How to Set Up a PicFlower Operation at a Single Event: From Planning to After-Sales

Working as a PicFlower at a single event can be:

• your first test in the phygital creative economy

• a way to supplement income on a weekend

• or the beginning of a long relationship with organizers and event venues

Unlike running around to various points in the city,
when you are focused on a single event, the logic changes:

• you have a defined time (3, 4, 6 hours)

• a delimited space (hall, arena, concert venue, company, club)

• an audience that will circulate there, often, throughout the night or afternoon

The question is:

how to take advantage of this context to set up an efficient, organized, and profitable PicFlower operation with PicFlow?

In this article, we will go through:

• preparation before the event

• how to position yourself and approach during

• how to use PicFlow in the live flow

• package and pricing models

• and what to do after the event to generate future opportunities.

1. First of all: what kind of event is this?

The first step is to understand the context in which you will be working:

• Wedding / birthday / graduation party?

  • more affectionate atmosphere, focus on families, friends, emotional remembrance

• Festival / show / club / themed party?

  • party atmosphere, lights, scenery, lively audience, focus on groups and couples

• Corporate event / convention / awards ceremony?

  • more institutional atmosphere, focus on teams, managers, networking, recognition

Each type of event changes:

• the type of card that makes the most sense

• the way to approach people

• the way to talk about price and delivery

Understanding this beforehand helps you to:

• think about more appropriate Energy Cards scripts

• define whether it makes sense to offer something more affectionate, more fun, or more “corporate”.

2. Aligning with the organizer (when applicable)

If you are:

• being hired to work as a PicFlower

• or have formal authorization to operate at the event,

it is worth aligning some points with the organizer:

• Where can you operate?

  • specific area (e.g., entrance hall, garden, corridor, lounge)

  • circulating freely between tables, dance floor, VIP boxes

  • at a fixed point, like an “Energy Cards station”

• What is the desired tone?

  • more discreet

  • more encouraging (engaging people)

  • more institutional (in corporate events)

• Will there be official communication about you?

  • announcement on the screen

  • announcement on the microphone

  • sign: “Create your Energy Card with the PicFlower here”

• Is there interest in post-event use of the images?

  • does the organizer want to use some Energy Cards later on networks or internal communication?

  • if so, it is important to talk about consent and clear rules.

This alignment:

• improves your experience

• increases the chance of future referrals

• shows professionalism in the use of PicFlow.

3. Assembling the PicFlower kit for a single event

For a closed event, the kit can be leaner, but it needs to be reliable:

Essential

• Cell phone with a good camera

• Active PicFlow subscription

  • to create Energy Cards on the spot

  • and organize specific collections for the event

• Stable internet

  • local Wi-Fi (if reliable)

  • or own data plan

Recommended

• Power bank / extra battery

  • to avoid depending on an outlet at a critical moment

• Portable printer (if it is part of your service)

  • to offer physical mini-cards on the spot

  • a great differentiator in weddings, graduations, corporate events

Physical organization

• bag, fanny pack, or belt to carry:

  • cell phone

  • printer

  • cables

  • power bank

  • business cards, if you use them

• everything safely and discreetly.

4. Creating a specific collection in PicFlow for the event

Even before the event starts, create in PicFlow:

• a collection with the name of the event, for example:

  • “Ana & Bruno Wedding – 02/25/2026”

  • “Engineering Graduation – Class of 2026”

  • “Company X Corporate Event – Convention 2026”

  • “Party Y – 02/25/2026”

Within this collection, you will:

• group all the Energy Cards created there

• have your work from that day organized

• be able to use it later as:

  • portfolio

  • basis for offers of extra products (frames, posters, etc.)

  • material for the organizer (if agreed)

5. Strategy: fixed point x circulation

There are two main models of operation in a single event.

a) Fixed point (“Energy Cards station”)

You:

• choose (or agree on) a place with good flow and good light

• set up a kind of “official point”

• people come to you

Advantages:

• greater organization

• easier to manage queue, payment, delivery

• ideal for events with people circulating a lot (party, graduation, convention)

Challenges:

• needs communication so that people know you are there

• depends on the flow/curiosity of people

b) Circulation through the event

You:

• circulate between tables, dance floors, spaces

• approach groups at strategic moments

• take the photo right there and, if necessary, arrange later delivery (still at the event, by QR/WhatsApp)

Advantages:

• you go where the energy is

• increases the number of people who find out about your service

Challenges:

• requires more tact in the approach

• payment and delivery logistics need to be well thought out

In many cases, a combination works well:

• you circulate

• invite people to go to the fixed point to see/practice

• or do part of the process at the point and part circulating.

6. Approach: how to talk to people inside an event

Your speech needs to be:

• short

• clear

• adapted to the type of event

Examples of approach at party/wedding/graduation

“Can I record this moment of yours and turn it into an Energy Card through PicFlow? It's like an artistic card of the event, you receive it instantly on your cell phone and, if you want, also in printed version.”

or

“I'm here today as a PicFlower, creating Energy Cards of the wedding/graduation. I take the photo, PicFlow generates an exclusive card for you at this moment, and you already leave with it saved.”

Examples at a corporate event

“I'm here with PicFlow recording moments of the team. Can I make an Energy Card of your team here in this space? You receive it instantly and can revisit it later as a reminder of the event.”

The important thing is:

• make it clear that it's not “just a photo”

• quickly explain what PicFlow / Energy Card is

• show that it is fast and personalized.

7. Flow in PicFlow during the event: from click to delivery

The basic flow is:

1. Click

   • you take the group photo in a good frame

   • sometimes, 2–3 variations

2. Upload to PicFlow

   • choose the best image

   • upload to the event collection

3. Visual style

   • select a style that matches the event:

     • more elegant (wedding, corporate)

     • more vibrant (graduation, party, show)

     • more affectionate (birthday, family gathering)

4. Quick text (optional, but valuable)

   • title with event name + group (“Ana & Bruno Wedding – Bride's Family”)

   • brief description or at least reference to the day

5. Package offer and closing

   • presents options (digital / digital + physical / group package)

   • receives payment

6. Delivery

   • sends the Energy Card via WhatsApp, link, or QR

   • prints mini-card, if it is in the package

With practice, this flow can happen in a few minutes per group.

8. Package and pricing models for a single event

The exact values depend on:

• city

• type of event

• audience

• your experience

• agreement (or not) with the organizer

But you can structure something like:

Package 1 – Simple Digital

• 1 Energy Card

• delivered instantly (WhatsApp / link / QR)

• focus on volume of groups

Package 2 – Digital + Physical

• 1 or 2 Energy Cards

• 1 mini-card printed per person or per group

• higher value, but with extra perceived value

Package 3 – Group/Family

• 3 Energy Cards with variations in composition

  • ex.: everyone / just friends / just family

• digital + mini-cards option

• better price when divided among the people in the group

It is important to:

• know how to talk about price without stalling

• have payment methods ready (PIX, card app, change if you accept money)

• have a minimum sense of goal (e.g., “If I close X packages, the event was worth it”).

9. After-sales: what to do after the event is over

Many people think that the work ends when the event is over.
But, in practice, after-sales can yield great results.

a) Final organization in PicFlow

• review the event collection

• ensure that:

  • the best Energy Cards are well identified

  • any text adjustments have been made

• if agreed with the organizer:

  • separate a subcollection with cards that he can use in official communication

b) Extra products

Depending on the profile of the event, you can offer later:

• frames with specific Energy Cards

• posters with mosaics of moments

• physical mini-albums based on the PicFlow collection

This can be offered via:

• contact with the organizer

• direct contact with some of the groups you served (if there was contact exchange for this)

c) Portfolio and upcoming contracts

Use the event collection in PicFlow as:

• case to approach:

  • other organizers

  • other party venues

  • other companies

Example message:

“I worked as a PicFlower at the [Name] event on [date], using PicFlow to create live Energy Cards with the participants. Here is the collection with some examples. I would like to discuss how we can bring this experience to your next events.”

10. Final tips for your first (or next) operation at a single event

• Choose your moments of action well

  • arrival of guests

  • break times (in shows/corp)

  • transitions (e.g., between ceremony and party at weddings)

• Don't be intrusive

  • respect those who do not want to participate

  • keep the atmosphere light and friendly

• Have key phrases ready

  • explain in a few seconds what you do and what PicFlow is

• Use the event collection as a record of your evolution

  • note where you could improve:

    • visual styles

    • approach fluidity

    • creation and delivery time

In summary

Setting up a PicFlower operation at a single event is:

• an excellent test for those who are starting

• a good operating format for those who already have some experience

• a clear way to show the value of PicFlow in practice

With:

• a well-assembled kit

• a specific collection in PicFlow

• a clear flow from click to delivered Energy Card

• well-defined packages

• and a minimum of after-sales organization,

you transform:

• a few hours of event
  into

• a memorable experience for those who participated

• a concrete source of income for you

• and a real case that can open doors for the next events.

If you are thinking about taking this step,
a good start is to choose an upcoming event,
aligned with your profile,
and plan your performance as a PicFlower with PicFlow as your base.