How to Prep Your Team for a Corporate Photo Shoot
Quick answer: Send wardrobe guidance at least a week ahead (solid colors, avoid busy patterns and logos from other brands), build a tight per-person schedule so people aren't standing around waiting, designate a staging area near the shoot location, and assign one internal point person to keep the day moving. Most "bad corporate photos" are a prep problem, not a photography problem.
Amir Yousef photographed on-location at Browsers Books in Olympia, WA. A solid, jewel-toned jacket anchors the shot and holds up perfectly under dramatic lighting without creating visual distraction.
The wardrobe brief that actually works
Don't just say "business casual" — that means five different things to five different people. Be specific:
Solid colors photograph better than patterns, especially fine stripes or small checks, which can create a moiré effect on camera
Avoid logos or branding from other companies (a competitor's swag, a sports team jersey with sponsor branding)
Jewel tones and neutrals are safer than neon or pure white/pure black for skin-tone balance
Bring a backup top if possible — coffee spills happen on shoot mornings
Send this in writing, not verbally in a meeting people will forget by Friday.
Build a real schedule, not a vague window
"Photos are happening sometime Thursday afternoon" guarantees people show up unprepared and the shoot runs long. Instead:
Assign specific time slots per person or small group
Build in 5-minute buffers between slots — sessions almost always run slightly long
Tell people exactly where to go and when, ideally with a calendar invite, not a Slack message that scrolls away
Designate a staging area
People need somewhere to wait that isn't directly in the shot — a nearby conference room or hallway works. This keeps the shoot area uncluttered and gives people a place to check wardrobe and hair before they're up.
A relaxed subject is a photogenic subject. Keeping the immediate shoot area clear of waiting employees gives the person on camera the space to focus and get comfortable.
Assign one point person
Someone internal needs to own keeping the schedule moving, answering "wait, am I up next?" questions, and being the decision-maker if something comes up mid-shoot (a no-show, a scheduling conflict). This should not be the photographer — running the shoot and running the people queue at the same time slows both down.
What happens if someone's unavailable
Build in a short makeup window at the end of the session for no-shows or late arrivals, rather than trying to squeeze them into an already-tight schedule. If that's not possible same-day, a short follow-up mini-session is usually more efficient than rescheduling the whole shoot.
FAQ
What should employees NOT wear for corporate headshots?
Avoid busy patterns (like fine stripes or small checks) that can cause a distorted moiré effect on camera, as well as visible logos from other brands. It is also best to steer clear of neon colors, pure white, or stark black, which can throw off the camera's skin-tone balance.
How much time should we budget per person?
Plan for 5 to 15 minutes per person, depending on how many looks or setups you need. Always build a 5-minute buffer between slots to accommodate slight delays, slow transitions, or quick wardrobe tweaks without throwing off the entire day.
Should we do hair and makeup before the shoot?
Yes, employees should arrive camera-ready with their hair and makeup already done, as tight scheduling rarely allows for full styling on set. However, encourage them to bring touch-up items—like powder, lip balm, or a comb—for a quick pass in the staging area right before their turn.
