It can be daunting to be landed with the job of organising a shoot of your company’s top executives. It’s a high-profile task involving the entire management team so you need to get it right. Don’t panic – here’s your essential guide to ensure everything runs smoothly.
Start by confirming the shoot date, location, and timings with your photographer well in advance. This ensures everyone is aligned and there are no last-minute surprises. Be clear about your objectives—what are these photos going to be used for? Whether it’s your website, press materials, or social media, the purpose of the shoot will shape the photographer’s approach. It’s helpful to provide a list of key people to be photographed and any specific shots you’d like captured. In return, your photographer should give you a clear shoot plan outlining the schedule, shot list, and any creative direction discussed.
2. Prep Your People
Make sure everyone being photographed knows the shoot is happening and understands why it matters. Share the date, the purpose, and what to expect. Ask them to wear smart, brand-appropriate clothing—neutral tones usually work best—and avoid anything with loud patterns, bold slogans, or distracting jewellery. Unless it’s part of your visual identity, non-uniform logos can clash with the final look. It’s also a good idea to encourage team members to get a haircut or grooming touch-up before the shoot so they feel confident and polished.
3. Prep the Space
If the shoot is happening at your office, make sure the space is ready. Ideally, book a large room and move any unnecessary furniture out of the way so there’s room for the lighting and backdrop setup. Clean and style the area to reflect your brand—tidy desks, wipe down surfaces, and make sure nothing distracting is left lying around. Even small touches like removing mugs, tangled cables, and paper clutter can make a big difference to the final result.
4. Be Brand-Ready
Think about how your brand should be represented visually. Have any relevant signage, branded materials, or props ready ahead of time. Confirm the visual direction and shoot plan with the photographer, and make sure it aligns with your brand guidelines. This should include the type of background you’re using, so all imagery feels cohesive when viewed across platforms.
5. Be On Time
Finally, build in time for setup before the shoot officially begins. Lighting and equipment take a little time to get right. Assign someone from your team to act as the main point of contact for the photographer—this helps everything run smoothly. And remind those being photographed to arrive a few minutes early so they’re not rushed and have time to settle in before stepping in front of the camera.
