How Friends, Flash, and Caffeine Power My Gala Season
FOCOS Gala 2025
It’s officially gala season which means long nights, sparkly gowns, and more camera clicks than a red carpet premiere. Whether you’re a photographer gearing up for your first big gala or a client thinking about booking Captured Canvas, I wanted to share some real-world tips to help everyone stay prepared and sane.
This year’s Gala Season has been especially memorable for me. My editing setup has been a stuffy hotel room for the past seven months after a house fire. Working with less equipment and slower Wi-Fi hasn’t exactly been a dream, but it’s reminded me that creativity doesn’t depend on perfect conditions. It grows where it’s nurtured, even in chaos. With a little help from friends who’ve lent me lenses and the long days at CMC in Express Newark, where I’m a proud community member, I’ve kept my workflow going strong. It hasn’t been easy, but watching my business continue to grow through it all has been the biggest reminder that persistence pays off. I’ve also been lucky to tap a few trusted photographer friends to help as second shooters during larger galas and they have done the same. Having another set of eyes to cover the step and repeat or rotate with me through the guest crowd not only makes the night smoother, but also keeps the energy high and the photos dynamic. Collaboration really turns a hectic evening into a creative partnership where everyone gets to shine. Huge shoutout to Kay for referring my services, Sabrina and Redens for sharing new opportunities, and Dacii for holding it down at the Urban League’s Annual Gala. Y’all are the real MVPs — proof that collaboration really does make the magic happen.
So whether you’re shooting with your full setup or just the basics, here are some tips to survive and thrive this gala season.
Click, Capture, Repeat: Your Gala Season Game Plan: Gala coverage is like a workout disguised in formalwear. You’ll be running around nonstop, juggling lighting changes, and somehow still smiling through it all. You’ll need to be flexible enough to shoot everything from posed portraits to those “blink and you’ll miss it” dance floor moments.
Here are a few of my go-to prep tips:
Gear Check: Always bring two camera bodies. Trust me, Murphy’s Law loves events—if anything can go wrong, it will, right when the CEO steps up to speak. A 24–70mm lens covers most situations, and a 70–200mm keeps you from photobombing the stage shots.
Scout the Venue: Look up the location ahead of time. Check the lighting, parking, and layout so you’re not fumbling for directions or fighting shadows later. It’s also a great way to decide how many batteries or speedlights to bring. (Spoiler: always bring one more than you think you’ll need.)
Dress Smart: Blend in, stay comfy, and wear shoes you can run in. No one wants to see the photographer limping during the group photo.
Plan the Must-Haves: Talk to the client about their “can’t miss” shots—like sponsors, awards, or décor details. Having a list helps you stay organized and calm even when the night’s schedule goes off the rails.
Editing and Workflow
After the event, grab a snack and settle in because this is where the real magic happens. My process usually looks like this:
Culling in Photo Mechanic: It’s fast and saves you from losing your mind sifting through 2,000 photos.
Editing in Lightroom: Batch editing is your best friend when every photo has the same lighting. I have presets for indoor and outdoor events. It helps save time while making adjustments as needed.
Polish in Photoshop: For those select few that deserve extra love (or to rescue that one person who blinked at the wrong second).
Delivery via Pixieset or Dropbox: Both make your work look great and make clients happy—no tech headaches included.
Pro tip: name your folders clearly. Future you will thank you when you’re searching for “final final FINAL edits.” I generally name the file after the organization or name of the client and let Lightroom automatically number the photos in chronological order when its time to export.
For clients: How to book Captured Canvas for Gala Coverage If you’re planning a gala and want me behind the camera, the first step is to fill out my inquiry form through Honeybook. Please include as much detail as possible think of it as setting me up for success so your event runs smoothly. The more I know (timeline, must-have shots, special requests), the better your experience will be.
Before the big night, let’s hop on a quick consultation call. Think of it as our pre-party pow-wow where you spill all the details—timeline, must-have shots, surprise award announcements, and yes, even that cousin who always tries to “photobomb the photobombers.”
This call helps me prepare so nothing catches me off guard and ensures I bring the right gear (sometimes including insurance for venues that require it because nobody wants a “photography incident” story in the gala program). Plus, it’s a great chance to make sure we’re on the same page about the vibe, shots, and any last-minute surprises.
Plus, it ensures your gala goes smoothly, your photographer shows up ready, and no one’s stressing over who brought the backup battery and extra snacks.
Photos by: Captured Canvas
Gala season is busy, beautiful, and unpredictable—but that’s what makes it so fun. Whether you’re a fellow photographer fine-tuning your craft or a client searching for the right eye to document your night, preparation and passion make all the difference.
If you’ve made it this far, consider this your friendly nudge to head to my Honeybook form and start the conversation. Let’s make your event as memorable in photos as it is in real life.
See you on the dance floor—camera in hand, snacks in bag, and batteries fully charged.
