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When Everything Went Wrong on a Headshot Shoot – and Why Preparation Saved the Day

One of Those Days

Every photographer has “one of those days” where, despite meticulous planning, things don’t go as expected. Recently, I had a corporate headshot session that could have been a complete disaster. Instead, it became one of those jobs that reminded me exactly why I always over prepare for every single shoot.

The Unexpected Curveballs

The session started with a technical hiccup: my battery-operated studio lights refused to trigger. It’s the kind of thing that makes most photographers break into a cold sweat. On top of that, the original brief suddenly changed. What was supposed to be a simple shoot for five people, with two group shots, turned into a request for 10 people and multiple group combinations – all within the same booking window.

For many photographers, that combination, equipment failure plus a sudden shift in client expectations, could spell chaos.

Why Preparation Matters

This is exactly why I never arrive at a shoot with “just enough.” My philosophy is simple: plan for every eventuality. In my kit, I always carry:

  • Two professional camera bodies (because cameras fail).
  • Multiple lenses for flexibility in framing and style.
  • Spare triggers, modifiers, and strobes (so lighting never stops).
  • Back-up batteries and memory cards (because you can never have too many).

So when my main strobes refused to fire, I calmly reached into my bag, swapped them out for spares, and carried on without missing a beat.

Time Is as Important as Gear

The other element that saved the day? Time management.
I never book my schedule so tightly that I have to dash from one session straight into the next. I always leave space before and after client bookings, which meant that when my client doubled the number of people and added more group shots, I was able to say, “Yes, absolutely – we can make that work.”

Because I wasn’t rushing, I could accommodate the new request and deliver not only what they asked for but also the high standard of quality they deserved.

Turning Potential Disaster Into Success

What could have been a stressful, disappointing experience turned into a session where my clients felt fully looked after. They got all the additional shots they needed, and I walked away knowing I’d demonstrated the professionalism, flexibility, and reliability that my clients expect from me.

Why Clients Book Me

This experience highlights what I bring to every shoot:

  • Preparedness – spares of everything, always.
  • Professionalism – calm under pressure, solutions-focused.
  • Flexibility – ready to adapt when client needs change.
  • Time-consciousness – ensuring shoots are never rushed.

Because when it comes to corporate headshots or branding photography, it’s not just about having the right camera – it’s about making sure clients get a seamless, stress-free experience no matter what happens behind the scenes.