Company events leave useful photos on staff phones and in separate chat threads. A shared upload page gives attendees somewhere to send the original files while the event is still fresh.
Decide who will view the collection, who will review uploads and which pictures may be used afterwards. Follow your organisation’s own privacy and publication process; uploading a photo does not establish permission to use it in advertising.
Define the audience and purpose
Decide whether the collection is for attendees, internal communications or possible public use. Make viewing and reuse expectations clear before collecting files, and follow your organisation’s privacy process. GuestiGram’s media approval controls what appears in guest views; it does not manage employee consent or publication rights.
- Name the event and organising contact
- Record publication permission separately
- Follow your organisation’s privacy guidance
Build collection into the event flow
Place codes at registration, breakout spaces, awards tables and social areas where attendees naturally pause. Include the link in the event app or follow-up email as well. Avoid putting the only sign on a presentation screen that disappears before people can scan it.
- Use short on-screen prompts
- Provide table cards for seated dinners
- Ask event staff to upload a few examples
Use moderation deliberately
Use host approval when uploads will appear on a live screen or be browsed by attendees. Choose the organiser responsible for review and agree when they will check new files. If there is no live gallery, they can review after the event. Keep the host account private.
- Choose one organiser to manage the host account
- Prepare rules for confidential information
- Remove rather than edit inappropriate uploads
Preserve useful metadata
Ask for an uploader name or team only when it serves a clear purpose. Keep original file dates and quality, and use albums for sessions, offices or award categories. Do not rely on social downloads when the files may later be needed for print or internal archives.
- Avoid unnecessary personal fields
- Keep a record of approved public assets
- Retain original resolution
Close the event responsibly
Tell attendees when uploads close and where you will share the approved collection. Export required media to the organisation’s managed storage and apply its retention process. Keep the host account secure, remove event information that is no longer needed and end shared-link sessions when appropriate.
- Agree who owns the final archive
- Review shared-link access after the event
- Keep publication permissions with the chosen assets
Agree the handover before the event
Choose the person responsible for reviewing uploads and the team that will keep the final files. GuestiGram can collect media, hold photos and videos for host review, and organise approved selections into albums. Keep publication permissions and retention records in your organisation’s own process.
