[ Services ]
Conference and corporate headshots at your event or your office
A headshot station with a backdrop and lighting, set up where your people already are: at your conference, your trade show or your office. Everyone leaves with a professional photo for LinkedIn, speaker pages and the company website.
XPOSRE Media runs headshot stations at conferences, trade shows and corporate events, and headshot sessions at your office, in New York City, New Jersey and Miami. Every station comes with one photographer, a backdrop and lighting, and one retouched photo per person. It's priced by station time, not per person.
[ Two ways to book ]At your event, or at your office
At your conference or trade show
A station for speakers, attendees, exhibitors or your own staff, set up near registration, the exhibit hall or a break area. It works as an attendee perk. Headshot stations can carry a sponsor's branding. Book it with your event coverage or on its own.
At your office
Team headshots for the website, LinkedIn, the annual report or a round of new hires. We set up a backdrop and lighting in a meeting room, and your people come through one after another, so the whole team's photos match.
[ Backdrops ]White, gray or black
Choose a white, gray or black backdrop. One color for everyone gives the whole set the same look, whether it's a speaker lineup or your company's team page.
White
Clean and bright. Reads well on websites, in annual reports and next to other white-background headshots.
Gray
The most neutral choice. Sits quietly on almost any page, light or dark.
Black
Dramatic. Makes people stand out on speaker pages, in the event app and on LinkedIn.
[ Pricing ]How headshot stations are priced
Priced by station time, with a planning capacity for each block, not per person. Headshot sessions at your office are priced the same way as conference stations.
| Station time | Planning capacity |
|---|---|
| 2 hours (minimum) | up to about 24 people |
| Half day, 4 hours | up to about 48 people |
| Full day, 8 hours with a meal break | up to about 84 people |
Every station includes one photographer and one station, backdrop and lighting, setup and breakdown outside station time, one retouched photo per person, and delivery within 3 business days, with the headshots in their own folder.
Our station prices are in the cost guide: see what XPOSRE headshot stations cost.
[ Planning ]What to decide before headshot day
The planners who get the smoothest headshot day have answered these before they ask for a quote:
- How many people, and who? Speakers only, every attendee, the exhibitors, or your own staff. The headcount sets the station time.
- When are they free? Before the first keynote, at lunch and in the breaks are the busy times. A line that arrives all at once waits; booked time slots spread it out.
- Where does it go? A quiet corner or small room near the action, about 10 × 10 ft for the backdrop and lights, out of the main walkway. Check it with the venue early.
- What look do you want? A white, gray or black backdrop, how formal, and whether the photos need to match headshots you already have. Send examples with your request.
- Branded or plain? A sponsor's logo on the station, or a neutral backdrop for staff photos.
- Where will the photos be used? LinkedIn, speaker pages, the event app, the company website or the annual report. It decides the framing and who receives the photos.
[ Your part ]What makes a good headshot, besides light and a photographer
The lights, the backdrop and the direction are ours. The rest comes from the person in front of the camera, and most of it is decided before they walk up. Share this with your attendees or your team before headshot day.
Clothes
Wear what you'd wear to meet an important client. A jacket or blazer looks finished in any crop. Solid colors and quiet patterns work best; very fine stripes and small checks can shimmer on screen. Make sure it fits and is pressed.
Against the backdrop
On white, a white shirt with no jacket blends in. On black, an all-black outfit disappears. Gray goes with almost anything. A color that contrasts with the backdrop makes you stand out.
Skin and shine
Shine is the first thing people notice in a headshot. A little matte powder or a blotting paper on the forehead, nose and chin takes it off, for men too. Do it right before your turn, especially after a coffee break or a walk across the venue.
Makeup
Your everyday makeup, a little more defined than usual. Nothing new or untested on the day, and go easy on shimmer and highlighter, which bounce the lights back as shine.
Hair and grooming
A haircut a week before, not the day before. Bring a comb or brush and check for flyaways. Beards neatly trimmed, or a fresh shave an hour or two before.
Glasses and jewelry
Keep your glasses on if that's how people know you; anti-glare lenses help. Simple jewelry keeps the attention on your face.
Timing
Come early in the day or right after a break, not straight out of a long session or a heavy lunch. A rested person looks rested; a rushed person looks rushed.
Expression
You don't need to know how to pose. The photographer guides your angle, posture and expression. Relax your shoulders, breathe out, and give it a few frames before deciding you don't like your smile.
[ How it runs ]From setup to delivery
Before the day
We agree the station time, the spot, the backdrop and who is coming. If a sponsor hosts the station, the branding is agreed too.
Setup
Backdrop and lighting go up before the station opens and come down after it closes, outside the time you book.
The line
About five minutes a person when the line is organized; it can take longer when it isn't. An organized line, with sign-up times or someone from your team keeping it moving, gets the most people through.
Delivery
One retouched photo per person, delivered within 3 business days, with the headshots in their own folder.
Running a full conference too? See conference photography, or trade show photography for exhibitors.
Questions planners ask
Do you bring the lighting and the backdrop?
Which backdrop color should we choose?
How much space does the headshot station need?
What should people wear for their headshots?
How many people can you photograph in an hour?
Do you charge per person?
Can the station run while you photograph the rest of the event?
How do we receive the photos?
Can someone have more than one photo retouched?
Can you come to our office?
Our new headshots need to match the ones we already have. Can you help?
[ Where we work ]Conference & Corporate Headshots in New York City, New Jersey and Miami
New York City
Manhattan, Brooklyn, Queens, the Bronx and Staten Island: the Javits Center, Midtown hotel ballrooms and venues across the five boroughs.
Events in New York City →New Jersey
Expo halls, conference hotels and corporate campuses across the state.
Events in New Jersey →Miami
Miami and Miami Beach: the Miami Beach Convention Center, Downtown and Brickell hotels, and receptions on the water.
Events in Miami →Tell us about your event
The date, venue and hours are enough to start. We reply with a quote and any questions we have.
Request a quote