray and tissues
It helps everyone step up feeling polished, and saves you from fixing flyaways later.
5. Plan the Flow
For small teams, create a quick sign-up sheet with 5–10 minute slots per person.
For large events, a simple digital check-in (tablet or QR code) keeps things efficient.
Always schedule short breaks every hour, they keep energy and smiles fresh.
6. Encourage Team Spirit
Play light music, offer coffee or snacks, or brand your space with company colors. People loosen up when the vibe is welcoming. A relaxed team = better photos.
7. Follow Up Fast
Deliver edited galleries promptly and remind your team to download or select favorites. For additional edits, allow up to 30 days after gallery delivery to keep everything moving smoothly.
8. Make It a Tradition
Hosting a yearly or bi-annual headshot day keeps your team photos up-to-date and your brand visuals consistent. It’s also a fun way to welcome new hires or celebrate milestones.
🎉 We offer promotional discounts for recurring clients.
Final Tip
A great headshot event feels effortless — organized, upbeat, and on-brand. At Flux Photo Booth Company, we handle every detail from lighting to instant delivery so your team can simply show up, smile, and leave with photos they love.
