Wax   Pencil   Events   Team

Hellllloooooo! Welcome to the Events Team! Wax Pencil Events Team is more than just a group of photographers We’re storytellers, memory-catchers, marketers and we bring the party. Whether we’re shooting a sleek corporate event or an inspiring charity gala, our mission is simple: capture expression, document the event, and provide the imagery our client needs to market their event to the world.

You were chosen because you bring something special — your eye, your energy, and your technical ability. This guide will help you understand how we do things around here so we can all deliver consistent, exceptional results while having a great time doing it.

Core   Values

Our Team Values

At Wax Pencil, we care about more than beautiful images. We care about people.
Our values guide how we show up every day:

  • Energy: We bring big energy to every event. We are the guests the client needs to help set the tone they are looking for. Our energy creates dynamic images. When we engage our photos reflect the energy we bring to the table.

  • Reliability: Show up, follow through, and be someone that can be counted on.

  • Equity: We believe every single person deserves respect and love.

  • Big Work Ethic: We hustle every minute we are on the floor. Our goal is to get as much value for our client as we can and that means tons of images!

Expectations & Reliability

Our clients trust us to capture once-in-a-lifetime moments — and that trust starts with reliability.

Here’s what that means:

  • Confirm your assignments. Reply to event job offers right away so we can finalize schedules quickly.

  • Be on time. “On time” means 30 minutes before the event starts — ready, set, gear on, batteries charged. You will be paid for these 30 minutes in order to prep, asses light, find key contacts, plan your attack.

  • Charge your batteries, Get your spot card ready. Remember a power bank for your phone. Remember your wrist phone holder.

Reliability builds trust. Trust builds reputation. And reputation builds opportunity — for all of us.

Professional Appearance

Our rule of thumb: look like you belong, but make it Wax Pencil.

Dress Code Basics:

  • Match the vibe of the event — corporate events may call for business casual; charity events might allow a more relaxed, creative feel.

  • Always wear your Wax Pencil logo piece (shirt, badge, or lanyard).

  • Black is best. Avoid loud patterns or logos from other brands. We don’t want to stand out.

  • Comfortable shoes are a must. You’ll be on your feet, moving fast.

Event Conduct

How to shine at events:

  • Greet clients and guests with warmth and confidence.

  • Be courteous to other vendors (DJs, planners, caterers).

  • Don’t interrupt speakers or crowd important moments — anticipate the shot and move gracefully.

  • No phone use in visible areas unless it’s directly for the job.

  • Keep energy high — your energy is reflected in your pictures!

Get These quintessential Shots

The key contact—person that hired us. Get a great shot right away.

An incredible shot of EVERY speaker and or dignitary in action. Check your shots. It’s harder than it looks. Shoot until you have a winner!

The audience. Clapping, reacting, raising their hand to ask a question.

Team Photos—The events team, board of directors, dignitaries, VIPS

Peek A Boo Shots. Shoot through things. create the illusion of the onlooker. Hunt for expression. These shots are very popular.

All logos and signage. Sponsors will have donated lots of $ and Event clients like to thank them with beautiful images showcasing their brand at the event.

The Hug, The handshake, The High Five. Moments of connection.

Wide shot of the whole room and event.

Close ups of food, Table settings, Floral arrangements

A photo of someone taking a photo

Detail shots. Close up of Shoes, foot, products, signage

The venue

Shooting Tips:

  • Mix wide, mid, and close-up shots for variety.

  • Keep lighting flattering and consistent — adjust. Bad lighting in venue? Ask subjects to follow you to a window.

  • Always double-check backgrounds (no clutter or awkward objects).

  • Prioritize the client’s logo, sponsors, or signage in storytelling shots.

  • Smile big at people before photographing them- direct them into the poses you want to capture. Sometimes staging is a must to get the type of marketing images clients need to advertise their event next year.

  • Shooting groups? Go with aperture of 5.6 or higher. Shooting individual? Go with aperture of 2.8 to blur the background.

  • Flash. Ask if you can use it first. Whenever possible bounce off the ceiling for more flattering light.

Spot My Photos

Technical Guidelines

Our core platform:

  • Spot My Photos – used for live event delivery, facial recognition tagging, and client access.

    • Make sure you understand how to upload, sync and spot before your first solo event. Practice! Don’t wait for the event to make sure you know how it works.

    • Make your account at https://www.spotmyphotos.com There are many tutorials and trouble shooting faqs you will have access to.

    • Always shoot with two image files. Raw and the smallest jpg possible. Keep raw files until I tell you it’s ok to delete them. Some clients receive large pro edits.

    • NEVER format your spot SD card in camera. This is a $800 mistake.

    • Prepare your spot card before every shoot. instructions are found at this link: Click Here

FAQ

Spot isn’t working what do I do?

Spot my Photos is glitchy! REALLY GLITCHY. The key is to be prepared, arrive early, and don’t panic when something goes wrong. Slowly problem solve it.

  • Make sure each image shows up on your phone before taking more: If you take a ton of photos panicking they all backlog in the system and the system shuts down.

  • What to do if a photo doesn’t show up on your phone? —Your first photo needs to be a person. Was it? Or was it an object? —Make sure you are connected to the spot card wifi. password is Spotter12. —Often you need to reconnect many times. —Is your camera on the correct image size settings? raw plus the smallest jpg.—is your camera set to the correct date? Did you properly prepare the spot card from your computer?

  • Problem solving: Make sure you only have 1 card in your camera and it is the spot card.

  • Shot says failed? Click the arrow in the centre of the screen and press try again

  • Still having problems? Click refresh on the connection tab in the spot app.

  • STILL having problems? Take one or two more photos to see if that restarts the system. Move to an area with better connectivity

What do I do if i have tried all the problem solving and still cant get it to work?

Text Nicole. Keep shooting. Explain to anyone that asks that the system is experiencing an issue and the images will be added to the gallery immediately after the event if not earlier.

What do i do if someone asks for a quote, discount, etc

Get contact information and give it to Nicole. Explain that there are different rates depending on the event and circumstances. Also give them a wax pencil business card.

Someone wants to hire me

Is it a headshot session, branding or an event? refer them to Nicole for quote. Is it babies? wedding? family? drone? Anything I do not shoot is fair game and you are encouraged to network with your business in mind! Bring your cards! If it s a job that might be best for someone else in our team please refer them!

The e vent feels done. can i leave?

We are paid by the hour so it is imperative you stay on site and shoot if there is any event still happening. Find ways to be creative. Take photos of the area or venue, products, details. There are always things you can photograph that give value to the client. If the event is completely shut down, check in with the key contact, ask if there is anything else you can shoot for them. If the answer is no you may end the job early and leave.

You’ve got this!

Go in with a great attitude to capture the photos the clients needs. Keep in mind that you are not only documenting the event you a creating images that the client can use for their marketing. Ask yourself…”what does the client want this event to be…and create that in your images any way you can.

Your energy shapes the experience for everyone around you — clients, guests, and teammates alike.

So show up with heart. Stay curious. Keep learning. Be creative. and Work hard! Most of all. HAVE FUN!

— The Wax Pencil Team <3