How to get the office ready for a photo day.
An office photo day needs people in the right place at the right time. Reserve the rooms, arrange staff appointments and leave access time for setup and breakdown.
1. Know what needs to be photographed
Start with the headshots, group pictures and office scenes on your shot list. Check who appears in each photo and how many people need portraits.
Your website deadline matters too. Choosing and editing photos takes time after the shoot.
2. Reserve the rooms and check building access
A room photo or floor plan helps the photographer check the portrait space. Confirm available power, furniture and the times when the room can be reserved.
The building contact can explain equipment entry, elevators and vendor paperwork. Setup and breakdown need their own time, outside the photography hours.
3. Give everyone a place in the schedule
Check employee names against the website profiles. Note who needs an individual headshot, who belongs in each group and who has limited availability.
An office contact should be available on the day to locate staff and help with room access.
- Employee names and roles
- Individual and group photos
- Availability and known absences
- Office contact details
5. Get the office scenes ready
Check the rooms and backgrounds on the shot list. Clear confidential papers, screen content and notes on boards before they are photographed.
Arrange the people and materials for each working scene. Allow for meetings or visitors that may affect access.
6. Leave time to choose and finish the photos
Decide who will collect the selections and check employee names. Selection and delivery dates belong in the quote.
Return technical changes in one list. When the files arrive, check them against the shot list and keep the masters separate from the web crops.
Questions about preparing the office
What should we send employees before the photo day?
Send each employee the portrait location, appointment time, clothing guidance and the name of the office contact. Explain where the headshot will be used and how the final portrait will be selected. Tell people how to report a scheduling conflict. A clear preparation note helps the roster work without interrupting the rest of the office.
Link to this answerHow long should we reserve the room?
Reserve the agreed portrait room for equipment setup, the photography block and breakdown. Kit 10 allows up to three photography hours and Kit 20 up to five; setup and breakdown are separate. Confirm access times with us before booking the room. Keep meeting bookings and other uses outside that full reserved period.
Link to this answerWhat if an employee misses their appointment?
The office contact should flag an absence or delay while the photo day is running. We check whether another place is available within the agreed schedule. A portrait on a different date needs a separate arrangement. Do not assume the original package includes a return visit or individual make-up sessions.
Link to this answerWhat building requirements should we check before an on-site shoot?
Ask the building contact about visitor entry, equipment loading, lift access and any vendor or insurance-document requirements. Share them before the date is confirmed so we can check what the assignment needs. Also confirm the room’s availability and where employees will wait. Building access should be settled before the photography team arrives.
Link to this answerPlan your company’s photo day.
Start with your team size, office location and the photos you want to create.