On-Site Team Headshots — We Bring the Studio to You

Watch: why a coached headshot beats every selfie

Three minutes that explain why 30,000+ DFW professionals stopped settling for cell-phone photos and started booking coached sessions. If you’re on the fence about whether a real headshot is worth it for your business, LinkedIn refresh, or brand — press play.

On-Site Team Headshot FAQs

What space do we need to give you for the day?

A conference room, lobby area, or open floor zone roughly 10×10 ft, plus one standard 120V power outlet. We bring everything else. Setup is 25-30 minutes; breakdown is 15. We have shot in everything from glass-walled boardrooms to converted server closets — we adapt to your space, not the other way around.

How long does each employee need to step away from their desk?

A 5-minute Calendly slot covers the whole interaction — check-in, expression coaching, multiple frames captured, on-screen selection, done. Most employees say it takes less time than getting a coffee. Zero pre-session prep required.

How many employees can you photograph in one day?

60-80 employees per photographer per day using the 5-minute slot system. For 100+ person teams we bring additional photographers and run multiple simultaneous stations. We have photographed 200+ person teams in a single day and run conference activations for 1,000-2,000+ attendees. No team is too large — just tell us your headcount and we scale accordingly.

Can employees select their own image?

Yes — and this is a major reason companies choose us over alternatives. Every person views their frames on the tethered 4K monitor in real time and selects their favorite before leaving the room. No proof galleries sent days later. No follow-up email chains. No “I hate the photo you chose for me” complaints to HR.

How quickly are images delivered?

Same business day for most sessions. Each employee receives their private gallery before end of day. HR receives the master gallery within 24-48 hours for standard team days; 48-72 hours for large multi-photographer deployments. Rush delivery available on request.

Can you photograph multiple office locations?

Yes. Multi-office DFW programs are standard — we bring the same calibrated equipment and backdrop spec to each location so the gallery looks consistent across offices. For national rollouts, see Large Company Headshots and Nationwide Headshots.

Can new hires match existing employee headshots?

Yes. We keep your session specs on file — backdrop color, lighting setup, crop ratio, retouching standard. New hires who join after the team day book an individual session at our NRH studio and receive a headshot that matches the team page exactly. Partnership clients also run quarterly new-hire maintenance visits.

What if some of our team can’t make the on-site day?

Two options: (1) Stragglers can book individual sessions at our NRH studio with the same calibrated lighting and backdrop, so their photo matches the on-site library exactly. (2) For teams with quarterly hire flows, we schedule quarterly maintenance visits — we return every 90 days to catch the new joiners.

Do you travel outside DFW?

Yes — nationwide on-site coverage for corporate clients. Las Vegas, NYC, Orlando, Detroit, Phoenix, LA, San Francisco, Chicago, Houston, Atlanta, Denver, Seattle, Boston, DC. We fly in with a complete self-contained studio kit. See Nationwide Headshots & Event Photography.

Can we use our office as the background instead of a backdrop?

Yes — environmental office portraits using your lobby, branded wall, window view, or conference room are available. We assess the space during the planning consultation and advise whether environmental or seamless-backdrop portraits better serve your brand goals. Most corporate clients choose seamless for consistency; some brands benefit from the environmental context.

What should employees wear?

We send every employee a one-page wardrobe guide tailored to your industry and brand standard before the session. Solid colors photograph best — navy, charcoal, burgundy, forest green, deep blue. Avoid busy patterns, shiny fabrics, and loud logos. Branded polos and company-colored attire are accommodated. We recommend a haircut 1-2 weeks before and arriving with two to three outfit options.

Can marketing receive branded, consistently formatted files?

Yes. The HR master gallery is delivered with consistent file naming, multiple crop formats (square for LinkedIn, tight bio crop for directory, wider press crop for media kit), and sized per your CMS spec. Marketing can drop files directly into the website without any additional processing. File naming conventions, folder structure, and delivery format are all set during the planning consultation.

Do you provide a Certificate of Insurance and vendor packet?

Yes. Standard COI naming your company as additional insured turns around within 24 hours. We carry full liability and equipment coverage at limits that satisfy Fortune 500 vendor policies. W-9, NDA, MSA, and security access forms all on file — 24-hour turnaround on standard packets. PO-based billing available.

How is on-site pricing structured?

Custom-quoted based on team size, photographer days, retouching scope, delivery format requirements, vendor packet needs, and travel inside or outside DFW. As a directional benchmark: a single-day single-photographer visit handles 60-80 employees. Request a quote with your team size and target dates — we send a complete proposal within one business day, often same-day. We can structure per-person pricing or a flat group day-rate, whichever your accounting department prefers.