Event Headshots: Professional Photography That Transforms Corporate Gatherings in NYC
Who is this guide for?
This guide is for HR managers, event planners, and corporate organizers who want to integrate professional headshot photography into their events.
High-quality event headshots help attendees present themselves professionally online and create a unified, polished brand image for your company.
Corporate events create opportunities, but they also create deadlines. When your next company event needs professional headshots that event attendees can use immediately for LinkedIn and marketing material, the logistics matter just as much as the lighting and the overall event photography plan.
What are event headshots?
Event headshots are quick, professional portraits taken at a conference or event, often in a pop-up studio setup. Event headshots are fast, convenient, and often unretouched for a more candid look. They are best for attendees who want a professional photo without scheduling a separate studio session, and are typically taken in a pop-up studio at the event venue, such as a conference or trade show.
Unlike a casual photo booth, a proper headshot station or headshot booth is run by experienced professional photographers who understand light, posing, and how to make people feel comfortable in under a minute. When it’s done well, the experience is not only efficient, it’s actually fun for attendees—and they walk away with high quality headshots and photos they’ll proudly use on profile pages, company websites, community pages, and internal communications.
I’m Lisa Soldberg, Head of Production at Match Production, and I’ve been coordinating event headshots and broader event photography for organizations across Manhattan and the boroughs. Here’s how we turn conference spaces into professional portrait studios and headshot booths, and why this kind of photography has become an essential part of corporate gatherings that want to deliver real value to their guests and clients.
Event headshots are different from traditional studio sessions in both pace and purpose. Instead of hour-long appointments, we typically photograph ten to fifteen people per hour while maintaining the same professional quality you’d expect from our Times Square portrait studio. Attendees can walk up, register on the spot, and step in front of the camera without needing to block off half their day. The sessions are quick, focused, and designed to create professional headshots and other images that people can download and start using almost immediately. The goal is simple: high-volume, high quality headshots that integrate seamlessly into your conference schedule instead of fighting with it.
How We Handle Event Headshots at Match Production
Pre-Event Planning
Our event headshot process always starts with space and people. When you book us for business events or trade shows, we begin by understanding your venue layout, attendee flow, and timing so that the headshot station feels like a natural part of the event, not an afterthought in a hallway.
Key Pre-Event Planning Steps:
Review venue layout and attendee flow
Coordinate with event planners on timing and agenda
Determine optimal headshot station placement
Discuss branding and delivery preferences
Tip for planners: Thinking through these details early makes everything smoother.
Day-of Setup
On the day of your event, we arrive roughly two hours before the first scheduled headshot session to set up professional lighting, backdrops, cameras, and tethered viewing.
Technical Setup and Equipment
Headshot Station Setup Requirements:
Minimum 8x8 ft area with power access (ideal: 15x15 ft)
Space for:
Check-in table
“Get ready” table (optional)
Waiting area
Clear entry/exit line
Equipment:
Portable studio strobes
Neutral/branded backdrops
Full backup gear (lighting, cameras, storage)
Optional: Small area for last-minute touch-ups
This isn’t a corner booth with a phone camera; we bring the same studio-grade gear we use for Fortune 500 executives, adapted for conference venues and office environments.
Headshot Session Flow
How event headshots work on the day of your event:
Attendees walk up and register on the spot.
Quick conversation and lighting adjustments for clothing/skin tone.
Posing guidance and multiple shots to capture the right expression.
Photographer provides clear instructions to help clients feel relaxed and confident.
Each session runs 8–10 minutes per person.
Attendees receive download instructions for their images.
Pro tip: Advising participants to get good rest and avoid alcohol and excessive sugar before a headshot session can improve overall retouching results and final files.
Backup Procedures
Our backup protocols for high-stakes events include:
Duplicate lighting setups
Extra camera bodies and lenses
Redundant file storage
On-site troubleshooting to ensure no single point of failure
Group Photos
In addition to individual headshots, some companies also request quick group photos of leadership teams. When timeline allows, we can capture those in the same space, keeping the process efficient while still supporting your broader marketing needs.
Event Photography Logistics in Manhattan and the Boroughs
Venue Coordination
Venue coordination includes:
Confirming power requirements and safe cable runs
Backdrop positioning and attendee flow
Handling insurance documents and vendor credentials
Working with union staff for load-in/load-out at large venues
We work directly with your event planner and venue team so your internal staff doesn’t have to become experts in event photography logistics.
Equipment Requirements
Standard setup includes:
Studio strobes and backup lighting
Multiple camera bodies and lenses
Branded or neutral backdrops
Tethered viewing stations
Backup Procedures
Every event includes:
Duplicate lighting setups
Extra camera bodies/lenses
Redundant file storage
Executive Portrait Sessions During Business Events
What Makes Executive Sessions Different
Not all event headshots serve the same purpose. Executive sessions sit in their own category.
Session length: ~5-10 minutes per person
Options: Multiple backdrops, quick outfit changes, varied poses
Use cases: Press releases, company website, conference bios, marketing material, annual reports
Traditional portrait sessions take more time, allowing for more poses and individual attention than fast-paced event headshots.
Coaching and Collaboration
Our team is very used to coaching senior leadership on posing, expression, and body language in a way that feels collaborative rather than performative. The goal is to create portraits that feel natural and approachable while still meeting the standards expected for press and corporate communications.
Same-Day Delivery Option
For events with tight media timelines, we offer same-day preview delivery for an additional fee.
Same-Day Delivery Steps:
Capture executive portraits on site.
Deliver retouched preview images within ~2 hours.
Executives approve or request adjustments while we’re still on site.
Full gallery delivered within days.
Custom Branding
For executive portraits, we can incorporate:
Brand colors
Subtle logo placements
Specific background treatments
Custom signage, iPad screens, or branded emails
Define these needs during planning for best results.
Remote Headshot Capabilities for Hybrid Events
Why Offer Remote Headshots?
Hybrid events add another layer to event photography. Not everyone can attend in person, but remote team members still deserve headshots that match the quality of the images captured on site.
How Remote Headshot Sessions Work
Step-by-step process:
Schedule remote time slots in the same week as your live event.
Ship compact professional lighting kits to key remote participants (if needed).
Participants receive setup instructions and join a video call with a photographer.
Photographer provides live direction on posing, framing, and expression.
Capture stills through a controlled workflow.
Edit and retouch remote headshots alongside in-person images.
Deliver a unified gallery for your whole team.
Remote participants receive the same professional headshots, file formats, and usage guidance as attendees at the event, so your “Meet the Team” page, internal directory, and marketing materials all share a consistent visual language.
Pricing Structure for NYC Corporate Events
Pricing for NYC event headshots depends on group size, location, and schedule flexibility, but the structure stays clear and predictable.
Pricing Packages:
Individual Standard Session — $600
Includes 3 edited images, 72-hour delivery, 1 person, up to 2 outfits, multiple backdrops. Best for executives, VIPs, and targeted headshots.Corporate Mini Session — $1,449
Covers up to 8 people within a 4-hour window. Ideal for department heads, leadership teams, and offsite events.Corporate Standard/Enhanced — Pricing varies
Scales based on larger groups, timeline, and delivery needs. Suitable for large conferences and trade shows.
Additional Costs:
Weekend events: +25% premium
Rush delivery (within 24 hours): Additional fee
Travel beyond standard coverage: Additional fee
Recurring Events:
Incentives for recurring bookings
Preferred vendor status for priority scheduling
Delivery Timeline and Image Processing
Standard Delivery
Up to 50 participants: 72-hour delivery (includes editing and retouching)
Over 50 participants: 96-hour delivery (depending on complexity)
Rush Delivery
Within 24 hours: Available for smaller groups (additional fee)
Digital Delivery Options
Organized, branded galleries for HR/marketing teams
Direct links or branded emails for each participant
Multiple resolutions: print-ready and web-optimized files
Retouching Standards
Polished, natural look (not over-retouched)
Subtle skin smoothing, color correction, exposure balancing
Light editing for candid, informal event headshots
Booking Your Event Headshot Session
Booking professional headshots for a company event with us starts with a simple conversation.
Booking Steps:
Initial consultation to cover scope, timing, and venue logistics
For straightforward venues: Work from floor plans/photos
For complex/outer borough venues: Site visit (small fee, credited to final invoice)
Calendar coordination (2–4 week lead time recommended; longer for large/hybrid events)
Email hello@match-production.com or use our booking page with your event details
Picture your next company event with a headshot booth that feels like a natural part of the experience, rather than an add-on in the corner.
The difference in our services is simple: reliable logistics, consistent quality, and a team that understands how large-scale business events actually run. We know your schedule is non-negotiable and your brand image matters. Our job is to create event headshots that your attendees will actually use—and to do it in a way that feels seamless within the larger experience you’ve spent months planning. Over time, this becomes a best practice for companies that host regular gatherings for their internal teams, partners, and broader business community.
By Lisa,
turning conference spaces into portrait studios and headshot booths since the first Times Square setup.
