Coordinating headshots for multiple people—whether it’s a handful of executives or your entire team—requires more than just selecting a date. Without a plan, these sessions can quickly become chaotic, unproductive, or rushed, leaving participants uncomfortable and the results inconsistent. As experienced professionals at St Louis Photo Studio, we know how to streamline the process with a straightforward, flexible schedule that ensures quality results while minimizing disruptions to your workday.
Why a Schedule Matters for Group Headshots
When it comes to corporate headshots, efficiency and consistency are key. A well-structured schedule helps:
- Reduce downtime for staff
- Maintain uniform lighting and framing
- Prevent bottlenecks and last-minute changes
- Ensure a relaxed environment for participants
- Maximize your investment in professional photography
Whether you’re planning for 10 or 100 people, the right approach keeps things on track while preserving the quality your brand deserves.
Step-by-Step: Creating a Simple Yet Effective Headshot Schedule
1. Determine the Total Number of Participants
Before anything else, get a clear headcount. This will guide how much time you need and how many days (or time blocks) to allocate.
2. Choose the Right Session Length
A good rule of thumb is:
- 10 minutes per person for standard headshots (includes posing, camera setup, and a quick review).
- 15–20 minutes per person if you’re offering multiple poses or outfit changes.
Build in buffer time every hour to handle late arrivals or unexpected delays.
3. Pick a Convenient Location
For larger groups, we often recommend an on-site setup in your office to reduce travel time and ease scheduling. Alternatively, our private studio at St Louis Photo Studio offers a distraction-free environment with optimal lighting and backdrops ready to go.
4. Group Participants by Department or Availability
Schedule team members in blocks (e.g., Marketing 9–10 a.m., Sales 10–11 a.m.). This minimizes disruption and lets people return to work quickly.
5. Use a Sign-Up Sheet or Online Scheduler
Send out a shared calendar or a digital sign-up tool (like Calendly or a Google Sheet) in advance. Allow employees to select their time slots, but keep final control so you can adjust for flow.
6. Provide Clear Prep Instructions
A few days before the shoot, email participants a brief guide on:
- What to wear
- Grooming and appearance tips
- What to expect during the session
This helps everyone show up prepared and confident.
7. Have a Point Person On-Site
Assign a coordinator (either someone from your company or our team at St Louis Photo Studio) to manage check-ins and ensure everyone arrives on time. This keeps the process smooth and on schedule.
Bonus Tip: Consider a “Make-Up Day”
Someone will always miss their slot due to a meeting or emergency. Build in a short overflow session or a make-up day for final stragglers. This ensures every team member is included without disrupting your primary shoot day.
Trust the Experts at St Louis Photo Studio
At St Louis Photo Studio, we’ve been helping companies of all sizes capture professional headshots since 1982. Whether you’re scheduling a handful of executives or dozens of employees across departments, we bring the planning, professionalism, and polish your brand deserves.
We are a full-service commercial photography and video production company, offering both studio and on-location services. Our team includes expert photographers, videographers, editors, and licensed drone pilots, and we’re fully equipped to meet all production needs—from editing and post-production to interview studio setups and custom branding visuals.
Our private studio space features a large shooting area with adjustable lighting, backdrops, and room for props, making it ideal for headshots, video interviews, and product imagery. We are also proficient in all file types and media formats, and we use the latest AI-powered tools to enhance and repurpose your content across platforms.
If you’re looking for a seamless way to photograph your team—and elevate your professional image—St Louis Photo Studio is ready to deliver. Contact us today to begin planning your next headshot session with confidence.
314-913-5626
Mike Haller
stlouisphotostudio@gmail.com
4501 Mattis Road St Louis, MO 63128
St Louis Photo Studio 