Always Confirm: A True Event Story of Trust, Teamwork, and a Near Miss
Stronger Together – Part 2 of a 4-Part Series
We work with people we trust. (See blog from last week here) People we’ve built real friendships with—through years of events, late nights, and pulling off the impossible. And when that trust runs deep, it’s easy to skip the formalities. Everything feels understood. But even the strongest vendor relationships still need structure.
This story isn’t about a disaster. It’s about a moment where something could have gone off the rails—and didn’t—because we caught it in time, had the right team, and communicated quickly. It’s a reminder that even when you know and trust your people, confirmation still matters.
Flashback to 2014
I had just booked one of the most exciting corporate events of my career. Big expectations, big budget, and a bold design I was proud of.
The client didn’t need a photographer—they did events like this all over the world. But I wanted great images for our own marketing and documentation. So I reached out to someone I’ve worked with for years: Joe Keum of Studio JK Photography.
We didn’t sign anything. No formal booking. Two seasoned pros who’d worked together many times before, both assuming it was handled. I thought he had it on his calendar. He thought it wasn’t fully confirmed.
When Familiarity Replaces Formality
The event setup was gorgeous—uplighting, suspended florals, acrylic installs, and lounges. Everything was glowing, and the room had that rare, everything’s-flowing energy.
About an hour before doors opened, I realized I hadn’t seen Joe. I called, and he picked up immediately. We both had that sinking feeling. The job had never been officially confirmed.
There was no flakiness, no miscommunication in tone—just a step we both skipped because we’d worked together so many times before. The trust was there. But the structure wasn’t.
“Oh, what a memory. If it helps someone else as a reminder to stick with your systems, tell it. We can always improve—and reminders are a gift sometimes. I’ll never forget how we handled it, and I’m so glad I was able to get there, shoot, and do it without stress because we talked.”
— Joe Keum, Studio JK Photography
The Save
Joe immediately got in his car and headed to the venue. Meanwhile, one of our lighting techs—who also happened to be a professional photographer—grabbed her gear and quietly started capturing the room.
She wasn’t the official photographer. She hadn’t been asked to document anything. But she stepped in without hesitation, got beautiful detail shots, and gave us enough time to keep everything on track.
Joe arrived about twenty minutes later, picked up where she left off, and delivered exactly what I’d hoped for. No panic. No tension. Just quick action, clear communication, and a team that trusted each other.
What Made the Difference
We had strong relationships and we had stellar systems—but we ignored that last one. What I remember most about this day is how the team knew each other well enough to step in when it mattered.
There was a mix-up. That’s events. And it was solved—smoothly, with a couple of takeaways that stuck.
I honestly can’t think of a single event where I didn’t learn something, evolve a little, sharpen my skills, or get a bit wiser. That, to me, is what makes for longevity as an event professional.
It’s not about being flawless. It’s about staying flexible, solving problems in real time, and not being afraid of the fixer moments. It’s about teamwork, clear communication, and knowing when to lead—and when to quietly step in.
We may not be performing major surgery, but we are doing something that requires strategy, sharp instincts, empathy, and a team that has your back.
Studio JK’s Work: Evolving, Creative, and Always Showing Up
I’ve worked with Joe on everything from intimate celebrations to large-scale brand activations, and one thing has always stayed consistent—he shows up prepared, fully engaged, and ready to capture the essence of the event. He knows how to find the best light, the right angles, and those in-between moments that tell the full story without anything feeling staged.
Over the years, I’ve seen his work grow and evolve—most recently with his launch of The Portraits Lounge, a photojournalistic black-and-white offering that captures behind-the-scenes moments in a totally different way. It’s real, honest, and beautiful—just like Joe.
What’s especially rare, though, is the courage it takes to share a story that wasn’t perfect. He didn’t have to say yes to me telling this. But he did—because he values growth, partnership, and the reminder that even seasoned pros need systems. The day still ended with stunning images. And an even stronger sense of trust.
Lessons from a Real Event “Near Miss”
Structure builds safety.
Relationships are built on trust, but structure protects them.
Confirmation is for everyone.
No matter how long you’ve worked together, put it in writing. Every time.
Know your team’s hidden talents.
That lighting tech saved us because we knew she was also a photographer—and she was ready to help.
This wasn’t a disaster. It wasn’t even a close call. But it was a reminder. And I’m grateful Joe was open to letting me tell the story, because these are the moments that teach us. Friendships are powerful. Systems protect them. And teamwork still makes the dream work.
Final Thought: Why Confirmation Still Matters
You’ll never regret confirming details. You will regret assuming something’s covered because you’ve worked together for years.
When things go sideways—and eventually, something will—don’t default to blame. Find the fix. Learn the lesson. And appreciate the people who stepped up when it counted.
The best event teams aren’t built on perfection. They’re built on adaptability, trust, and showing up for each other when it matters most.
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If you want vendors who show up, communicate clearly, and step in when needed—no drama required—use the VendrHub inquiry form to find the pros who make events happen. And check out this feature on partnerships, we aren’t alone in valuing them!
