Conference Headshot Booth FAQ
If you have never offered a headshot booth activation at your conference, meeting or trade show, it's time to give it a try! Offering headshots creates a valuable asset for your attendees, and creates a general buzz at your event. Here are some frequently asked questions and answers we hope will help you plan your event.
Photo by tooShay Productions
Where should the headshot station be located at the conference?
Placement is one of the most important decisions you will make. A great headshot activation can create a lot of buzz, but only if people can find it and know about what you are offering.
High Traffic: If the goal is to generate traffic and leads, the headshot area should be in or directly next to the sponsor booth in another high traffic area. Plan for extra plenty of extra space, because the headshot booth will draw attention.
Premium Access: If the goal is a premium experience, like a VIP lounge for executives, speakers, sponsors, or selected attendees, a separate meeting room can create a more upscale and private environment.
What will our photographer need for setup?
Space: A 12×12 area is usually the minimum for a basic headshot studio. That's enough space for a background, lights, laptop stand and tripod. Larger activations, lounges, sponsor booths, and additional stations may require more room. Wherever the headshot area is set up, account for the space around it for a line, check-in, a touch-up station with a mirror, sponsor signage, or digital displays.
Power: It’s important for a headshot station to have access to electricity for laptops, camera and lighting batteries and other equipment. Be sure to arrange access to power!
Reliable WiFi: WiFi is strongly preferred, especially if instant delivery is part of the experience.
How many people can be photographed?
An individual headshot station taking walk-up participants in a high-traffic area can often photograph around 200 people during an 8-hour conference day.
That estimate depends on foot traffic, delivery workflow and how much time each participant receives. You may need to extend headshot hours or you can add additional headshot station. To decide if you need to extend the time or stations, let us know the size of the event. Is lead generation the primary goal? Is it important for every attendee to receive a headshot? Are you photographing employees, VIPs, sponsors, speakers, or general attendees?
How can sponsors benefit from a headshot station?
Corporate sponsors are a great way to pay for a headshot activation at your conference. Swag like tote bags or stress balls can be forgotten quickly, but a professional headshot can be used immediately on LinkedIn, speaker bios, zoom and email signatures.
When attendees receive their images quickly, the buzz around the conference can build fast. That makes the sponsor more visible and gives the event team a stronger engagement story to tell.
Brand Visibility: Branded signage, and digital displays can make the sponsor highly visible throughout the activation.
Branding Galleries: Private image galleries can be customized so the experience feels aligned with the event and/or sponsor.
Lead Collection: Attendee information can be collected and delivered to the sponsor or organizer at the end of each event day.
What deliverables will participants receive?
Our goal is both a great image for each person, but also a fun experience. Attendees should feel guided from the moment they arrive in the headshot area. The check-in process should be clear and the photography team should provide direction, coaching, and help people feel comfortable during their session. When the experience is well organized, attendees walk away feeling taken care of instead of rushed through.
Photo by tooShay Productions
Should we let attendees know about the headshots before the conference?
Definitely! The most successful headshot activations start generating excitement before the event begins. Free professional portraits are a big perk and worth promoting with pre-event emails and social media posts, as well as on-site signage. The more people know about the opportunity ahead of time, the more likely they are to prepare their makeup, hair and wardrobe for their photos.
Can we add professional hair and makeup?
Yes. We can arrange one or two makeup artists (depending on the size of the event) to provide quick touch ups for participants who want them. This is always a great idea to provide a premium experience.
Do you have any other questions? Please reach out through our "book now" button. We're happy to help you plan a photo booth activation at your next event!
