If your company is bringing everyone together for an offsite, retreat, or annual meeting, adding headshots to the agenda is one of the smartest things you can do. Everyone is already there. Nobody has to schedule a separate session. The photographer sets up in a nearby room and people rotate through between meetings.

But there’s a right way and a wrong way to do it.

Timing Is Everything

Not every slot on the agenda is equal. Day 1, people are settling in — finding their rooms, catching up with colleagues, getting oriented. Day 3, they’re tired, jet-lagged, and mentally packing their bags.

The sweet spot is Day 2, afternoon, after lunch. Energy is still up. People have settled into the space. They’re comfortable.

The worst option — and this happens more often than you’d think — is 8am on the last morning during breakfast. Everyone is running on fumes and it shows in their eyes, their posture, their expression.

Each person is away from the meeting for less than 10 minutes. This isn’t a full-day production.

Use a Tiered Scheduler

An online scheduler eliminates the back-and-forth of coordinating time slots by email. Your photographer can set it up so leadership picks their preferred time first, then department heads, then everyone else fills in what’s left. Nobody needs to know it works that way — it just does.

This also means certain people can get the time they need. The CEO getting new marketing materials might need a few extra minutes. The rest of the team moves through efficiently.

Scope It Before the Meeting

The most common mistake is treating headshots as a simple add-on without thinking about what else you might need while the photographer is already there. Before the meeting, ask yourself: do you need just individual headshots, or also group photos, candids of the meeting in action, or event coverage for social media?

Nail this down weeks ahead. A photographer who knows the full scope can plan equipment, time, and staffing. Discovering mid-session that someone wants a group photo of 40 people in a ballroom is a different job entirely.

The Space

Your photographer can make almost anything work — a hotel conference room, a corner of the lobby, even a meeting room with furniture that can’t be moved. They bring their own lighting and background.

What helps: let them know the space ahead of time. And check with your venue early — some hotels and conference centers may require a separate room booking.

Want the full planning guide? I created a free resource specifically for meeting planners adding headshots to corporate events. Covers scheduling, space, wardrobe, scope, and how to make the whole thing run seamlessly. Download it here →

Isolde Baylor photographs corporate teams on location across Philadelphia, the Main Line, and King of Prussia. 170+ five-star Google reviews. I photograph at your office, your offsite, or wherever your team comes together.