How to Book a Large Team Corporate Headshots Day in Vancouver

This is a step-by-step guide on how to book a large team corporate headshots day in Vancouver. Photographing 100+ employees in a single day (or over multiple days) requires more planning than an individual headshot session. But when done right, it’s an efficient way to get consistent, professional images across your entire team, and I can do it without the chaos!

This guide walks through the booking process for high-volume corporate headshot days, based on real projects with companies booking headshots for 200+ employees.

Why Companies Book Multi-Day Headshot Sessions

Large organizations typically schedule multi-day headshot sessions when:

• They need consistent imagery across departments or offices
• Employees are spread across different schedules or time zones
• New branding requires updated headshots company-wide
• Annual reports, website updates, or investor materials are approaching
• They want to offer headshots as a professional development benefit

The Booking Process: What to Expect

Step 1: Initial Inquiry and Scope Discussion

First contact usually comes from HR, marketing, or internal communications. In your headshot inquiry email, it is helpful to talk about:

• How many people you expect to photograph
• Preferred dates (usually weekdays when the office is busiest)
• Style If you know what style you want or if you need to recreate a current style. If you don’t know what style is best, just ask!  I am here to help!

Timeline note: High-volume sessions often require 4-8 weeks of lead time for internal approval, scheduling, and employee communication.

The most asked Question: Everybody asks for a price at this point, and for good reason! The more information you can include in your headshot inquiry email, the better equipped I will be to answer “How Much for Corporate Headshots?”

Step 2: Initial Call to Clarify Needs

A quick phone or video call helps align expectations before quotes go out. We discuss:

• Volume expectations: Are you expecting 50 people or 150?
• Scheduling model: Pre-booked time slots vs. open drop-in
• Headshot style: Clean background vs. environmental (office setting)
• Turnaround time: When do you need final images delivered?

This conversation ensures the quote reflects what you actually need and not just a generic estimate.

Step 3: Quote Submission and Internal Approval

After the call, you’ll receive a formal quote outlining everything we have discussed:

• Number of shoot days
• Hours per day
• Expected number of headshots
• Pricing (typically based on volume and time)
• Retouching and delivery details

Be Prepared: Approval can take 1-3 weeks, especially at larger organizations. Budget sign-offs, stakeholder buy-in, and scheduling coordination all take time. Patience here is normal.

Step 4: Vendor Forms and Contracts

Once approved, most companies require:

• Vendor registration forms (sometimes completed by you, sometimes by me)
• Signed contract outlining deliverables, dates, and terms
• Addendums or additional clauses (depending on company policy, legal, liability, usage rights)

Pro tip: Some organizations have lengthy vendor onboarding processes. If you’re hoping to shoot in November, start conversations in September. This also increases your chance of your headshot photographer being available on your desired dates.

Step 5: Deposit and Payment Terms

After contracts are signed, you’ll receive:

• Deposit invoice (typically 50% upfront)
• Payment options (wire transfer, credit card, e-transfer, Check or company purchase order)

Payment processing timelines vary. Credit cards are faster; wire transfers may take longer to set up, but are often preferred by finance teams.

Step 6: Location Scouting

Before the shoot, a site visit helps determine:

• Best room for setup (size, accessibility)
• Backdrop options (neutral wall, branded environment, portable backdrop)
• Equipment needs (table, chairs, power access, WiFi)
• Flow and logistics (where people line up, how they enter/exit)

Why this matters: Scouting eliminates surprises on shoot day. You’ll know exactly where to set up, how much space you have, and what the lighting conditions are like.

Step 7: Online Booking System Setup

This is where I make your life so EASY! I provide you with a custom online headshot booking link for staff and team members to sign themselves up. You will not need to organize 200 people’s schedules!

• Custom booking page with company branding
• Time slots (typically 2-5 minutes per person, depending on how many people are receiving headshots)
• Automated confirmations and reminders sent to participants
• Schedule viewer so the internal team can track sign-ups in real time

Bonus: Booking links can be shared via email, Slack, or internal communications.

If you’re running a drop-in model without pre-booking, QR code signs at the entrance let people join a waitlist on the spot.

Step 8: Pre-Shoot Communication

24 hours before the shoot, I send a headshot reminder to each person receiving a headshot:

• Wardrobe tips (solid colours, avoid busy patterns, bring options)
• Arrival instructions (how to find the room, what to expect)
• Contact person for day-of questions or issues

Clear communication reduces no-shows and ensures people arrive prepared.

Step 9: Headshot Day Logistics

On the day of the shoot, smooth operations depend on:

• Early arrival for setup (typically 1 hour before first session)
• Point of contact to meet you and grant building access
• WiFi access for tethering or cloud backup
• Dedicated space with minimal foot traffic and distractions
• Signage and wayfinding so employees know where to go

Standby/walk-in option: Even with pre-booking, offering a standby line for people who didn’t sign up ensures no one gets left out. QR codes make sign-ups quick and easy.

Step 10: Post-Shoot Delivery

After the shoot:

• Individual Headshot Galleries Immediately after somebody has finished taking their headshot photo, I send them a gallery with only their photos.
• Everybody Chooses Their Favourite Headshots You can choose how many retouched photos each person receives. (It’s best to set a deadline for people to choose their photos)
• Retouching and editing (turnaround time varies; typically 5 business days for large teams)
• Full Gallery You receive a separate link with everybody’s headshots organized alphabetically.
• Spreadsheet of Headshot Attendees I provide you with a comprehensive spreadsheet of everybody who participated in headshots.
• Final invoice I send out the final invoice the following day.

Tips for a Seamless Experience

Start Early

If you’re planning headshots for January, begin conversations in October or November. Internal approvals, vendor forms, and scheduling take longer than you think.

Be Flexible on Dates

Offering a range of dates increases the likelihood of finding availability. Mid-week (Tuesday-Thursday) tends to work best for corporate environments.

Communicate Volume Expectations Clearly

Knowing whether you’re expecting 80 people or 180 people changes the entire approach for pricing, timing, and logistics.

Plan for More People Than Expected

If you think 100 people will show up, plan for 120. Waitlists and walk-ins are common, especially when headshots are free to employees.

Confirm Equipment and Access Needs

WiFi, power outlets, table setup, and building access should all be confirmed at least a week in advance. This is why I do a site visit.

Have a Day-Of Contact Person

Someone from your team should be available on shoot day to handle last-minute issues, answer employee questions, and manage flow.

Common Questions

How long does each headshot take?
Typically, 2-5 minutes per person, including setup, direction, review, and transition time, depending on how many people we are photographing.

Can we add more people last minute?
Yes, but it depends on availability. Standby lines and booking buffer help accommodate overflow.

What if someone can’t make their time slot?
People can change their own timeslots to meet their needs, although I cannot guarantee a specific spot. Walk-in options provide a backup.

Do we need multiple backdrops or locations?
Not usually. One clean, well-lit setup keeps things efficient and maintains visual consistency.

How far in advance should we book?
For large-scale sessions (100+ people), 6-8 weeks is ideal. Smaller sessions can often be scheduled with 2-3 weeks’ notice.

Do you only offer corporate headshots in Vancouver?
I regularly travel for corporate headshots. If you need company headshots in the Lower Mainland or across Canada, I look forward to talking with you!

 

Final Thoughts

High-volume corporate headshots don’t have to be complicated. With clear communication, proper planning, and the right systems in place, the process runs smoothly from first inquiry to final delivery.

If you’re planning corporate headshots in Vancouver for your team and want to discuss logistics, get in touch. I’ve photographed hundreds of employees in single-day and multi-day sessions across Vancouver and can help you plan an approach that works for your organization.

About the Author
Rob Trendiak is a Vancouver-based corporate and commercial photographer specializing in high-volume headshot sessions, executive portraits, and corporate events. With over 20 years of experience, he works with mid-to-large organizations across Western Canada to create professional, human, and practical imagery.