Digital asset management for event organisers
Events produce photos and videos in a very short time — and they often need to be ready for social media, press and partners while the event is still running. VAULO takes media straight from the camera, makes it instantly findable, and puts it in front of everyone who needs it, under control.
- GDPR-compliant
- Data stored exclusively in Germany
- Penetration test passed
- Software Made in Germany
- Allianz für Cyber-Sicherheit
One media base that works during live operation just as well as after
During an event, a lot of media is produced in a short time — it needs to be usable immediately and still stay findable long-term. At the same time, the event itself needs a reliable structure. VAULO covers both — media and organisation, in one system.
Bring in live content in real time
Photographers and videographers upload their shots directly during the event — via LiveUpload or with a time-limited DayPass if they only need access for that one day. That way, pictures and videos are ready to use before the event even ends.
Make content instantly findable and ready to use
VisionAI Foto, VisionAI Video and VisionFace tag photos and videos automatically, right as they're uploaded. The AI search lets your team find the right shot in seconds — even when thousands of shots are produced in a short time.
Keep press, sponsors, speakers and the public supplied
The Feed Page turns into a press portal in no time, and Newsletter reaches press lists and sponsors directly. VisitorHub gives sponsors, speakers and other partners their own individual access.
Cover the schedule too, with our Events add-on
You plan and manage sessions, schedules and staff deployment directly in VAULO. Photographers and camera teams report their status from their phone: the coordinator knows who's deployed where, when new material is ready, and can push short-notice changes out immediately.
How European Championships Munich makes media available to press and funders
At the European Championships Munich, journalists worldwide needed straightforward access to current photos and videos for their coverage — at the same time, material had to reach other stakeholders such as the city, state and federal government as funders. Photos and videos were provided centrally and made quickly and easily accessible both to journalists worldwide and to funders such as the city, state and federal government.
We could make content available to stakeholders like the city, state and federal government quickly and easily — and stay GDPR-compliant throughout, which was a big advantage for us. Content-wise, VAULO was like a combination of Dropbox and WeTransfer for us, just in one system with a lot of additional features.
From schedule to press portal
In VAULO, event media stays traceable across its entire path — from planning through live operation to post-production and delivery to press and partners.
Organise the event
Even before the first photos and videos are taken, you plan sessions, schedule and staff deployment in one place with our Events add-on. The dashboard always shows who's deployed where, what's coming up next, and lets you track live where media is already available.
- Events
Take media straight from the camera
Photographers and videographers upload their pictures and videos to VAULO via LiveUpload directly during each session, without a detour through a laptop or on-site post-processing. For external staff who are only on site for that one day, a time-limited DayPass is enough.
- Drag & Drop
- LiveUpload
- DayPass
- ExternalUpload
- FTP-Upload
Tag content automatically
VisionAI Foto tags photos automatically according to your own rules, and VisionFace recognises and names the people in them. VisionAI Video goes further with video: recordings are automatically transcribed and quotes are written up. The video itself is analysed against the parameters you define, and tagged automatically with the matching keywords.
- VisionAI Foto
- VisionAI Video
- VisionFace
Keep press, sponsors, speakers and the public supplied
The Feed Page turns into a press portal in no time, and Newsletter reaches press lists and sponsors directly. VisitorHub gives sponsors, speakers and other partners their own individual access to exactly the content cleared for them.
- FeedPage
- Newsletter
- Contacts
- Presentation Studio
- VisitorHub
Do the post-production in the apps you already use
After the event, post-production often starts right away: thanks to the Adobe integration, videos can be cut together directly in Premiere Pro without manually exporting files first. WordPress, Microsoft 365 and the Browser Extension connect just as smoothly.
- Adobe Creative Cloud
- Microsoft
- WordPress
- Browser extension
Secure collaboration with press, partners and external staff
Events give a lot of different people access in a short time — photographers, press, sponsors, speakers. VAULO combines clearly defined access with traceable use, secure storage in Germany, and personal support when it matters on site.
Control access precisely
Roles and access rights determine which photographers, partners and external staff can view, edit, download or share individual content — set individually for each group.
Keep usage traceable
Changes and downloads are logged. Shares can be time-limited and restricted to specific content, for example via the DayPass for external staff who are only on site for one day.
Personal support right on site
For large events, our IT team is available worldwide on request and supports you in real time — for example at the Ludwig Erhard Summit, the Munich Security Conference or the Ibiza Royale.
GDPR-compliant processing
Personal data and digital content are processed and stored throughout the collaboration in line with the requirements of the General Data Protection Regulation.
Our origin story starts behind the camera
Marc Conzelmann has worked as a photographer at events for years — including as agency lead of M8 Media House GmbH, which supports event clients directly on site. That gives him first-hand knowledge of how an event actually runs: when clearances need to happen fast and media has to reach press and partners while the event is still on. From that perspective, he and Sebastian Küsters built VAULO as the DAM for exactly this kind of live operation.
An onboarding that fits your event
Events vary a lot in size, schedule and the people involved. That's why VAULO is set up together with you, following your existing way of working.
Clarify needs and schedule together
We discuss how your event runs, who's involved, and which content needs to go where and when.
Define the structure for the event and its media
Together we define what metadata, tags and event structures should look like for your event.
Set up access and systems
Roles and permissions map the collaboration between the organiser, the team and external partners. Existing applications and technical interfaces are taken into account.
Bring in existing media
Existing event media is transferred into VAULO and placed into the new structure. You can start step by step, without having to clean up the entire archive first.
Build a media portal for stakeholders and partners
Together we set up a media portal for stakeholders, press, speakers, performers and other partners, giving them exactly the content cleared for them.
Go live
The team is introduced to the new way of working and, on request, supported on site by our customer support at every event.
Build the media base for your next event
In a personal conversation, we'll show you how VAULO fits into your workflow and what that opens up for press, sponsors, speakers and your team.