How to get your team ready
for headshot day
One of the Zachry Construction outdoor headshots, in a black double-breasted blazer and a blue shirt.
The short answer
Book a room, share a sign-up schedule and send your team a short what-to-wear note a few days ahead. On the day, we need about 45 minutes to set up, then about 10 minutes per person in front of the camera. Afterward, each person picks a favorite from a private gallery, and retouched headshots arrive the next business day after the picks.
When you book
- Count heads. A team half day covers up to 15 people and a full day up to 35. On a half day, each person beyond 15 is $95.
- Pick the look. On a planning call, we agree on the backdrop, the crop and how many people are coming. For Joeris General Contractors, we photographed 33 executives at their office with one backdrop and one lighting setup, so they all match. For Zachry Construction, we photographed the team outdoors in one session.
- Matching older headshots? On a team full day, we can match the lighting and background of the team headshots you already have.
- Send the names. You send us a list, and we send back a sign-up schedule you can share with your staff.
The room
A conference room or an empty office about 10 by 15 feet works, with an outlet nearby. We bring the backdrop, lights and stands. Book the room for setup time too, about 45 minutes before the first person sits down.
A room close to where people work makes it easy for them to come in between meetings.
A few days before: a note for your staff
Share the what-to-wear list with your team a few days before the shoot. Here’s a note you can paste into an email and edit:
Our team headshots are on [day] in [room]. Please sign up for a 10-minute slot. Wear what you wear on a good day at work. If clients know you in a lab coat, a uniform or a company polo, wear it. Solid colors and simple textures work best, because very fine stripes and tiny checks can shimmer on screens. Iron or steam your clothes the night before. Wear your glasses if you wear them every day. Keep the company pin, and leave the lanyard and name badge at your desk. Do your hair and makeup the way you usually wear them, and bring powder or blotting paper for shine. After the shoot, you’ll get a private link to pick your favorite photo.
Want a hair and makeup artist on site? One can be added from $500 per half day.
On the day
Each person spends about 10 minutes in front of the camera. We coach everyone, then show them a few frames on the camera screen, so they head back to their desk knowing there’s one they like.
It helps to have one person on your side keep an eye on the sign-up sheet and send the next person over.
Zachry Corporate Communications put it this way: “[Carlos] has an impressive set of communication skills, allowing him to successfully communicate and fit in with all of our employees, from the front office to our ‘C Suite’ executives.”
After the day
- The next business day, each person gets a private gallery link to choose a favorite, and HR gets one master gallery with everyone.
- Set a deadline for picks. Retouched headshots arrive the next business day after the selections, so the sooner everyone chooses, the sooner the set is done.
- Each person gets one retouched headshot. More from the gallery are $75 each.
- Files come named with each person’s name, in a full-size version for print and a smaller one for your website and LinkedIn.
- Need them sooner? Rush delivery is 25% more.
New hires and anyone who missed it
We keep a record of the backdrop, lights and camera settings from your team day. New hires and anyone who missed it can be photographed later as an individual session, $350, so they match the people already on your website.
Common questions
How much does a team day cost?
A team half day is $1,800 for up to 15 people, and a team full day is $3,200 for up to 35. A 50% deposit reserves your date, and government and school clients may use a purchase order in place of a deposit. Here’s what headshots cost in San Antonio.
Can people use their headshot on their own LinkedIn?
Yes. Each person can use their own headshot on their personal LinkedIn profile and speaker bios. Your organization can use the set on its own channels with no time limit, and paid advertising is licensed separately.
Will the photos be heavily retouched?
No. We retouch the selections so people look like themselves, never over-smoothed.
Can we do this at a conference instead?
Yes. We can run a headshot station for attendees as part of your event coverage, priced with the event.
Can you send our building a certificate of insurance?
Yes. We carry commercial general liability, professional liability and workers’ compensation coverage with The Hartford, and a certificate of insurance is available on request.
Will people we hire later match the team?
Yes. We keep a record of the backdrop, lights and camera settings from your team day, so someone hired months later matches the people already on your website. A new hire is booked as an individual session, $350.
We only have a few people. Should we book a team day?
From six people on, a team half day costs less than booking everyone separately. Individual sessions are $350 per person, with two looks and three retouched headshots each. A team half day is $1,800 for up to 15 people, with one retouched headshot each.
pixelreflex MEDIA is a Latino-owned and woman-led company in San Antonio. See our headshot photography.
Ready to book your team?
Tell us how many people and where your office is. We’ll reach out within one business day.