Enter the session window, the number of stations, the time each person takes and any breaks. The planner shows an approximate range of people per session and the queue assumptions behind it. The figures are illustrative, and a guest count never guarantees finished headshots for everyone.
What this planner does
It gives a rough range for how many people one session can see. You enter the session window, the number of stations, the time you expect each person to take, the breaks and how you plan to retouch and deliver the images. The planner shows a low and a high figure and states the assumptions.
How to use it
- Enter the start and end of the session.
- Enter how many stations will run at the same time.
- Enter a time per person, with a low and a high estimate.
- Add breaks, such as crew rest or equipment changes.
- Choose your retouching and delivery approach from the list.
- Press the button and read the range.
Reading the result
Read the low figure as the safer one for planning. If the high figure only works when nobody is late, treat it as a hope, not a plan. Compare the range with the number of people you hope to photograph. If the gap is wide, consider booked time slots, more stations or a smaller invited group.
Queues change the experience. A long queue in the sun or in a crowded corridor is a poor result even if the arithmetic works. Our event portrait appointment planner helps you set time slots, and our page on an employee headshot station during a company learning event shows the idea in context.
What to do next
Decide how images will be delivered and when. Our guide to event photo delivery, editing and preservation explains the stages. Check the session against the whole day with the coverage hours planner.
Assumptions and limits
The maths is simple and illustrative. It does not know your crew, your lighting or your guests. Test the process with a few people before the day. The planner does not equate the number of guests with guaranteed finished headshots, and it does not promise any retouching or delivery time.
Send us your window, stations and delivery approach, and we will test the numbers against a real crew and confirm in writing what we can offer.
Check our headshot station planCommon questions
Is the number a guarantee?
No. It is a planning range from the figures you entered. Real throughput depends on the crew, the set-up, how ready people are and how much retouching is promised.
What session length should I enter?
Use your own best guess, then widen the range. Ask the photographer what they plan, and adjust once you have tried it in a short test.
Does one station mean one photographer?
Not necessarily. A station can be one set-up with its own lighting and backdrop. Ask us in writing how many crew members a station needs.
Can everyone at the event get a headshot?
Only if the window, stations and time per person allow it. If they do not, choose booked slots or limit the offer to selected groups.
Check our headshot station plan
Send us your window, stations and delivery approach, and we will test the numbers against a real crew and confirm in writing what we can offer.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
Last reviewed: