f.a.q’s
Q// How much as a headshot session?
Headshot sessions are $200 per person per sitting.
Q// Do I need a PO for a headshot session?
If you are not a physician or APP that is taking their headshot for the first time, you must provide your own PO prior to scheduling a session. Please email kelley.raye@wellstar.org to request a PO quote.
Q// Can I schedule a headshot session for an entire team?
Yes, please email kelley.raye@wellstar.org with the number of team members that will attend the session (we will email you a quote to request your PO) as well as up to 3 open dates from the appointment calendar below that currently work for your team so that we can check our schedule while we wait for the PO to be approved and avoid emailing back and forth.
Q// I already took my headshot, but I would like a new one. Do I need a PO for my next session?
Yes. If we already have you in the system, additional headshot sessions require a PO even if you did not need one the first time.
Q// I had my headshot taken with another photographer. Can I use that photo?
Your existing headshot must comply with Wellstar Marketing standards. Please email a copy of your current headshot to craig.brimanson@wellstar.org for approval.
Q// Where can I have my headshot taken?
You may visit us at the Wellstar Corporate Office (cafe level) on orientation days (dates below) between 7:30am-9am to have your headshot completed. If you cannot make one of these dates, you may schedule a headshot session at your facility based on our availability (see calendar below). A minimum PO of $1000 (or at least 5 headshot sessions) is required for us to visit you at facilities more than 35 miles from zip code 30315.
Q// Where in my facility will you complete my headshot session?
You are responsible for securing a conference room, suite, break room, office, etc at your facility for us to complete your headshot session.
Q// Can one of my staff members take a headshot while you’re there? They weren’t scheduled but they need one too.
If the staff member is a physician or APP that has never had their headshot taken, they may take one while we are there, however it will not be delivered until we have confirmed this. All other staff members must provide a PO number before their headshot can be delivered.
Q// Should I wear scrubs to my headshot session?
No, business casual wardrobe is a preferred standard per the marketing department. A white coat for physicians and APPs is required. If you do not have one, we can provide one for you.
Q// Can I be late to my headshot session?
We will wait up to 15 minutes past the designated start time for you to arrive. After 15 minutes, we have the right to leave the facility and you will need to secure a new PO for us to return on a different date.
Q// When will my headshot be sent to me?
Headshots are not emailed to individuals automatically, they are sent directly to Marketing. If you would like a copy of your headshot please email kelley.raye@wellstar.org or craig.brimanson@wellstar.org no earlier than 3-4 weeks after your session date.
Corporate Office Headshot Days
Headshots take place at Wellstar Corporate Office (cafe level) between 7:30am-9am on the following dates:
Monday January 13, 2025
Monday February 10, 2025
Monday March 17, 2025
Monday April 14, 2025
Monday May 12, 2025
Monday June 16, 2025
Monday July 14, 2025
Monday August 11, 2025
Monday September 15, 2025
Monday October 6, 2025
Monday October 20, 2025
Monday November 10, 2025
Monday December 15, 2025
First-Time Headshots (Physicians/APPs only)
First time headshots do not require a PO however, if it is found that you already have a headshot in the system that meets current brand standards, you will be asked to provide your own PO before your session can be completed.
Replacement Headshots or Non-Physicians/APPs
Replacement headshots or headshots for non-Physicians/APPs will require a PO from your own department ($200 per person). Once you have your PO number, you may schedule your session beow. Sessions scheduled without a PO number or with the wrong PO total will be automatically cancelled.
Distant Locations
A minimum PO of $1000 (or at least 5 headshot sessions) is required for us to visit you at locations more than 35 miles from zip code 30315. If your PO will not meet this requirement, please visit us at an upcoming orientation at Wellstar Corporate Office.
Appointment calendar
How to Prepare for a headshot Session
what to wear
During your headshot session you will be asked to take TWO images on a grey backdrop only: (1) BUSINESS or BUSINESS CASUAL and (1) WHITE COAT with current logo.
Your photographer will have white coats available in case you have an old or no white coat, however if it is important to you that your embroidered name appears, please remember to bring your own.
The marketing department prefers that you do not wear scrubs for your photo session, so please bring a change of clothes if wearing scrubs might be applicable to you on your session day.
Location
Team members can schedule their headshot session for their office/hospital location, meet us at New Employee Orientation or visit us at our Downtown Atlanta photography studio. If shooting at your office/hospital, the practice manager or physician is responsible for reserving an office, conference room, break room, etc large enough to set up a photography backdrop. Please have this information ready before scheduling your session so that you can add this information to your confirmation.
If your designated space is at a large hospital (ex: Kennestone), please be able to provide thorough instructions on how to locate this space starting with the nearest parking lot/deck/tower.
Wellstar Photography session Terms
late arrival
We are unable to stay past the scheduled end time as we typically have multiple appointments per day. Should you be unable to show up to your headshot session on time, you may re-schedule the session for another date. Please keep in mind, your department will still be billed for both the original session date and the re-scheduled session date.
Cancelling/re-scheduling
Please note for any session that is cancelled or re-scheduled , your PO/invoice will be billed as follows:
Rescheduling or cancelling less than 24 hours from your session start time: 100% of the total will be billed to the appropriate PO number. For sessions that require a PO, you will need to request a new PO number to reschedule your session.
Rescheduling or cancelling within 72-48 hours from your session start time: 50% of the total will be billed to the appropriate PO number. for sessions that require a PO, you will need to request a new PO number to reschedule your session.