On-Site Conference Headshots
Bring a professional headshot directly to your conference or corporate event. Our efficient on-site experience includes professional lighting, guided posing, instant image selection, and streamlined delivery.
A Seamless Process From Setup to Delivery
Event Planning
Request a custom quote by simply sharing your event date, location, hours, and estimated headcount.
Hassle-Free Planning
We collaborate to design the perfect look, choosing between a customized backdrop or utilizing your venue’s natural environment.
Professional Setup
We build a top-tier studio with professional lighting right at your event. Our highly efficient system keeps the line moving smoothly while providing expert posing direction for every attendee.
Flexible Image Selection
Attendees can select their favorite image on site, or we can provide a streamlined online selection process following the event.
Efficient Delivery
Selected headshots receive professional retouching and are delivered through a simple online gallery, ready for professional and digital use.
Planning Headshots for an Upcoming Event?
Tell us about your event, location, schedule, and estimated number of attendees. We’ll recommend the right setup and provide a custom quote.
Professional Headshots Created On Location
A selection of headshots created for conferences, corporate events, leadership meetings, and company programs.
More Ways to Support Your Event
In addition to on-site headshots, we offer complementary services that create a polished experience and provide your organization with a more complete collection of event imagery.
Event Coverage & Group Photos
Capture the energy of your event with professional coverage of speakers, networking, candid moments, and key activities. We can also schedule group portraits for teams, leadership, sponsors, or conference attendees.
Executive Portraits
Take advantage of having a professional studio on site to create elevated portraits for executives, speakers, and leadership teams. Sessions can include additional poses, backgrounds, and portrait options beyond the standard attendee headshot experience.
Professional Hair & Makeup
On-site hair and makeup services help participants look polished and feel camera-ready. Services can be customized to accommodate individual appointments, speakers, executives, or your entire headshot experience.
Conference Photography Questions
Explore our frequently asked questions about on-site headshot sessions and pricing.
How much space is needed?
Space requirements depend on the selected setup and anticipated attendance. We will help identify an appropriate location during the planning process.
How many people can be photographed?
For standard head-and-shoulders portraits, we can typically photograph approximately 15 people per hour at each station. Actual capacity may vary depending on the event schedule, number of photography stations, and the experience you would like to provide. Share your estimated attendance with us, and we’ll recommend the best setup for your event.
What is included in the session fee?
Our session fee covers the photography session itself, a consultation to discuss your needs, and a selection of edited digital images. You’ll have access to high-quality photos that represent your professional brand.
How can I book on-site headshotsfor my event?
The session fee includes pre-event planning, professional on-site photography, studio lighting and backdrop setup, posing and expression guidance, image selection, professional retouching, and digital delivery of the finished headshots. Final pricing is based on the event location, service hours, expected number of attendees, and any additional photography stations or branding options requested. Travel or venue-related expenses may be quoted separately.
What should attendees wear for the session?
We recommend wearing solid colors or subtle patterns that reflect your professional style. Avoid busy prints and overly bright colors that may draw attention away from your face. Before the event, we’ll provide a headshot preparation and wardrobe guide that you can share with attendees.
When will attendees receive their photos?
Retouched photos will be delivered within one week of the attendee’s image selection. Depending on the service selected, attendees will either choose their preferred photo at the event or receive a private online gallery where they can review their images and make their selection. Rush delivery available.
Can the experience be branded for our conference or sponsor?
Branding options may be available for the photography area, attendee communications, or image-delivery experience.
Can attendees schedule a time in advance?
Advance appointments may be incorporated into the event plan. Walk-up participation may also be available depending on your schedule and expected volume.
What locations do you service?
We serve clients across various locations. Whether you’re located in the city, the suburbs or in another state, we strive to accommodate your needs and can discuss options during booking.
Is there a cancellation policy?
Our cancellation policy allows for changes up to 48 hours in advance. Cancellations made less than 48 hours before the session may be subject to a fee.
Can I see a portfolio?
Absolutely! We encourage you to view our portfolio online to get a sense of our style and approach. Our past clients reflect the quality and professionalism of our work.
What if I have more questions?
If you have any further questions, don’t hesitate to reach out. We’re here to help you every step of the way. Kelly@KellyWilliamsPhotography.com or call 972 885 7169
Bring a Professional Headshot Studio to Your Attendees
From conferences and leadership meetings to company-wide events, we’ll create an efficient on-site experience designed around your schedule, space, and number of attendees.