A well-established event and wedding photography studio running a team of 4 photographers. They cover 8-12 large events per month: weddings, corporate functions, festivals, and private celebrations across Auckland and the wider region. Their photography was excellent. Their post-event workflow was killing them.
The Post-Event Bottleneck
A single large wedding generates 5,000-15,000 photos across multiple photographers. After the event, an editor would spend 2-3 full days just sorting, culling, and organising images before any editing could begin.
The team was always backlogged. Clients waited 4-6 weeks for their galleries, and every week that passed, excitement faded.
Guests Never Got Their Photos
At a 200-person wedding, the couple gets their gallery. But Auntie Carol, the best man, the flower girl's parents? They never see the candid shots of themselves unless the couple manually finds and forwards them. Most don't bother.
Thousands of great photos sitting unseen.
No Way to Capitalise on Guest Reach
Every event has 100-400 potential brand ambassadors: the guests. Each one would happily share their own photos on social media. But the studio had no way to get individual photos into individual hands at scale.
Massive organic marketing opportunity completely wasted. Guests couldn't tag or recommend the studio because they didn't have their photos.
Manual Sorting Was Error-Prone
When clients requested specific guest photos, the editor had to manually search through thousands of images trying to identify faces. Misidentifications, missed photos, and hours of tedious scrolling.
Staff burning out on the least creative part of the job. Photographers didn't get into this career to sort files.
We built a system that turns post-event chaos into a seamless, almost instant guest experience. Every person at the event gets their own personalised gallery without the studio lifting a finger.
Clustering Engine Setup
- Configured face clustering model optimised for event photography conditions (varying lighting, angles, distances, partial faces)
- Built the upload pipeline so photographers can dump memory cards into a shared folder and the system processes automatically
- Set up face clustering that groups all photos of the same person without needing a reference selfie first
- Tested accuracy against previous event photo sets, validating clustering even in crowded dance floor shots and dim reception lighting
Guest Experience Flow
- Designed consent-first QR code flow where guests scan, read a clear privacy notice, agree to photo matching, then take a selfie and enter contact details
- Built the matching engine that links the selfie to pre-clustered face groups, only for guests who opted in
- Created personalised gallery pages that are clean, mobile-first, and branded to each event, with a one-tap delete option for full data removal
- Added social sharing prompts with pre-filled captions and studio handles
Delivery & Notifications
- Set up automated SMS and email delivery with gallery link sent as soon as matching completes
- Built real-time notifications for guests as new photos get uploaded and matched throughout the event
- Created a couple/host dashboard showing registration stats and delivery metrics
- Added print-order and digital download options directly in guest galleries
Live Pilot Event
- Ran the full system at a 180-person corporate event as a live pilot
- QR codes on table cards: around 60% of guests registered during the event
- Refined the matching accuracy based on real-world results
- Trained photographers on the new workflow and venue setup
After 90 Days
Once the system is live, opted-in guests receive their personalised photos on the day of the event rather than waiting weeks for the full edit
The editor no longer spends full days dragging files into folders. AI handles the initial sort.
A majority of guests at each event scan the QR code and complete the consent + selfie step.
Roughly a fifth of registered guests shared at least one photo, tagging the studio.
Guests ordering prints and digital packages directly from their galleries. Revenue that didn't exist before.
Additional outcomes
- Photographers can now focus on shooting and editing rather than admin sort work.
- The "guests get their photos faster" pitch has become a selling point in wedding and corporate proposals.
- Some corporate clients have rebooked specifically because attendees responded well to the gallery experience.