How to Plan Company Headshots for Your Team: A Charlotte Coordinator's Guide
If you've been handed the job of getting headshots done for 10, 30, or 100 employees, you already know it's more complicated than it looks. You need a photographer who shows up prepared, moves quickly, and delivers images your team will actually use. This guide walks you through exactly how that works at Bazemore Studios — from planning the shoot to getting photos into employees' hands.
Bryan Bazemore, CPP, has worked with companies across Charlotte including Wells Fargo, Bank of America, Truist, KPMG, Tryon Medical, Novant, McFarland Construction, Swinerton and many more. Here's what the process looks like when you work with him.
Step 1: Decide Between In-Studio and On-Location
The first decision is whether your team comes to the studio or Bryan comes to you.
In-studio sessions work well for smaller groups or companies with employees spread across different schedules. Each person books a 15-minute slot, comes in at their time, and leaves with a professional headshot. There's no deposit required for established corporate accounts, and employees can book themselves using a dedicated link Bryan provides.
On-location sessions are the right call when you need to photograph a large team at once, or when it's simply easier to have the studio come to you. Bryan brings a complete mobile setup — backdrops, lighting, and everything else — directly to your office. The On-Location Studio option starts at $675, which covers travel, setup, and the first six people. Volume pricing applies as your headcount grows.
Both options produce the same quality of result. The choice is really about logistics.
Step 2: Match Your Existing Brand Standards
If your company already has a specific look — a particular background color, a lighting style, a cropping format — Bryan can match it almost exactly. Share a few examples from your current company directory or website before the shoot. He'll review them and replicate the setup so new headshots blend seamlessly with older ones.
No existing standard? That's fine too. Bryan will work with you to choose a look that fits your company's culture.
Step 3: Set Up the Booking Workflow
For established accounts, Bryan provides a corporate booking link that employees use to schedule their own slots directly. No deposit is required, and the process is self-serve. All you do is share the link — Bryan handles the scheduling from there.
For new accounts coming on for the first time, Bryan starts with a brief conversation to understand your volume, timing, and any brand specifications. From there, he can set up the workflow and image delivery that makes the most sense for your team's structure.
Step 4: Know What to Tell Your Employees
The coordinator's job gets easier when employees show up prepared. Here's what to pass along:
Avoid getting a haircut the day before if there's any chance they won't love the new look.
Sessions move quickly - usually 3-5 minutes for location, high-volume shoots. And less than 15 minutes for a studio session.
Employees will see their images on a monitor during the session, which makes the selection process faster and more confident.
Step 5: Receive and Distribute the Images
Images are delivered via an online professional gallery platform. The gallery can be distributed directly to the main contact for distribution to employees or employees can receive individual private galleries.
Formatting for LinkedIn, company websites, and email signatures is included at no extra charge.
One More Option: Composited Group Photos
If your team is growing fast, composited group images are worth knowing about. Bryan photographs each person individually and digitally combines them into a single group photo. When someone new joins the team, they can be added to the group image without scheduling a full group reshoot. It's a practical solution for companies whose rosters change frequently and for groups of around 20 or less.
Frequently Asked Questions
How long does each person take? In-stuidio sessions are up to 15 minutes per person. That's enough time to capture several images and make a confident final selection On-location, higher-volume shoots run at a pace of around 3-5 minutes per person on average. Sessions run back to back, so a group of 20 can comfortably be done in a morning.
Can you come to our office? Yes. Bryan's mobile studio setup comes to you. He brings full professional lighting, backdrops, and equipment to your location. The On-Location Studio option is designed for exactly this — no special space is required on your end beyond a reasonably sized room or open area.
How do employees get their photos after the session? Images are delivered through Pixieset, a private online gallery, usually the same day or within 24 hours. Each employee receives a link to their gallery and downloads their selections directly. For companies where external gallery links are restricted by IT policy, Bryan can send images via Dropbox or email instead.
How much does it cost for a team? In-studio sessions pricing will vary with your particular needs. In-studio sessions are 15 minutes per person with no deposit required for established accounts. On-location sessions start at $675, which covers travel, setup, and the first six people. Pricing adjusts as headcount grows. Contact us here for a straightforward quote based on your team's size and format.
Can you match our existing company headshot style? Yes. Share examples of your current company photography before the shoot and Bryan will replicate the background, lighting, and crop as closely as possible. This is one of the most common requests from HR coordinators, and it keeps your directory looking consistent as new employees are added.
What if we need to add employees later? New hires can book individual sessions at any time using a special booking link Bryan will provide.
Ready to Get Started?
Call or text Bryan directly at 704-516-4558, or email info@bazemorestudios.com to talk through your team's headshot needs. He'll help you figure out the right setup and get a workflow in place that makes the whole thing easy on you.
