How to organize a 100‑person corporate headshot day in NYC. Step‑by‑step guide with prices, timeline, and checklist

The 20 questions you must answer before you hire a photographer:

Use this guide when you need to run a smooth on‑site headshot day for 100 people in NYC. It covers pricing, timing, space planning, building rules, staffing, prep, consent, delivery, and risk. Every section gives a quick answer first, then the deeper detail and pro tips.

1) How much does a 100 person corporate headshot day cost in NYC?

Quick answer
Plan roughly $50 to $100 per person ($5,000-$10,000) for a full workday on-site.

Deeper detail
Large teams create economies of scale. Costs move with six levers:
• Throughput per hour per shooting station
• Number of stations and assistants
• On‑site tethering and selection
• Retouching count per person
• Same day or rush delivery
• Group or executive portraits added to the schedule

For context, several public price pages and posts show the pattern. A New York studio advertises on‑site at $599 per hour which equals roughly 10 to 12 people per two hours and lands near $50 to $120 per head depending on pace and scope. Some group rate pages start 100 person jobs near $9,500 which equals $95 per head with one retouched file per person. Other volume lists show 51 plus people around $55 per person for a lighter deliverable. Use these as directional anchors while you collect quotes that match your exact brief.

If you want a published reference package for the 100 person scale, see a corporate package that lists up to 100 people, one retouched image per person, one shooting day, and full on‑site setup. That is an example of how a complete day can be productized for this size.

Pro tip
Ask for a line item that states your cost per additional person. That protects you when late adds push the count to 110.

2) What is the exact timeline for 100 headshots in one workday?

Quick answer
With two shooting stations and real‑time selection, plan 5 to 8 hours on site plus setup and breakdown.

Deeper detail
Throughput math
• One station at 7 minutes per person equals about 8 to 9 people per hour.
• Two stations at the same pace equals about 16 to 18 people per hour.
• For 100 people, two stations run 6 to 6.5 hours of shooting time, plus arrivals and buffer.

Most teams use this flow
• 08:00 crew arrival and setup
• 08:45 test shot approval with comms or brand lead
• 09:00 to 12:00 rolling appointments
• 12:00 to 12:30 short break and equipment check
• 12:30 to 16:00 rolling appointments
• 16:00 to 16:30 safety pickup slots
• 16:30 breakdown and clear out

A NYC studio guide lists average time per person at roughly 5 minutes for men and 10 minutes for women which aligns with the plan above. Busy offices choose two stations so schedule slips do not cascade.

Pro tip
Approve the test frame on a tethered screen before the first attendee. Lock exposure, color, framing, and background. That one step prevents a late day reshoot.

3) How many photographers and stations do we need for 100 people?

Quick answer
Use two stations. Staff each with one photographer.

Deeper detail
Two stations reduce queue stress and give you a true backup. Your tech manages tethered capture, monitors focus and color, and marks selects. Your wrangler checks in staff, aligns name lists, and keeps the next two people ready. Larger companies sometimes add a third station for VIPs. A practical on‑site checklist from a high volume headshot provider supports this staffing pattern and gear layout.

Pro tip
Seat height control speeds posing. A compact stool and a reflector on a handle solve micro‑adjustments faster than moving lights. Field lists from working photographers call out that exact kit for office days.

4) What space and power do we need inside our office?

Quick answer
Reserve a conference room with roughly 15 feet of depth and 10 feet of width per station. One dedicated 15-amp circuit per station is plenty for modern strobe kits.

Deeper detail
Good headshots do not need a huge footprint. Two back‑to‑back stations fit in a medium conference room if you stagger the angles and use flags to block spill. Many NYC photographers publish portable equipment lists that reflect this approach. Freight elevator access and a clear path from loading dock save time. If you lack a clear space, book a nearby studio that lists freight access and power ratings in the spec sheet.

Pro tip
Ask building ops in advance about loading dock windows and if security needs serial numbers for carts and cases. That avoids delays at call time.

5) Do we need a certificate of insurance COI for our building in NYC?

Quick answer
Not necessary. Some NYC office buildings require a vendor COI that names the building owner or manager as certificate holder and lists general liability limits.

Deeper detail
Vendor COIs use the ACORD form. Large landlords and universities publish sample requirements. Expect at least 1 million dollars per occurrence for general liability and specific wording for additional insured and waiver of subrogation. Share your building’s sample language with your photographer so their broker can match it. For shoots in public or in city‑permitted areas, different insurance rules apply. New York City’s film office lists a 1 million dollar CGL baseline for permits which shows the standard scale of coverage in the city.

Pro tip
Do not chase a COI if your building does not require one. Save that admin time for scheduling.

6) How do we schedule 100 employees with minimal downtime?

Quick answer
Use a signup tool with 5-minute slots.

Deeper detail
A simple pattern works best.
• Two stations with 8 minute slots equals about 15 people per hour.
• Create 20 minute buffers at the top of each hour to absorb walk‑ups.
• Mark a last‑call window for pickups.

Create a Google spreadsheet with time slots and share it with your team. Office headshot checklists from large providers recommend scheduling at least two weeks ahead and aligning wardrobe, background, and pose standards. That gives HR time to enforce calendar holds and avoids meetings that turn into bottlenecks.

Pro tip
Post a sign at the room door with three lines. Name. Department. Email. People move faster when they see the flow before they enter.

7) What should staff wear for corporate headshots for a consistent brand?

Quick answer
Pick one backdrop and a small range of outfits that fit your brand. Solids first.

Deeper detail
Publish a one page style guide with do and do not examples. Advise haircuts a week before the shoot. Light powder to reduce shine. Avoid new skincare the night before. Remove lanyards and pocket bulges. A strong prep guide from a headshot studio gives simple rules that keep results consistent across many people.

Pro tip
The camera likes a fitted jacket with structure. If someone is on the fence between sizes, choose the sharper shoulder.

8) Do we need makeup and hair or only touch ups?

Quick answer
Ask everyone to come makeup and hair ready.

Deeper detail
Full makeup for 100 people balloons schedule time. A light grooming station keeps shine and flyaways under control without slowing the line. If you need full makeup for a subset, schedule them first and place a clear time block per person. Several corporate headshot planning guides suggest a prepared kit rather than full glam for volume days.

Pro tip
Provide blotting papers, translucent powder, a mirror, lint rollers, clips, and a steamer. Offer optional on‑site touch ups for client facing teams. Ask attendees to bring lip balm and a backup top. A quick swap fixes color or fit issues without a reshoot.

9) How does on‑site image review and selection work?

Quick answer
Use tethered capture to a laptop and client monitor.

Deeper detail
Real‑time selection removes the slow back and forth after the shoot and speeds delivery. It also keeps morale high because people see a winning frame on the spot. On‑site headshot checklists and gear guides describe this tethered workflow as the standard for office days. NYC studio guides also note that this is how you lock the look and limit repeats.

Pro tip
Mount a second display facing the subject. People relax when they see the live view and quick captures.

10) How many final images does each person get and what retouching level?

Quick answer
Standard volume deliverable is one retouched image per person with light cleanup.

Deeper detail
Define retouching rules in writing. Typical edits include flyaway hair cleanup, stray lint removal, gentle skin cleanup, and even background. Heavy reshaping should be opt‑in. Ask for a small set of alternate crops like square for LinkedIn and vertical for the website.

Pro tip
Approve a retouching test on two faces early in the day. That sets the baseline for the editor.

11) What file names sizes and crops do we need for LinkedIn and the website?

Quick answer
Use First_Last_Department.jpg as the filename. 3,000+ pixels per largest side of the photo.

Deeper detail
Follow LinkedIn’s help specs and keep files in JPG or PNG. That helps internal teams from re‑exporting files later. Official LinkedIn help pages confirm the pixel ranges and file types. Industry image size guides align with those ranges.

Pro tip
Save both color space and sRGB as metadata. You avoid dull color on some browsers.

12) How fast do we get proofs and finals and what rush options exist?

Quick answer
A common timeline is proofs or selections same day and final retouched files within 5 to 7 days.

Deeper detail
Rush is easiest when you select on tether. That hands the editor a clean shot list. If you need a same day batch for a press release or leadership page, put those names at the start of the day and flag them as rush.

Pro tip
Collect any brand LUT or color references in advance if your website has a distinct tone. That saves a round of revisions.

13) What happens with no‑shows execs and late arrivals?

Quick answer
Hold a last hour pickup window. Schedule a makeup photoshoot.

Deeper detail
Executives travel. Protect the day by placing priority names in the first hour. Add a small backdrop and light as a pop‑up station for VIPs so they never wait. Publish your no‑show policy in the calendar invite.

Pro tip
Keep a spare jacket in two sizes on site. It has saved many executive portraits.

14) Do we need model releases or employee consent for web and marketing?

Quick answer
For internal directories, you often do not need a release.

Deeper detail
A release is not about taking the photo. It is about how you use it. If you plan to feature employees in public campaigns, use a release that names the company and explains the scope and duration of use.

Pro tip
Add release language to onboarding so new hires are covered when they join the next headshot day.

15) How do we match new hires later to the same look?

Quick answer
Save three things. Lighting diagram. Camera settings. Retouching notes.

Deeper detail
Ask your photographer to deliver a simple style sheet. Include lens and focal length, key and fill power, background distance, and camera height. Store a reference RAW and the final JPG in a shared folder. When you book new hire days, send that pack with the brief.

Pro tip
Standardize background height relative to eye line rather than floor. That is how you match different office rooms.

16) Can we add small groups and leadership portraits the same day?

Quick answer
Yes. Block 10 to 15 minutes per small group and 15 minutes per exec portrait if you want a different backdrop or angle. Place these sets first or last so the main line does not pause.

Deeper detail
Group photos take space. If your conference room is tight, schedule groups in a lobby with permission or step outside if weather allows. Flag them in the shot list and assign a handler. That prevents the entire line from stopping while you hunt for people.

Pro tip
Photograph leadership early for consistent energy and to guarantee attendance.

17) What is the backup plan if gear or power fails?

Quick answer
Ask for redundant bodies, lenses, lights, and tether cables.

Deeper detail
A short checklist covers 90 percent of risk.
• Two camera bodies and duplicate key lens
• Two strobes per station plus a spare
• Tether cable backups and a card reader
• Surge protector and gaffer tape

Pro tip
Portable power-operated equipment is preferable as it’s smaller and requires no outlets.

18) How do we run outdoor headshots in NYC with a rain plan?

Quick answer
Book a nearby indoor backup. Keep the same appointment schedule. If weather turns, move to the indoor set and continue. Publish the rain plan in the first email.

Deeper detail
Outdoor portraits look great but wind, noise, and sun direction add variables. If you must go outside, pick a north light location and bring a scrim and a sandbagged stand. City park permits and public space rules vary. If your shoot requires city permits, follow the relevant office’s insurance and application rules. For predictability, most 100 person jobs stay indoors.

Pro tip
If you want an outdoor feel indoors, place your subject near a window and add a blurred city print as a backdrop.

19) How do we budget snacks water and a holding area to keep morale high?

Quick answer
Set a small table outside the room with water, tissues, blotting papers, lint rollers, and a mirror.

Deeper detail
High morale moves the line faster. If your building has strict rules on food, place the snack table in a lounge. Keep the shooting room clear of bags and coats so your set stays clean.

Pro tip
Place a printed one page prep sheet on the table to reinforce the wardrobe rules right before people step in.

20) Which metrics prove this project worked for employer brand and recruiting?

Quick answer
Track three things. Career page time on page and conversion rate. LinkedIn InMail response rate for recruiters. Internal directory adoption and employee satisfaction with portraits.

Deeper detail
Capture a baseline before the shoot. After the new portraits launch, run a before after comparison for four to six weeks. Share the results with leadership. For long term value, schedule an annual new hire mini day so your directory never goes stale.

Pro tip
Ask recruiters to A B test InMails that include the new portrait. Many teams see better response when a polished face represents the brand.

Insider tips that save time and improve approval rates:

• Put execs and external‑facing teams first on the schedule. They get priority energy and more spare slots.
• Keep one spare blazer and a lint kit on site. It solves last minute wardrobe issues.
• Ask people to remove screen‑glare eyeglasses if they have a spare pair with anti‑glare. If not, tip the frames slightly down to kill reflections.
• Put a stool at each station. Small height changes fix posture and jawline instantly. Field gear articles call that out for a reason.
• Run a quiet playlist. It relaxes people and helps you keep a steady rhythm.
• Print a mini posing guide and tape it near the monitor. It speeds choice and reduces retakes.
• Hold 10 percent of slots as floaters for late meetings and walk‑ups.

Resource examples

Vendor example for reference: CEOportrait corporate headshots. Corporate package examples list up to 100 people, one retouched image per person, one shooting day, and full on‑site setup. Use this as a baseline to compare the scope across vendors.