Professional headshots give your company a polished and cohesive look and create a strong first impression on websites, LinkedIn profiles, and marketing materials. However, coordinating headshots for an entire office can be a logistical challenge.
A corporate headshot day streamlines the process, ensuring every employee gets a high-quality photo while minimizing disruptions to the workday. With the right planning and partnering with a trusted Chicago professional photographer, you can keep the session efficient, stress-free, and beneficial for your entire team. Here’s how to organize a successful office-wide headshot session in Chicago.
1. Set Clear Goals and Expectations
Before booking a photographer, define why your company needs new headshots. Some common reasons include updating employee photos on the company website, refreshing LinkedIn profiles, or preparing marketing materials.
Once you have a goal, decide on the style of headshots. Should they be formal with a neutral backdrop or more relaxed with a natural office background? If your company has a creative culture, an outdoor session with the Chicago skyline might be a good fit.
2. Choose the Right Photographer
Not all photographers specialize in professional headshots Chicago, so finding someone with experience working with businesses is key. Chicago has many professional photographers who offer on-site office sessions or studio setups.
When choosing a photographer, check their portfolio to ensure their style aligns with your company’s image. Ask about pricing for large groups, retouching services, and turnaround time. Many Chicago-based photographers offer group discounts, so it’s worth discussing pricing options.
3. Select the Best Location or Use a Corporate Event
The easiest option is to have the photographer set up at your office. A conference room with good natural lighting works well, or the photographer can bring a backdrop for a clean, professional look.
If the office doesn’t have a suitable space, an off-site studio is another option. Many photographers have studios in the Loop, River North, or West Loop. Some companies also opt for outdoor headshots, using nearby locations for a modern and fresh look.
Another option is using an already planned corporate event to capture headshots. If your company is hosting an annual meeting, leadership summit, or networking event, you can contact a Chicago professional photographer to set up a photo booth-style headshot station.
Employees are already gathered in one place, often dressed professionally, making it easy to capture updated headshots without disrupting the regular workday.
4. Schedule and Communicate the Plan
A well-organized schedule prevents long wait times and keeps the workday flowing smoothly. If the headshots will take place in the office, break the session into time slots, allowing 5–10 minutes per employee. If the headshots will happen at a corporate event, communicate the photo booth availability in advance and encourage employees to take advantage of the opportunity.
Once the schedule is set, send calendar invites with clear instructions on when and where employees should arrive. Offer reminders leading up to the shoot to ensure full participation.
5. Prepare Employees for the Session
Many employees don’t feel comfortable in front of a camera, so offering preparation tips can help. Share a headshot preparation guide covering clothing recommendations, grooming tips, and what to expect during the session.
Working with a photography team with a makeup artist who offers light makeup touch-ups ensures a polished, camera-ready look without the stress of last-minute fixes.
6. Ensure a Smooth Shoot Day
On the shoot day, everything should be set up before the first employee arrives. Assign someone to coordinate and keep things moving. This person can check employees in, keep the schedule on track, and answer any last-minute questions.
If the headshots are part of a corporate event, ensure the photo booth station is in a visible, easy-to-access area. Encourage employees to stop by between sessions or during breaks.
A good photographer with valuable experience capturing professional headshots in Chicago will guide employees on posing and expression, ensuring everyone looks confident and professional.
Final Steps: Maximizing Your Corporate Headshots
Once the final headshots are delivered, organize them by department or employee name for easy distribution. Providing high-resolution digital files ensures employees can use them across multiple platforms, from email signatures to the company website and internal directories.
A well-planned session saves time, enhances professionalism, and strengthens your company’s brand. If your office is due for an update, connect with a Chicago-based corporate photographer and take the first step toward a polished, unified team image.
