Photography
Case Studies
Why Real-Time Photo and Video Delivery Transforms Event Engagement
TIMING IS IMPORTANT
When it comes to corporate event and incentive travel events, photography is only as valuable as the moment it’s shared.
54.8% of photographers deliver content 1–2 months after the event. After the moment has passed
Fewer than 25% of attendees actually open post-event emails
Fewer than 5% of attendees actually download the photos
That means nearly all attendees never see or use the photography you spent thousands of dollars to create.
You’ve probably seen this play out: someone asks a photographer to take a picture, then says “can you take one with my phone”. Why? Because they don’t trust they’ll ever see the professional photos. This keeps IMAGEANDFILM up and night but we have found the solution.
*Stats from independent study from a leading online photography Petapixel
THE FIX
IMAGEANDFILM fixes this by delivering content while emotions are still high, conversations are happening, and the experience is alive.
Choose a Case Study
CORPORATE EVENT
Case Study 1: VidSummit 25’ and the Adjacent Google YouTube Creator Event
WHAT WE DID
VidSummit is a YouTube Creator conference owned by leaders in the creator space, including Derral Eves, Shonduras, and MrBeast. The event brought 4000+ attendees and 114 speakers together for two packed days of stage sessions, breakouts, hallway networking, and brand moments. A Google LLC YouTube activation for top creators took place next door, so the energy stayed high and the content had to move fast.
4000
ATTENDEES
Access and Engagement
178
Number of speakers and VIPs
100%
of Speakers received images of themselves onstage before their presentation ended.
AT A GLANCE STATS
Event scale: 4000+ person VidSummit conference with 114 speakers and top YouTubers sharing insider industry knowledge. A Google LLC Youtube event for top creators ran adjacent to the conference.
Rooms covered: 12 rooms required coverage, with up to 6 speaker rooms running at the same time.
Team onsite: 2 editors, 1 DIT/file manager, 1 producer, 1 photo team leader, 10 photographers, and 2 card runners.
REAL-TIME delivery: We edited and delivered over 2 days 4086 images with REAL-TIME onsite delivery. These were fully edited, on-brand images.
Total library: We delivered and organized 27,464 images into 18 folders and 119 online gallery links.
Speaker volume: Each speaker needed 10 photos. We delivered 10 to 40 per speaker depending on keynote or breakout priority.
Speaker delivery speed: On average, each speaker had a first wave of edited images before they left the stage. Each speaker received a complete gallery within about 30 minutes of exiting. First images for the earliest speakers arrived within 30 minutes of session start.
Google event delivery: During the one-hour Google event, we delivered 190 images of attendees in REAL-TIME, including the group photo, within an hour of the event.
Gallery use: 100% of speakers got their gallery. 106 unique people downloaded images. Galleries were viewed 1046 times. The average user downloaded 3 images.
14
Number of Photography Staff
119
Online galleries delivered in REAL-TIME during the event
27,464
Total amount of images created in two days
97
Total folders created for delivery
The Problem
Corporate events often lose control of their online brand and image.
Social feeds look flat.
Speakers leave the stage with only phone shots.
VIPs do not post much because pro images arrive weeks later or never arrive.
The event misses the best marketing window, which is the moment when people feel the buzz and want to share it.
A 24-hour story or a shaky stage selfie should not be the main highlight of a world-class conference.
The Solution: REAL-TIME Speaker Galleries On Site
We gave every speaker a private gallery in real time. A speaker could step off stage, check their inbox, and see edited images waiting for them. The event team posted pro speaker photos during sessions, tagged speakers, and used the collab feature while attention was still hot. Speakers felt like rockstars in the moment, so they shared more willingly and more proudly.
Speed Without Cutting Corners
Some teams deliver fast but skip real editing.
Others send a few quick selects and then disappear for weeks.
We did neither.
Every image we delivered in real time was fully edited by hand in our classic on-brand style.
We finished the full edit and full organization on site.
The client walked out with a complete, organized drive.
No waiting.
No “finals coming soon.”
Multi-Room Coverage
The conference ran across 12 rooms, with up to 6 rooms live at the same time. We staffed for that reality. We had 10 photographers shooting, plus a photo team leader, and a producer handled flow and priorities. Card runners kept cameras shooting without interruptions. Editors and the DIT kept the photo pipeline moving.
Double-Photographer Policy
We assign two photographers to each speaker room. This gives each session double coverage. If one person hits a snag, the other keeps the story alive. It also gives planners peace of mind, because missed moments do not get a redo.
CEO Personal Coverage
One photographer followed the CEO for the entire event. They captured every interaction, meet and greet, backstage moment, photo wall, and private meeting. The CEO got a full set of their own content for their social account. Attendees who met the CEO also got professional photos of their key moments with leadership.
REAL-TIME Production Pipeline
Here is how we kept quality high and speed honest.
A photographer shoots and stays in the room.
A card runner brings cards back, or a wireless system sends files to the editors.
The DIT ingests files and creates triple backups on site.
Editors cull and edit the images.
Editors export final JPEGs.
Each speaker gets a link to their gallery by email.
We name, timestamp, and sort every RAW and JPEG by room, speaker, activity, and breakout.
At event close, we deliver a drive organized to match the agenda and room layout. Staff can find a moment in seconds, even months later. We also use AI tools for face and object search to speed up long-term use.
Results and Deliverables
Speakers Left With Finished Galleries
We delivered 4086 edited images during the two-day event.
Speakers received their galleries in real time.
Every speaker got a dedicated set that featured only them.
VIPs, sponsors, staff, and ownership also received their own galleries.
A Library That Was Done Before the Lights Went Down
We delivered and organized 27,464 images into 18 folders and 119 online gallery links.
The structure matched the timeline and room flow.
The full archive was complete on site, so the client did not need a post-event cleanup phase.
Adjacent Google Event Coverage
At the Google LLC YouTube creator event, we shot and delivered 190 edited images in REAL-TIME during the one-hour program.
Attendees received the group photo and key moments while the event was still happening, so sharing stayed easy and natural.
Proof of Immediate Use
106 unique people downloaded images.
Galleries were viewed 1046 times.
The average user downloaded 3 images.
That level of on-site use shows that real-time delivery turns photos into action, not storage.
Why This Matters for Event Planners
VIP speakers bring their own audiences. The best way to reach those audiences is to give speakers content while they still feel the win. REAL-TIME corporate event photography lets planners and marketing teams post high-quality speaker moments during the event, not after it fades from memory. It also replaces low-quality phone images with professional storytelling that fits the event brand.
Experience and Credibility
We have built and trained this REAL-TIME system for 10 years and we improve it every season.
Adobe has taken interest in our workflow because of the speed, scale, and on-site completion standard.
We have used this model for major travel and event brands and high-visibility productions, including MrBeast-owned VidSummit, Google creator events, X-Change, and The Chosen.
VIP speakers who have used our service include MrBeast, Gary Vaynerchuk, Casey Neistat, Jonathan Roumie, Kelsey Grammer, and other well-known leaders across entertainment and digital media.
Bottom Line
VidSummit proved a simple idea. If you want speakers and attendees to share your event at full volume, you must give them pro content while they still have the pulse of the room in their chest. We did that at scale, with finished editing and finished organization on site, in real time, across 12 rooms, for 114 speakers, and for a 4000+ person audience.
4086
Images delivered onsite in REAL-TIME over two days
Case Study 2: Industry Onsite Gallery
INCENTIVE TRAVEL
WHAT WE DID
For this incentive travel photography project, our goal was simple:
Make photography an ONSITE attendee experience.
REAL-TIME Delivery meant participants could see and share images DURING their experience together. This led to stronger connections, more energy, and laughter throughout the event.
Meanwhile, the employees back home watched it unfold, building excitement and a serious case of FOMO.
Event Details
This project was part of E-Group Communications’ X-Change Cruise. X-Change is a industry leader in MICE. The event took place sailing through the Mediterranean Sea from Barcelona, Spain to Rome, Italy.
80
ATTENDEES
Access and Engagement
136%
of President’s Club Attendees Accessed The Gallery (meaning it was shared with others not attending onsite)
66.67%
of all gallery visits happened during the event itself.
That means most engagement happened while people were still together
1,023
Number of times the REAL-TIME event Gallery was accessed DURING the event.
When Attendees
Engaged Most
15.57%
of visits came during their travel days back to the office.
4,926
Number of photos downloaded DURING the event.
17.76%
of visits happened after the travel conference.
What This Means for Planners
Photography becomes part of the experience, not something guests receive weeks later.
Real-time images create conversations. Attendees tag each other, laugh, and relive moments while still on-site.
Employees at home engage, creating internal buzz and genuine FOMO that boosts company culture.
The gallery becomes a live communication tool, connecting teams around the world in real time.
If your photography partner can’t show
data like this, you’re missing impact!
Case Study 3: Vidsummit 24‘ Instant Photo Gallery
-
This project was for Mr. Beast and Derral Eves Corporate Youtuber event with 80 speakers over two days.
THE CHALLENGE
Speakers rarely receive their photos. It can take weeks or months, and sometimes they never see them at all.
This delay leaves speakers feeling overlooked and causes organizers to miss valuable exposure during the most active time online. Many resort to cellphone photos, which means your brand loses control of quality.
The moment speakers step off stage is when they’re most excited and their followers are paying attention. Without instant access to professional photos, that energy fades and your event loses.
WHAT WE DID
For this corporate event, our goal was to deliver stage photos to each speaker before they even left the stage.
Our team photographed speakers live, edited in real time, and sent them a private link to a mini-gallery featuring only their images, no scrolling, no searching, just the shots that mattered most.
Each speaker received a text or email within minutes of finishing.
68
Speakers
CORPORATE EVENT
Access and Engagement
124%
of Attendees Accessed The Gallery (meaning it was shared with others not attending onsite)
57.38%
of all gallery visits happened during the event itself.
That means most engagement happened while people were still together
626
Number of times the REAL-TIME event Gallery was accessed DURING the event.
When Attendees Engaged Most
14.76%
of visits came during their travel days back to the office.
786
Number of photos downloaded during the event.
27.86%
of visits happened after the travel conference.
What This Means for Planners
Instead of waiting weeks for a highlight gallery, speakers became real-time advocates for the event.
They posted to LinkedIn, Instagram, and company channels, tagging the conference and sponsors while the event was still trending.