Digital Asset Management for Event Design & Rental Teams [Case Study]

TL;DR

Blueprint Studios produces over 3,000 events a year - and with that, a massive archive of furniture, décor, and event photos. But without a system to organize and search across 150,000+ images, their sales team struggled to find the right visuals. With Tagbox.io, they now use custom AI tagging, powerful filters, and structured workspaces to surface the exact assets they need - instantly.

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“A simple search combined with an easy-to-use and intuitive interface, reduces the search time and inspires business proposals.”

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The Challenge: A Buried Archive, Out of Reach

Blueprint Studios is a premier event design and production company with over 25 years of experience and offices in San Francisco and Las Vegas. Their work spans corporate and social events, all powered by six integrated studios and one of the largest bespoke rental collections on the West Coast.

But for a team producing more than 3,000 events a year, keeping track of when and where specific assets had been used was nearly impossible.

“We didn’t have a proper organization method, which was very challenging for our Sales team. They needed specific images, and if they didn’t have the exact name or date, it was impossible to find”, says Carolina Ortiz, Content and Database Manager.

Even though they were using another media platform, it didn’t offer true control or visibility over their archive. Sales teams often had to ask around, dig through folders, or rely on memory to track down images. And studio shots of items weren’t always enough - clients wanted to see real-world context.

With an archive of more than 150,000 images, Blueprint needed a system that could scale with them and make finding the right content fast and intuitive.

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Smart Tagging for a Massive Rental Catalog

With Tagbox.io, the Blueprint team created a structured taxonomy to reflect their internal workflows and client needs. They began tagging content by event type, product, venue, city, and more.

One of the biggest challenges was their rental catalog - hundreds of unique furniture items, each used across different events and photos. Manually tagging those items wasn't realistic, especially when a single image might contain multiple products in varied settings.

One of the biggest enablers for their workflow was Tagbox’s custom AI tagging - a unique feature that allows you to train the AI on your specific products. With custom AI, Tagbox trained models to recognize specific furniture pieces and design elements used in events. Now, if a salesperson needs to find a photo featuring a piece like the Celeste Barstool or the Joliet Coffee Table in real use - they can. Even if the item appears in the background of a busy event photo, it’s automatically tagged and searchable.

That means no more guessing, no more manual tagging, and no more time lost. Instead of showing out-of-context product shots, the sales team can present photos that reflect exactly how an item looked at a real client event.

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The Impact: Faster Search, Better Sales Conversations

“A simple search by event category, product name, or type of event, combined with an easy-to-use and intuitive interface, reduces the search time and inspires business proposals.”

With Tagbox.io, Blueprint’s archive became a true sales asset. What used to be a mess of folders and forgotten photos is now a powerful, searchable tool.

Client proposals are more visual. Sales teams can self-serve. And everyone - from marketing to creative - can find what they need without delays.

For a team managing over 150,000 images, that shift makes all the difference.

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Ready to simplify how your event or rental team finds and shares media?
Start your free account or book a demo at Tagbox.io

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