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Jose Lara Photography
Team Headshot Day
Prep Guide
Everything your team needs to know before I show up. Forward this to anyone who needs it.
02 · How It Works
What to Expect on Headshot Day
I handle everything on my end. Here's what happens from setup to delivery so you know exactly what to communicate to your team.
(average)
for retouched images
5-person minimum
I bring everything — backdrop, professional lighting, and all equipment. I set up in a conference room, break room, or open office space. You don't need to prepare anything.
Each person takes about 10 minutes. I coach every person through poses and expressions — no experience needed. I make it quick and easy so nobody dreads it.
Each person sees their images on screen before they leave. They'll know right away which ones they want.
Everyone receives their retouched headshot via an online gallery. Full resolution, ready to upload to LinkedIn, your website, and email signatures.
Consistent backgrounds, consistent lighting, consistent quality across the whole team. One afternoon and it's done.
03 · Scheduling
How to Schedule Your Team Efficiently
A little planning up front makes the day run smoothly. Here's how to get everyone through without disrupting the workday.
Tip 01
Block 10 Min Per Person
Budget 10 minutes per person. For a team of 10, that's roughly 1.5 hours including setup and a small buffer. For 20 people, plan for 3 hours. I'll confirm the exact schedule with you beforehand.
Tip 02
Batch by Department
Group people by department or floor so they're not all waiting at once. Send each group a 30-minute window and ask them to show up ready — hair done, outfit on, ready to go.
Tip 03
Build in a Buffer
Add 15 minutes at the end for anyone who ran late or needs a second look. It's rare we need it, but it removes stress from the day if something runs long.
Tip 04
One Person Coordinates
Assign one person — usually the office manager or HR lead — as the day-of contact. They send reminders, keep people on schedule, and handle any last-minute changes. I'll stay in touch with them directly.
From Jose
"The most common issue on team days is people not knowing it's their turn. A quick Slack message or calendar block for each person fixes this completely. 10 minutes of prep saves 30 minutes of waiting around."
04 · What to Tell Your Team
Forward This to Everyone Getting Photographed
Copy and paste the message below into a Slack message, email, or calendar invite. It covers everything your team needs to know before they show up.
Sample Team Message — Copy & Paste
Hey team, We're getting professional headshots done on [DATE] right here in the office. It takes about 10 minutes per person and you don't need to do anything special — just show up ready. A few things to keep in mind: What to wear: • Solid colors work best — navy, charcoal, burgundy, or dark green • Avoid busy patterns, large logos, or bright white • Business professional or business casual — think LinkedIn profile, not casual Friday • Bring 2 outfits if you want options (takes an extra 5 min) Grooming: • Hair done the way you wear it professionally • Shave or groom the morning of if applicable • Light, natural makeup if you wear it Your time slot: [TIME] Location: [CONFERENCE ROOM / OFFICE LOCATION] Any questions, reach out to [COORDINATOR NAME].
05 · Room Setup
What I Need from the Space
I bring everything except the room. Here's what makes the setup easy and the photos great.
06 · After the Shoot
What Happens After I Leave
Delivery is fast and the process is simple. Here's what to expect once the session wraps.
Every retouched image is professionally edited — clean skin, sharp eyes, balanced lighting. No heavy filters or over-processing. Your team will look like themselves, just polished.
Each person receives a link to their own private gallery. They can download their images in full resolution directly from there — no emailing files back and forth.
Images are delivered in web-ready resolution optimized for LinkedIn, your company website, email signatures, and press materials.
The package includes 1 retouched headshot per person. Additional retouched images are available for $95 each if someone wants more options.
When someone new joins the team, I can photograph them individually at my studio in Camarillo to match the look and feel of the team photos. Consistency maintained.
From Jose
"Most teams update their website and LinkedIn pages within a week of getting the photos. Once people see how good they look, they move fast."
Ready to Book
Your Team Day?
Pick a date, send me your team size, and I'll handle the rest. No disruption to your workday.
✓ 1 retouched headshot per person
✓ Full session gallery included
✓ Delivery within 72 hours
✓ No travel fee in Ventura County