Keep a useful record of the photo experience that actually ran

Keep a concise record of the photo experience that actually ran. Approved files show intent; final setup samples show execution. Storing both helps the next team understand which creative, output and operating decisions were live at the event.

Save the right versions.

Retain the final scope, approved asset list, relevant change approvals and representative setup test. Add event date, operating hours and provider contact. Label concepts and superseded artwork so they cannot be mistaken for delivered outputs.

Store participant photos only under the agreed access and retention arrangements. An internal event archive is not permission to collect every guest record in an unrelated shared folder.

Link the record to the debrief

Attach decisions about improvements and unresolved service items. Use recognizable filenames and one owner so future staff do not have to reconstruct the event from message attachments.

Use the creative inventory as the starting index. Keep enough evidence to support future planning and approved reporting without turning the archive into an uncontrolled copy of participant data.

Save a small evidence index

Create one index with links to final scope, approved creative, installation sample, scope changes, metric definitions, and debrief decisions. Give each entry an owner and version or date.

That index should answer two questions: what was intended, and what actually ran? Keep concepts and superseded files labeled so they do not later become accidental case-study evidence.

Retain guest material only under the agreed image-use, access and retention arrangements. A useful archive can point to an authorized system rather than duplicating every participant photo in a general folder. Save the evidence needed for future planning without creating unnecessary copies of personal content.