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, access light, find key contacts, plan your attack.
Charge your batteries, Get your spot card ready.

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 blue 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

We keep our workflow clean and simple so nothing gets lost in the shuffle.

Our core platform:

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

Make sure you understand how to upload, tag, and sync before your first solo event.
Back up all files before uploading.
Never delete originals until final delivery is confirmed.

Editing software:

[Editing Software Placeholder] — we’ll confirm which version you’ll use for color correction and exporting. Keep edits consistent with Wax Pencil’s bright, authentic, true-to-life style.

File naming conventions:

[Insert File Naming Format Here] — consistency helps us stay organized and efficient.

FAQs

This is a frequently asked question?

🧰 Troubleshooting & Support

Even pros hit snags — that’s why we have each other.

If something goes wrong:

Gear issue? Notify the team lead immediately and note it on the post-event report.
Software glitch? Screenshot it and send to your tech contact (or team lead).
Personal emergency? Communicate ASAP — we’ll handle coverage together.
Missed shot or unexpected issue? Be honest. We’d rather fix it together than find out later.

Bring a backup battery, memory card, and flash to every event — even short ones. A little preparation saves big stress later.