What to Know Before Booking a Headshot Photographer
Frequently Asked Questions When Booking a Headshot Photographer
Booking a headshot photographer — whether for yourself or for an entire office — often comes with a lot of practical questions. Many of them aren’t about the photography itself, but about logistics: timing, turnaround, clothing, pricing, and how the day will actually run.
Below, I’ve answered some of the most common questions I’m asked when people are looking to book headshots, particularly for businesses and office environments.
How far in advance do I need to book?
Availability for individuals and companies
One of the advantages of headshot and commercial photography is that it can usually take place on weekdays, which works well for both studio sessions and office-based shoots. This often avoids the complications of busy weekends and allows sessions to fit more naturally around working hours.
Short-notice bookings and flexibility
Where possible, I’m often able to accommodate short-notice bookings. If you’re working to a tight schedule, it’s always worth asking. I pride myself on being flexible and working around a client’s availability whenever I can.
Planning for larger teams
When photographing a company or office team, availability often depends less on the photographer and more on internal logistics. Coordinating multiple staff members usually takes a bit of planning, and that’s something I’m very used to working with.
For larger teams, it’s absolutely possible to spread a shoot over one or more days if needed. This is always something we can discuss in advance to make sure the process runs smoothly.
It’s also worth noting that office-based shoots require preparation time. I usually allow at least an hour to set up my mobile studio properly. Getting this right at the start ensures the rest of the day runs efficiently, rather than feeling rushed.
How long does it take to receive the final images?
Making selections on the day vs after the shoot
There are two main ways image selection can work.
For individual sessions, or smaller shoots, it’s sometimes possible to make selections on the day. I can photograph directly into a laptop, allowing you to view and choose your images straight away.
However, when photographing a group or company, time is usually better spent capturing everyone’s headshot rather than stopping frequently for selections. Making selections during a busy office shoot can slow things down and create a backlog.
Online galleries for teams
For most company headshot sessions, I create an online gallery after the shoot. Each member of staff can view their images and select their final headshot at a time that suits them, without pressure.
Typical turnaround times
Once selections have been made, I usually allow a working week for final images to be professionally retouched and delivered digitally.
If you’re working to a specific deadline, it’s always best to mention this at the enquiry stage. I’m very used to working to time restrictions where possible and will always try to accommodate them.
What should I wear for my headshot?
This is one of the most common questions I’m asked — and there isn’t a single “right” answer.
Comfort over rules
My main priority is that you feel comfortable. If what you’re wearing helps you feel relaxed and confident, that will always show in the final images.
Nine times out of ten, I would rather someone feel comfortable in their own clothes than wear something they feel they should wear and end up feeling awkward in front of the camera.
Office dress codes and uniforms
If your company has a dress code or uniform, just let me know in advance and we can make sure this is reflected in the images. Consistency can be important for websites and marketing materials.
What to avoid
As a general rule, it’s best to avoid large, distracting logos or bold graphics. That said, most people don’t wear these to work anyway.
Ultimately, the goal of a headshot is to present you as approachable and professional. Dress in a way that represents how you want the world to see you.
How much do headshots cost?
Why prices vary
There isn’t a one-size-fits-all answer to pricing, particularly for company headshots. Costs can vary depending on several factors, which is why it’s always best to discuss your specific needs.
What affects the cost for companies
When creating a quote for a business or office shoot, factors can include:
the number of people being photographed
how many final images are required per person
whether the shoot takes place in your office or on location
the location itself
the overall time and logistics involved
Providing as much information as possible at the enquiry stage allows me to put together an accurate quote based on your requirements.
Individual headshots
For individual studio headshots, there are usually fewer variables involved. The best approach is simply to get in touch for current pricing and availability.
How do office and group headshot sessions work?
Space requirements and setup
I use a mobile studio setup that can be brought into your office. While it’s compact and easy to manoeuvre, it does require a reasonable amount of space to work properly.
As a rule of thumb, a meeting room or open communal area is usually sufficient. Being able to move tables and chairs to one side is extremely helpful, as there needs to be space between the background, the subject, the lighting, and the camera.
Keeping business running as usual
When photographing company staff, shoots often last at least a morning or a full day. Choosing a location that doesn’t disrupt day-to-day business makes a big difference. Ideally, staff should be able to attend their session without it impacting their normal work.
Scheduling staff
Most companies arrange time slots for staff members, which works very well. From my perspective as the photographer, the order of people isn’t usually important — as long as everyone is covered.
A common guideline is to schedule three to four people every half hour. If someone needs to swap slots or step in early due to a busy day, that’s never a problem. I’m always happy to work around the needs of the business.
Planning for absentees and future updates
Despite the best planning, people can be unwell or unavailable on the day. Where possible, it can be helpful to schedule a short follow-up session a week or so later to capture anyone who missed out.
The aim with company headshots is consistency — having a coherent set of images across your website and marketing. It’s always worth discussing how headshots can be updated over time, particularly as new staff join the company.
Final thoughts
Booking a headshot photographer doesn’t need to be complicated. A quick conversation about availability, logistics, and expectations at the start usually makes the entire process smoother for everyone involved.
If you’re considering headshots for yourself or your company and have questions specific to your situation, I’m always happy to talk things through and advise on the best approach.
If you have any questions about booking headshots — for yourself or for your company — feel free to get in touch via my contact page. I’m always happy to discuss your requirements and help you work out the best way forward.