I enjoy providing companies with professional headshots for their employees. Here is a summary of what’s involved and volume price discounts.

Scheduling and Location

Weekday photo shoots are not an issue. With planning, I always work closely with companies to honor their priorities while minimizing the time with employees so each person can return to important tasks. Most sessions take 10 minutes and no more than 15.

Typically, I handle all headshots on the same day in a conference room, training area or other open space.

On some occasions, businesses ask me to take photos over two days to accommodate employees’ schedules. I provide that service at no extra charge. Most of the time, the dates are in place. Occasionally, we need a makeup date for a few employees who were ill or traveling.

Equipment and Backdrop

I bring a professional 5×7 foot cloth backdrop that is well suited for professional headshots. I attach it to 8-10-foot-wide bar and two stands. The design includes several shades of grey that work well behind each person (rather than a sold color).

After the photo shoot in post processing, I can change the shade of the backdrop to correspond to the employee’s clothing and skin tone. If a company prefers one color, I make the backdrop as consistent as possible. Lighting adjustments based on the body type, hair color, clothing and ski tone may result in some slight color differences. But I strive for consistency in the editing process.

I also bring two stands for lights, extension cords, an extra light as a backup, a speedlight (Flash) and two cameras.

Number of Photos

I take anywhere from 15-25 shots per person to reflect their personality, allow for hair movement, and to ensure their eyes are open.

In other words, I capture more photos than we need so I can rule out some that don’t work well. If an employee wears glasses, I often want extra phots to minimize edits after the session.

I use lights and the flash to avoid issues with shadows from frames. Any light spots from the flash can be edited. During the photo shoot, I make sure a flash doesn’t interfere with the employee’s eyes.

Overall, it’s not uncommon for portrait and headshot photos to include a very tiny light in the eye – known as a catchlight. When present, it can add, life, dimension, and depth.

Gallery

I create a custom gallery for each employee so they can select 1-3 based on the company’s preferences. Each gallery has a password and is accessed with any email. An employee and a company representative can each access the same gallery with different emails and the same convenient password. In addition to the password, I use other settings to prevent the public from accessing these galleries.

Many businesses only need one photo per employee. Additional ones may be needed if a black and white version will support the company (black and white versions include some contrast and other adjustments).

People with glasses sometimes want a photo without glasses. I take plenty both ways during the session.

Some employees switch from a jacket and tie to just a shirt and tie. Most of the time, the employee still selects one photo that stands out among the rest.

The gallery will feature 10-15 photos in most cases. A heart symbol is available. Employees click that to alert me to favorites.

The gallery will remain live up to a year (often much longer). All customers are notified when the gallery will be closed. The contract can specify a longer period if needed (no extra cost).

Photo Size and Resolution

All photos are shot in a high-resolution format (based on a 26-megapixel sensor setting). Any photo can be printed in any standard file size – even much larger than 16×20 if needed.

The gallery includes a download feature that gives employees and the company the option of downloading one image file or all of them in a web-based format (lower resolution) or the full large file format). A down arrow is used for the downloads.

Most customers want flexibility with photos, so I don’t format them to specific sizes. In fact, I leave extra room around employees in photos to support cropping. For final edits, if a certain size is needed (like LinkedIn), I can accommodate the request and specify in the contract (no extra charge).

Photo Access

The corporate customer typically will have access to over 100 photos for 10 employees. Sometimes, the total can reach 200 depending on the number of employees with eyewear, clothing differences during the session, the worker’s personality and more variables.

I don’t provide every photo I take for many reasons. I typically adjust settings throughout the photo session (ISO, aperture, light height and flash intensity). I adapt to skin tone, clothing and body type. I always select the best photos for the galleries. I also exclude photos if the employee’s eyes are closed or partially closed or if my speed shutter catches the person looking a different direction.

Guidance

I am every engaging and provide ample direction during the sessions. I talk about hair, jewelry, etc. Some people don’t like to have their photo taken. I use humor and a friendly tone to ensure it’s a pleasant experience.

I have several techniques I use to ensure that I get smiles from people who aren’t comfortable smiling in a photo session setting. I would be happy to discuss those with you.Some people prefer to smile without their teeth showing. I defer to their preference. Even a basic expression is fine. I don’t pressure people to force a smile, but I manage to elicit them with my approach and timing.

Before the sessions, I also offer direction on makeup with the company so employees can help prepare. Short chains and pendants have proven to be one of the challenges. Sometimes, an employee decides not to wear one. If they do, I focus on that familiar situation and make sure the pedant doesn’t disappear beneath clothing.

I’m sensitive to employees and go out of my way not to touch anyone. I bring a mirror if an employee wants to get another look before or during the session. Occasionally an employee may ask me to adjust a tie or flatten a bump on a jacket around a shoulder. I only assist when the employee wants the help.

Editing

The edits happen in two phases. All the photos in the gallery are pre-edited. I adjust lighting and crop images. For the final photos, I focus more on a light spot from the flash (sometimes on a nose or teeth). Most employees don’t mind if I slightly lighten the whites on eyes as well as teeth. I avoid changing the whiteness too much; I want faces to look natural. Other final edits can include acne, stray hairs and additional changes like modifying the backdrop color. I also remove notable clothing shadows and lint.

Production and Delivery

Galleries are available in 7-10 business days. Typically, it’s less than that and always noted in a contract. The timing depends on when I’m hired and other sessions and edits on my schedule. I also provide final edits within an additional 7 business days. Typically, it’s much sooner because I need to make final edits only to one photo per person (and sometimes up to three). If a customer needs a tighter timeline, I can discuss that and note the agreed timeline in the contract.

Payment and Use

I require only a small one-time retainer to hold a date – usually $100 toward the total (up to 12 employees). For larger numbers like 15-20, the retainer will be $150. I accept Venmo, Apple Cash, a check or payment through PayPal. Most of the balance is due when I am on site for the photos. However, the final 25% isn’t due until half of the galleries are ready.

All customers can use the photos for any purpose forever. In the contract, I request permission to feature photos on my website and social media. I don’t use photos when employees indicate that they don’t want them included with any of my marketing.

Sample Testimonial

“We were grateful to have Michael take our staff headshots. He took time with each team member and made everyone feel comfortable while capturing every detail with care. His personable approach made the experience enjoyable.”

Brian Upton
Executive Director
Building Hope in the City in Cleveland