Headshot: How We Run Corporate, Executive, and Remote Sessions in NYC
Introduction
This guide covers how Match Production runs corporate, executive, and remote headshot sessions in NYC. This article is about how we produce headshots for companies, not about how to DIY your shots or run them through automated tools. This guide is for PR and comms leads, HR and employer brand teams, founders, and executives who need consistent, high-quality headshots for their teams and leadership. Professional headshots are essential for building a strong brand, supporting PR efforts, and ensuring a cohesive company image. A strong headshot can significantly influence your career opportunities and enhance your professional presence online.
Whether you need headshots for your website, LinkedIn, press kits, or internal communications, our process is designed to deliver consistent, high-quality results with minimal disruption to your team. Your headshot is often the first impression potential employers or clients have of you.
Key Takeaways
Match Production runs corporate headshots NYC, executive portraits, and remote headshots from our Times Square studio, on location across Manhattan and the boroughs, and via guided remote sessions.
Typical call times range from 8 to 10 a.m. for office shoots and evening windows for founders. Same day headshots NYC retouching is possible with a 2 p.m. cutoff, and standard delivery runs next business day.
This is built for PR and comms leads, HR and employer brand teams, founders, and executives who need consistent team headshots and leadership portraits without the chaos.
We handle logistics, scheduling, and styling guidance so your internal teams can focus on getting people to the right place at the right time.
For best results, prepare in advance and understand the headshot session process—coordinate wardrobe, review tips, and build rapport to ensure relaxed, natural images.
Make as few decisions as possible on shoot day to avoid last-minute stress.
The sections below walk through each format step by step so you can skim to what matters for your next shoot.
What We Mean By “Headshot” (And Why It Matters In NYC)
In NYC, the word headshot covers a lot of ground. It includes executive portraits for press kits, corporate headshots for company websites, LinkedIn profile picture updates, PR and media images, and team headshots for employer branding.
Definitions:
Headshot: A headshot is a high-quality, chest-up photo focusing on your eyes and personality. The most flattering headshots are often framed from the middle of the chest up, providing a happy middle ground that includes the shoulders and focuses on the subject’s face. Wardrobe and styling choices should direct attention toward the subject's face, ensuring that clothing color, fit, and accessories enhance rather than distract from the central focus. Showing shoulders in the frame creates a professional silhouette and conveys confidence. The style and context shift depending on the use case, but the goal stays the same: a photograph that makes the subject look confident, approachable, and ready for business. Posture and body language in a headshot can give a sense of confidence and approachability. The goal is to create space between your arms and body, so it shows your silhouette.
Executive Portrait: An executive portrait is a professional image that conveys leadership, professionalism, and is often used for PR, media, and investor communications.
Remote Headshot: A remote headshot is a professional image captured via a guided virtual session to create a polished result for distributed teams.
Note: The ‘Rule of Thirds’ suggests positioning your eyes in the upper third of the frame in headshots. You should aim to keep your headshot simple and focused on your face.
About Match Production
I’m Lisa Soldberg, Head of Production at Match Production. Our focus is the real thing.
We shoot in three modes:
Times Square studio: Controlled, weather-proof, and ideal for executives who can travel to us.
On location headshots NYC: We bring lighting and backdrops to office floors, coworking spaces, and hotels across Manhattan and the boroughs.
Remote headshots: We guide distributed teams through a live session and then unify the results in post.
Our focus is outcomes for companies. That means consistent brand visuals, leadership portraits ready for press day, and a library of photos PR teams can deploy quickly. The rest of this article walks through each format, step by step, with concrete timelines and deliverables.
Corporate Headshots NYC: How We Run Office & Group Shoots
Pre-Production
Corporate headshots NYC work typically involves teams from 5 to 300 people. We shoot on site at Manhattan offices or borough locations, and we handle the scheduling so HR does not have to become a production coordinator overnight.
Pre-production starts with an email:
Your HR or comms lead sends us headcount, location (Midtown, FiDi, Brooklyn, wherever), preferred dates, and any brand guidelines. We help you determine the right visual direction and format by evaluating your team's needs, style preferences, and the intended application of the headshot.
We respond with a simple production plan and a hold window, something like 9 a.m. to 3 p.m. on a Tuesday.
From there, we lock in details and move forward.
For best results, avoid clothing that feels restrictive or awkward, as discomfort will show in your expressions.
On-Site Setup
When we arrive:
We scout the space and choose a setup.
A conference room near a window works well.
A hallway with depth creates interesting background separation.
If the office is all glass and visually busy, we bring a portable backdrop and control the environment ourselves.
For outfit and background coordination, we recommend breaking the colour wheel into segments—such as thirds or fifths—to create a complementary colour palette.
High contrast combinations in wardrobe, like a dark jacket with a light shirt, can create a powerful visual effect, but high contrast lighting (such as harsh shadows from direct sunlight) should be avoided for a more professional look.
Natural light or professional studio lighting is best to avoid harsh shadows under the eyes.
The idea is to create a consistent image across every person without making the process feel clinical.
Scheduling Flow
Scheduling flow depends on the size of the group:
Typical slots run 5 to 8 minutes per person for straightforward head shots.
10 to 12 minutes for leadership portraits that need more attention.
We use a shared sign-up sheet or an alphabetical run of show, depending on what works for your team’s calendar.
Lighting and Background
Lighting and background are kept simple but precise:
We use flattering soft light to minimize harsh shadows.
Tune the background to match brand colours without looking artificial.
The aim is to create a cohesive set of photos where everybody looks like themselves, just on a pretty good day.
Session Experience
We keep people relaxed with:
Short conversation.
Coached posing.
Quick checks on the laptop so they can see the photograph before moving on. Reviewing images during the session helps ensure satisfaction with the final product and builds confidence that you’re capturing what you need.
We focus on enhancing each person's ability to stay relaxed, engaged, and responsive throughout the headshot session, so they feel confident and comfortable as we work together.
We encourage a natural smile and make the session fun to help clients feel comfortable and achieve genuine, authentic expressions. A warm, approachable smile is best for professional networking headshots.
Nobody leaves wondering if they looked like a stranger. That visible reassurance matters for people who feel camera-shy or expect the worst.
Example
A 50-person fintech team near Bryant Park. Call time was 8:30 a.m. We wrapped by 2 p.m. Selects were delivered by 10 a.m. the next morning. HR uploaded the finals directly into their internal system, and the website refresh went live that same week.
Delivery and Outputs
Outputs vary by scope, but the standard is:
2 to 4 finals per person, with light retouching included.
Delivery happens via a secure online gallery.
We name files however works best for HR systems, whether that is Lastname_Firstname or Lastname_Firstname_Department.
Executive Portraits: Leadership Images For PR, Media, and Investor Days
Intake and Planning
Executive portraits differ from quick corporate headshots in a few ways. The planning is deeper. The storytelling is more deliberate. And the variety of looks is greater because these images often serve multiple purposes over several years.
A typical intake starts with PR or comms sharing upcoming needs:
April earnings announcement, board appointment, or keynote speaker bios for a conference.
They share sample outlets or visual references and describe the tone they want: serious, open, innovative, classic.
That context shapes everything from lighting to wardrobe.
Shot List and Location
We build a short shot list based on those needs:
A tight headshot for LinkedIn.
A horizontal leadership portrait for press.
An environmental portrait in their office or lobby.
Sometimes a less formal look for internal comms or employee newsletters.
Location choices depend on goals:
The Times Square studio works well for controlled, polished looks.
On location shoots at their office, rooftop, or lobby add environmental context.
Some executives want a mix, and if the schedule allows, we can do both.
Session Flow
The session itself runs 45 to 90 minutes per executive:
Plan for 2 to 3 wardrobe changes.
Midway through, we do a quick review on screen so they can course-correct posture, expression, or hair.
Delivery and Rights
Delivery follows a realistic timeline:
Preview contact sheet same day.
Three to eight fully retouched finals within 24 to 72 hours, depending on urgency.
Layered crops for press kits are included.
Example
A NYC founder with a same-week press push came to the Times Square studio. We shot three setups in about an hour, covering classic studio, window light with a subtle skyline hint, and a casual seated shot. Finals were in hand the next morning, and the PR team used them across three outlets that week.
Rights and usage are straightforward:
Clients can use images across LinkedIn, pitch decks, media kits, and the company website.
No weird surprises, no per-use fees.
Times Square Studio: Fast, Controlled Corporate & Same Day Headshots NYC
Studio Overview
Our Times Square studio sits in central Manhattan with easy subway access. The space is weather-proof, fully climate-controlled, and ideal for executives and small teams who can come to us instead of hosting us on site.
Who Books Studio Sessions
The people who book studio sessions tend to fall into a few categories:
Founders between investor meetings who need a quick refresh.
New hires who need LinkedIn photos before their first day announcement.
PR teams sending C-suite in for same day headshots NYC before a news drop hits.
Session Flow
A standard studio session:
Arrival and a quick styling check.
Choose a backdrop tone together (light gray, dark charcoal, or a soft colour).
Shoot for 20 to 40 minutes with live image review on a tethered monitor.
Timing and Retouching
Timing options:
Early morning slots from 7:30 to 9:30 a.m.
Lunchtime sessions.
Late-day windows for those commuting from Brooklyn or Jersey.
Retouching timelines:
Rough gallery goes out within a few hours.
If booked as a rush, 1 to 3 selected files can be fully retouched and delivered same business day, as long as the shoot wraps by 2 p.m.
Pricing
Pricing for in-studio sessions starts around USD 449.
An Individual Standard Session runs USD 600 and includes shooting plus retouching.
Studio Experience
Studio sessions feel focused but calm:
We coach on micro-adjustments like chin angle, shoulder position, and glasses glare.
A bit of light humor keeps expressions authentic.
On Location Headshots NYC: Bringing The Studio To Your Office
Logistics and Setup
On location headshots NYC work best for larger teams, distributed departments, and leadership who cannot all travel to Times Square. We bring the studio to you instead.
We arrive 45 to 60 minutes before the first slot.
Set up lighting, backdrop, and tethering gear.
Make sure building security has us pre-cleared.
Freight elevator timing matters in older Manhattan buildings.
Space and Scheduling
Space needs:
About one conference room or corner with 8 to 10 feet of depth.
One power outlet.
Enough airflow for comfort.
Scheduling patterns:
Staggered windows by department.
Floor-by-floor.
Open office hours where staff drop in during a 2 to 3 hour block.
Consistency and Coverage
Consistency matters:
We match previous brand looks, calibrate background colour to existing photography, and use framing references from your current website.
Borough coverage:
Manhattan core plus Brooklyn, Queens, and parts of the Bronx.
Example
A 100-person law firm in Midtown. Back-to-back 6-minute slots. On-site file backup. Same-week delivery of retouched finals.
Remote Headshots: Guided Sessions For Distributed Teams
Process Overview
Many NYC-based companies now have hybrid or fully remote teams. For those teams, remote headshots are the only realistic option.
Definition:
A remote headshot is a professional image captured via a guided virtual session to create a polished result for distributed teams.
Our approach uses a live, remote workflow for direction:
The subject joins with their phone camera.
Our team watches and directs in real time.
Post-production unifies lighting, colour, and background across locations.
Participant Experience
Book a 15 to 20 minute slot.
Join from home or office near window light.
Prop the phone or laptop at eye level.
Follow posing cues while we watch.
We capture multiple frames and give feedback until we get what we need.
Quality Control and Delivery
Our retouching team evens out exposure, adjusts colour balance, and swaps in consistent backgrounds.
The result is a traditional headshot look that happens to have been captured remotely.
Example
A 40-person marketing team spread between NYC, Austin, and London. NYC leadership shot in studio. Everyone else joined remote sessions. We matched colour, style, and framing across all 40 photos.
Cost and Tech Requirements
Remote sessions often start around USD 100 per person and can be bundled for larger groups.
Tech requirements: a recent smartphone, a reasonably quiet space, and window light.
We send a prep email the day before with simple tips on setup, hair, clothes, and what to expect.
Same Day Headshots NYC: When PR, Press, or HR Needs It Yesterday
What’s Possible
Emergencies happen. Late-breaking press opportunities. Last-minute conference speaking slots. Surprise promotions. HR needing a professional headshot before a Monday announcement.
What is realistically possible same day:
Limited slots, primarily in our Times Square studio or at nearby Midtown offices.
Larger shoots across town or full team days are not same-day projects, but individuals and small leadership sets are achievable.
Process
Urgent email or call in the morning.
Quick confirmation of time, e.g., an 11:30 a.m. session.
Focused 20 to 30 minute shoot.
Delivery of 1 to 2 retouched images by end of business.
Boundaries and Example
Same day rush is best for individuals or small leadership sets, not entire departments.
Rush retouching carries an additional surcharge.
Example:
A founder came in before a live TV interview. Arrived in jeans and a blazer. We shot for about 25 minutes, did a quick review, and delivered a polished LinkedIn shot and a press-ready crop. Total door-to-door time was under two hours.
Our Production Workflow: From First Email To Final Files
The value for HR, PR, and leadership teams is a predictable, low-friction process. Not a one-off photo day that feels chaotic every time.
After the shoot, our workflow includes professional retouching using standard editing tools. This ensures every headshot is polished and maintains a consistent, professional look across your team.
Main Steps
Discovery: Scope timing and locations.
Quoting and Confirming: Provide a quote and confirm details.
Pre-Production: Schedules, styling notes, and shot lists.
Shoot Day: On-site or remote session.
Selects: Review and choose preferred images.
Retouching: Light, natural edits.
Delivery: Final files sent via secure online gallery.
Each step has clear handoffs so internal teams know what to expect and when.
Internal Comms and File Handling
We help with internal comms by providing a simple FAQ or prep email that HR can forward to staff.
File handling is careful: dual backups on site during the shoot, then upload to a secure online gallery.
Naming conventions are tailored to how the company stores people data.
Retouching Philosophy and Timelines
Retouching is light and natural: remove temporary blemishes, calm flyaways, adjust minor details.
Typical timelines: contact sheet same or next business day. Final retouched files in 2 to 5 business days depending on volume and rush level.
Our crew handles logistics and micro-decisions so internal teams can focus on getting people to the right place at the right time.
When To Choose Studio, On Location, Or Remote Headshots
This is a decision guide for HR, employer brand, and PR leads choosing between the three formats.
Choose studio: When leadership needs consistent executive portraits, the timeline is tight, and they can travel to Midtown. Studio is also ideal when PR or investor decks demand a polished, controlled look.
Choose on location: When teams are 10+ people, schedules are complex, or the company wants environmental elements in the frame.
Choose remote: When teams are spread across time zones, travel budgets are limited, or the company refreshes headshots often and wants a scalable system. Remote headshots are also a strong choice for job hunting, as a professional image and strong online presence are crucial for job seekers. Digital tools can further support preparation and consistency across the process.
Mixing formats is common. Many clients use studio for C-suite, on location for NYC staff, and remote for everyone else. We match colour and style across all three so the website looks cohesive.
We are happy to recommend a format once we know headcount, locations, and the deadline.
How We Prove It Works: A Quick Real-World Example
One concise case from our crew. A 70-person NYC company was rebranding in Q3 and needed new corporate headshots NYC for their website, LinkedIn profiles, and internal comms before a September town hall.
Timeline:
Initial email six weeks out.
Location scout at their Hudson Yards office.
Scheduling two shoot days running 9 a.m. to 4 p.m. each.
Plus an extra studio morning in Times Square for traveling board members.
The mix:
On location setup in a conference room with city view tone.
Uniform framing for staff.
Separate executive portraits for leadership with more dynamic lighting and an alternate background.
Outcome:
Contact sheets delivered next morning.
Selects made within three days by HR.
Final retouched set of about 140 photos delivered inside one week.
The images went live across the new site, press kits, and LinkedIn updates.
Match Production has helped countless people achieve professional headshots that get them noticed in their industries.
Feedback:
Less anxiety than previous photo days because they knew what to expect and could see images as we shot.
How To Get Started With Match Production
Email scope, timing, and locations to [hello@match-production.com](mailto:hello@match-production.com). We need three specifics: headcount, preferred dates, and whether you want studio, on location, or remote headshots. A few lines are enough to start the conversation. It’s also helpful to reach out for advice on headshot planning—our team is happy to provide tips.
We usually reply within one business day with a simple proposal and a couple of timing options. If you mention you are in a rush, we will flag any same day headshots NYC possibilities based on current bookings.
For executives and founders who prefer to handle booking personally, you can also book select individual studio slots online for Times Square sessions.
Our job is to make head shots feel organized, quick, and surprisingly painless for teams that already have full calendars. We handle the details. You do an excellent job getting people to show up.
If you’re here and would rather discuss your headshot needs over the phone, just let us know and we’ll be happy to connect directly.
Frequently Asked Questions
How far in advance should we book corporate headshots or executive portraits?
Three to four weeks is ideal for on location headshots NYC with larger teams. That window gives enough time for internal scheduling, location coordination, and any backup dates.
Individual executive portraits and studio sessions often work with 5 to 7 days notice since the logistics are simpler.
Same day headshots NYC are sometimes possible for single subjects, especially near Times Square, but availability depends on existing bookings. Earlier outreach helps.
For rebrands or larger headcount over 50 people, 6 to 8 weeks gives enough room for scheduling, internal comms, and wardrobe coordination across departments.
Can you match our existing headshot style from a previous provider?
Yes, in principle. We review your current website, LinkedIn profiles, or brand deck to study framing, light, and background. The aim is to achieve consistency so new hires and updated leadership portraits do not look out of place next to existing images.
We do not copy outside work line by line. But we can get very close in tone, colour, and feel.
Send us 3 to 5 reference photos you like best, plus notes on what you want to improve. Maybe softer light, less harsh shadows, more approachable expressions. We rely on that guidance.
What should our team wear for corporate headshots?
Solid colours, simple layers, and fits that feel comfortable whether sitting or standing.
Avoid loud patterns and logo-heavy pieces unless they are on-brand.
Dark navy, charcoal, and white photograph well.
Avoid pure black unless it suits your brand personality.
Leadership should coordinate on level of formality (ties or no ties, jackets or no jackets) for a cohesive look.
We can provide a one-page clothing guide HR can send in advance covering:
Colour ideas
Glasses
Makeup
Hair prep
Quick grooming tips
How do you handle people who hate being photographed?
This is common, and it is part of our job, not a problem for HR to solve alone.
Many people imagine the worst when a camera points at them. We work to pull that anxiety down.
Tactics include:
Short, friendly conversation before shooting.
Showing a couple of frames on screen so they see progress.
Giving simple pose cues so they know exactly where to stand and how to position their body.
Never rushing someone through in silence.
If HR flags particularly camera-shy executives or new hires ahead of time, we can schedule extra minutes and adjust our approach.
Can we reuse these images for future campaigns or press without extra fees?
Clients receive broad usage rights for internal and external company use. That includes website, LinkedIn, decks, PR kits, and internal comms. No recurring licensing fees for standard business use.
If you plan large-scale advertising campaigns, mention it upfront so we can confirm that the usage language in the agreement covers those needs clearly.
Our goal is to avoid surprises later. We spell out typical use cases in writing during booking so you know exactly what the matter is before we shoot.
By Lisa,
keeper of the call sheet, the colour swatches, and the collective sigh of relief when the last headshot of the day is finally in the can.
