Office Headshots: What to Expect When I Bring a Mobile Studio to Your Workplace

Who this is for (and what usually worries people)

This post is mainly for the person organising the day: PA/EA, HR, Internal Comms, Marketing, Office Manager, Ops, or whoever has drawn the short straw.

It’s also for the camera-shy people who will quietly Google “what happens at a headshot session” the night before.

The common concerns I hear are very practical:

• “Will this disrupt the day?”
• “How much space do you need?”
• “What do I tell staff to wear?”
• “How do people choose their photo?”
• “Can you keep it consistent across the team?”

Good news: a team headshot day is straightforward when the process is clear.

What I need from you: space, schedule, and one point of contact

To make a headshot day run smoothly, I only need a few things agreed in advance.

Space requirements: a meeting room or quiet corner

A small meeting room is ideal, but it’s not essential. A quiet corner can work just as well.

What matters most is:

• A bit of separation from heavy footfall (so people can relax)
• Enough room for a backdrop and lights
• A nearby plug socket

You don’t need “good natural light”. I bring the lighting that creates the look.

Scheduling options: time slots vs drop-in

There are two common ways to run it:

1. Pre-booked time slots – best when diaries are tight. People know exactly when to turn up.
2. Drop-in flow – best when teams are flexible. It can feel easier, but it needs a little herding.

Often, a hybrid works well: leadership on slots, everyone else drop-in.

If you’re booking a team day, you’ll also want to look at my corporate headshot approach here: corporate headshots.

What happens on the day (step-by-step)

1) I arrive and set up (around 30 minutes)

I’ll arrive, say hello, confirm the space, and then set up the mobile headshot studio.

Setup usually takes around 30 minutes. While that’s happening, your team can carry on working. It’s a quiet setup, and I’m used to office environments.

2) Each person’s slot (teams: 5–10 minutes)

For a team day, most people take 5–10 minutes each.

The rhythm is simple:

• quick hello and reset posture
• a few frames to get comfortable
• small adjustments (chin, shoulders, expression)
• confirm favourites as we go

If someone needs a little longer, that’s normal. Some people settle immediately, others need a minute to stop feeling “on show”. The point is to keep it calm, not rushed.

3) Live review and quick adjustments

This is the part most people find reassuring.

I show each person a few frames as we go. If something looks off, we fix it straight away. That might be a small change in posture, a subtle expression shift, or adjusting the angle.

It removes the “hope it worked” feeling and helps camera-shy people relax quickly because they can see what’s happening.

Team headshot day vs individual session: what’s different

This is where many posts get vague, so here’s the clear split.

Team headshot day

• Time per person: typically 5–10 minutes
• Focus is on consistency across the team (lighting, framing, background)
• Live review stays quick and practical
• The organiser needs a smooth flow and predictable delivery

Individual session

• Time is usually longer than a team slot
• We can explore more variation in expression and options
• It’s more tailored to role, audience, and personal goals

Both are coached. The difference is simply pace and scope.

What staff receive after the session

This is the bit organisers care about, because it’s what gets used across the business.

File formats, crops, and naming

After the shoot, your team receives finished images supplied in two versions:

• Web-ready for LinkedIn and websites
• High-res for print and internal use

Files are neatly organised so you’re not chasing people for “the right version” later.

If you’d like images named per person to make admin easier, that’s something we can plan for as part of the schedule.

Delivery timeline

For teams, finished images are delivered in two working days.

Optional add-on: personal branding images for leadership/marketing

Sometimes the organiser also wants a small set of extra images for leadership or marketing use, beyond the standard headshot.

If that’s you, I can add a short personal branding block into the day (usually for one or two key people) to capture a wider range of images for web and content. If that’s helpful, take a look here: personal branding photography.

Organiser FAQ

What should people wear?
Solid colours usually work best. Avoid busy patterns and loud logos. If someone’s unsure, a smart jacket or a simple top is a safe choice.

Do glasses cause problems?
Glasses are fine. I’ll watch for reflections and adjust the setup if needed.

What if someone is late?
It happens. If we’re running slots, I’ll either swap them with the next person or bring them in at the next available gap.

Can we include new starters or last-minute additions?
Usually yes, as long as we’ve got a little buffer. If you expect changes, tell me up front and I’ll suggest a schedule that can cope.

How do people choose their photo?
Through live review. People see a few frames as we shoot, we adjust, and we confirm favourites as we go. It keeps the day moving and avoids a big “choose later” admin task.

Final checks to make the day run smoothly

If you’re the organiser, here’s the short checklist that saves hassle:

• Choose a quiet space (meeting room or corner)
• Decide on slots, drop-in, or hybrid
• Share a simple “what to wear” note to staff
• Have one point of contact available for quick questions
• Allow a little buffer for late arrivals and last-minute changes

Organising a team headshot day?

Message me here or check availability on the contact page. I’ll suggest the best setup and a simple schedule for your team.

If you’d like to compare approaches, you can also read Mobile vs Studio.