How We Run Real-Time Photo Workflows for Live Events

How we move photos from capture to publish during live events without bottlenecks or chaos.

Real-Time Event Media Workflows

Most production workflows are built for after the event.
Ours are built for during.

Live events don’t wait for exports, uploads, or approvals. By the time most teams start organizing assets, the moment has already passed. That’s where traditional gallery tools and handoff processes break down.

We design and run real-time event photo workflows that move images from camera to stakeholders in minutes, not hours, without sacrificing accuracy, metadata, or control.

This means:

Editors working while the event is still unfolding
Clients reviewing and approving in parallel
Assets publishing without duplication or bottlenecks

How This Shows Up in the Field:
The High-Speed Edit: How We Deliver Captioned Photos for CGI in Minutes

Approval & Publishing Systems (Where Most Teams Get Stuck)

Approval is the silent killer of speed.

At scale, Slacks, WhatsApps, Emails, or texts becomes chaos, wrong versions, duplicated files, missing captions, and delayed publishing. We’ve seen it break even in the best of circumstances.

That’s why we build custom approval and publishing systems tailored to live-event pressure.

Using tools like Frame.io, automation layers, and custom logic, we:

Control versioning automatically
Route assets to the right people at the right time by tagging
Eliminate manual handoffs
Prevent duplicates before they happen

This isn’t theory — it’s infrastructure we run on real events.

Field Execution Under Pressure

Technology doesn’t matter if the field breaks.

Live events introduce variables you can’t simulate: connectivity issues, unpredictable schedules, physical constraints, and human error. Our workflows are designed around those realities — not in spite of them.

We enforce field habits that protect the system:

Capture discipline
Metadata consistency
Redundancy planning
Clear escalation paths

These habits are non-negotiable, because they’re what make speed possible without chaos.

Why This Holds at Scale

Scale doesn’t come from software.

It comes from clarity, preparation, and coordination.

Real-time delivery works when roles are defined early, expectations are aligned in advance, and the team is operating from the same playbook before the event begins.

Staffing With Intent

We don’t improvise staffing during an event.

Before coverage begins, we determine:

Whether photo editors are required
How many are needed
What each editor is responsible for

Editors are trained on the system before the event, not introduced to it during live coverage. Everyone involved understands:

Their role
Their handoff points
Their responsibilities within the workflow

This eliminates ambiguity and keeps the system moving predictably.

We’ll build a workflow and photo team that fit your priorities and budget.

Let’s talk about your event.

Talk Through Your Event