Corporate Event, Meeting, & Conference Headshot Booth Planning

Planning an on-location headshot session at a corporate event, meeting, or conference can be a game-changer for attendees, offering them a professional image update without needing to leave the venue. As a meeting planner, your role is crucial in ensuring the process is seamless and successful. Here are some tips to help you plan the perfect on-location headshot booth.

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1. Select an Ideal Location‍

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Choosing the right spot for the headshot booth is essential. Look for a location that:
Has ample height and space: Areas with high ceilings and ample space are best and will allow the photographer to freely position lights and reflectors in order to achieve the best results for your organization. A minimum of 12'x12' with >9' height is preferred. We can shoot in smaller areas, however the position of the lighting may require compromising.

• Is easily accessible: The booth should be in a high-traffic area to encourage participation but not so central that it disrupts the flow of the event.
• Offers privacy: Attendees will feel more comfortable if the area is somewhat private. Consider using partitions, pipe & drape, or a separate room, if possible. Separate rooms with signage outside the door is the best option. Don't have signage? We can provide our own signage white-labelled for your event.

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2. Plan the Schedule

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Timing is everything. Plan the headshot sessions around the event schedule to maximize participation:

• Avoid peak session times: Schedule the booth during breaks, before the event starts, or after sessions end to avoid conflicting with key activities.
• Offer flexible time slots: Allow attendees to sign up for specific time slots to avoid long lines and wait times. We can handle custom scheduling for your VIPs or for all your attendees.

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3. Choose the Right Background

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The background of the headshots can significantly impact their quality and professionalism: Colors like white or grey are versatile and professional. We can provide white or nearly any shade of grey.

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4. Coordinate with the Photographer

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Work closely with the photographer to ensure everything runs smoothly:

• Discuss expectations: Clearly communicate the event schedule, the number of expected participants, and any specific requirements.
• Test the setup: Arrange a test session to ensure the lighting and background work well and to address any technical issues before the event.

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5. Promote the Headshot Booth

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Make sure attendees know about the headshot booth and encourage them to participate:

• Pre-event communication: Include information about the headshot booth in pre-event emails, on the event website, and in the event app. We can even provide you with a QR code for attendees to pre-register before the event. This will expedite the flow of the headshot booth, allowing us to shoot more of your participants.
• On-site signage: Use clear and attractive signage at the event to guide attendees to the headshot booth.