Headshot Day Checklist for Companies: Everything You Need Before, During, and After

A successful corporate headshot day requires meticulous planning. Use this comprehensive checklist to ensure every detail is covered before, during, and after your company's professional photo event.

Pre-Event Checklist (4-6 Weeks Out)

• Define scope: number of employees, locations, desired visual style, intended uses
• Set budget: per-head or day-rate pricing (see our cost guide)
• Post job on ProShoot.io and review photographer portfolios and bids
• Book photographer with signed contract specifying deliverables, timeline, and usage rights
• Reserve venue space: quiet room with adequate ceiling height and electrical access
• Create scheduling system (Calendly, Google Sheet, or similar)
• Draft employee communication with scheduling link and prep instructions

Pre-Event Checklist (1-2 Weeks Out)

• Send employee prep email with dress code, grooming tips, and what to bring
• Confirm all time slots are filled; follow up on no-responses
• Confirm setup details with photographer: room access time, equipment needs
• Purchase supplies: lint rollers, portable steamer, touch-up kit, mirror, water/snacks for photographer
• Create day-of sign-in sheet and schedule printout
• Designate a coordinator to manage flow on the day

Day-of Checklist

• Allow 45–60 minutes before first appointment for photographer setup
• Test first shot with coordinator: confirm lighting, background, and framing match specs
• Have touch-up station clearly marked and stocked
• Post clear directional signage for employees who may be unfamiliar with the location
• Manage schedule: remind upcoming employees 5 minutes before their slot
• Track no-shows and fill slots with willing walk-ins
• Provide photographer with employee names for file labeling
• Confirm file backup plan with photographer before wrap

Post-Event Checklist

• Receive edited files within agreed turnaround (typically 5–10 business days)
• Review all images for quality: consistent lighting, sharp focus, professional appearance
• Organize files in a shared repository accessible to marketing, IT, and HR
• Update website, LinkedIn company page, and employee directory
• Send individual photos to employees for personal LinkedIn and professional use
• Document the photographer, settings, and brief for future sessions
• Schedule next headshot day (typically annually)

Find the right corporate photographer for your headshot day on ProShoot.io. We have experienced photographers in Chicago, Dallas, Miami, and every major U.S. city. Post your job free today.