Memory Card Workflow

The following workflow is designed to reduce the chance of memory card (or image) loss once cards have been issued to the Shooter (Photo or Video). For the safety of our clients, this workflow is necessary and required.

Picking Up Cards from the Studio

Photographers will be issued 2  32GB Class 10 cards (4 for Second Camera Shooters). Photographers should aim to capture 200 – 240 maximum resolution jpeg images per contracted hour. Waste percentages should average no more than 25% after culling & hard edit. It is expected that an average wedding will use 8GB – 14GB of space. The excessive amount of memory card space is not an indication to shoot in excess. Overshooting is acceptable when common sense or unusual circumstances dictate the need.

Videographers will be issued (4) 64GB Class 10 cards. Videographers should aim to film 6GB – 10GB of 1080 resolution video date within an average of 20 – 40 video clips captured per contracted hour. It is expected that an average wedding will use 36GB – 60GB of space. The excessive amount of memory card space is not an indication to shoot in excess of the amounts shown. Overshooting is acceptable when common sense or unusual circumstances dictate the need.

Cards will be ready to pick up from EVOKE the week of the wedding. Sara or Al will check all cards out. When picking up cards, verify you have been issued Primary and Backup card sets. (Photographer may receive 1 set if they shoot 1 camera during the wedding, or 2 sets if they shoot 2 cameras during the wedding.) Primary cards will be GREEN and backup cards will be YELLOW. Cards will be provided in a card case equipped with a belt / purse strap and Bluetooth enabled Tile Tracker.

In addition to picking up cards, you will also be given the work order containing the wedding details and contact information.

At Home (Wedding Day)

Before leaving your home for the wedding, Shooters (Photo or Video) should insert a green card in the “A” card slot, and a yellow card in the “B” slot on both the Primary and Secondary (or Backup) Camera. Both cards should be formatted and available card size should be verified before leaving your home. Do not do this at the wedding. Each camera should be set to mirror the cards for backup. By default, some dual card cameras use the “B” slot as overflow. Please ensure your camera is set to mirror (backup) the “A” slot to “B”. (Terminology will vary by camera model.)

All Primary and Secondary camera models must have and utilize the dual card slot backup system. The SD Card slot should be set to PRIMARY and the CF card slot should be set to Backup. If your camera does not have dual card slots, please make the studio aware ASAP.

At this time, backup cameras are not required to have dual card slots.

At Wedding

Once the wedding coverage has ended, and before leaving the venue, remove the green card(s) from your camera(s) and place them in the card case equipped with strap and Tile Tracker. Men should attach the strap to a belt buckle and place the card case in their pocket. Women may do the same if wearing pants with pockets, or attach and insert into their purse.

Next, verify that the yellow card contains a complete backup of the event. The yellow cards should remain in the cameras while you drive straight home from the wedding.

The objective is that in any situation, you are leaving the wedding with 2 copies of the image files and transporting the cards in two different locations. Primary cards and Backup cards should not be in the same camera bag, pocket, purse, or otherwise when departing from the event.

Back At Home (After the Wedding)

Upon arriving home from the wedding (and before delivering the cards to EVOKE) make a copy of all image files from the green card onto your EVOKE issued external hard drive. The main idea here is to create a copy of the original image files onto the EVOKE hard drive before delivering the cards to EVOKE. That way there is always backup at your home while the cards are in transit.

Great! You are still reading! If you would…please email me your favorite color. “My favorite color is blueish, green, with a little purple.”  That way I know who has actually read everything and who is just telling me they did.  (Sorry for the obvious ploy…but this is important.) Thank you!  After you’ve created your folders on the EVOKE hard drive, copy ONLY your images from each memory card into their respective folder on your drive. If you have subfolders (e.g. DCIM, 100EOS5D, 100N850, etc.), PLEASE DO NOT copy those folders into your hard drive. Navigate to where the actual images are in each folder and copy them directly to the folder on your drive.

Folder names on the external hard drive should be as follows:

Post Wedding Checklist

After you have the files copied over, you will need to complete the Post Wedding Checklist. The Post Wedding Checklist is directly integrated with EVOKE’s payroll system and is the only way to receive reimbursements for your mileage, meals, and overtime. Completion of the form will serve as verification that the backup was completed. Forms will be sent to Payroll, Staging, and the Backup Photographer indicating the completion of the event. This step is absolutely critical to compete after the wedding and before delivering the cards to EVOKE.

Once you get to the Hard-Drive Backup section, you will be asked to send a screenshot of a backup of your Primary Cards. This is a VERY IMPORTANT step that provides a extra point of reference to ensure that we receive every single image that you have taken for our Brides and Grooms. In order to ensure this, please use the examples below when sending in your screenshots.

If you are a Mac user, please follow this format –

Make sure you have an active Finder window, go to the top of your screen and choose “View > Show Path Bar” and “Show Status Bar“. Now when you open each backed up Primary # card folder, it should look like this:

If you are a Windows user, please follow this format –
In an open Explorer window, open “File > Change Folder and Search Options”. Now go to the “View” tab and under “Advanced settings:”, scroll down until you can see and ensure that “Show status bar” is chosen. Now when you open each backed up Primary # card folder, it should look like this:

Note that in every example above, each Primary Card is now open as a separate window and the # of files per card are now neatly displayed at the bottom of each window… BAMM!!!! No mess, no stress!!

Transporting Memory Cards Back to the Studio

By Wednesday all cards issued, both Primary and Backup should be returned to EVOKE in the card case containing the Tile Tracker. This final step completes the Memory Card Backup process.