Headshot Planning Checklist for Event Planners

A one-page reference covering the logistics most often overlooked when adding headshots to conferences and corporate meetings.

Created from real on-site event workflows — not a marketing brochure.

Smiling woman with long wavy black hair wearing a sleeveless black top.

Why Planners Keep This

Most issues with headshot activations happen before the photographer arrives. This checklist helps prevent:

Lines that disrupt session schedules

Not enough stations for attendee volume

VIPs waiting too long for their turn

Power and layout problems onsite

Image delivery delays after the event

No plan for post-event support

Communicate Strong relationships are built on communication.

We don’t leave things unsaid. Because unsaid is often just another word for misunderstood. We over-communicate so everyone stays on the same page.

Letting everyone hold the mic

Honest, open communication

Even about the hard things

People first, profits later Building an environment people like working in.

By honest, we don’t mean harsh. We put kindness and empathy at the centre of our business, so we, our employees and our customers enjoy working together.

Unlimited paid leaves

Health insurance for all

Flexible work hours

Stay fresh Take action. Do unique, fun things.

We’ll admit: we’re not over-thinkers. We believe in action. We want to make things. Fast. We’re always about innovation.

Try new things

Even if that means failing a bit

Get to execution faster

Keep your feet on the ground Be confident, but down-to-earth.

As our lord and saviour Kendrick Lamar says, sit down, be humble. We don’t want to be another Valley tech bro (no offense). We want to remember our roots.

Being an active listener

Constantly learning

Adapting to all social groups and situations