Event photo privacy and guest consent checklist

Before the event, write down the planned uses of the photos, their recipients and how long each copy will be available. Share these decisions with the photographer and reflect them in the gallery settings and guest information.

If you offer face search, explain that feature separately and include its consent step before guests submit a selfie. Use the checklist below to track the work and the people responsible.

Before the event

• Name the organization responsible for the photographs.
• Write down the separate uses for event communications, guest delivery, sponsors, security, and the archive.
• Confirm the photographer's role and the platform's role in their contracts.
• Check the rules that apply to children, schools, workplaces, health settings, or restricted venues.
• Include the relevant information during registration and at the venue.
• Give guests a clear contact for questions or requests.
• Decide whether the event needs a public highlight gallery at all.

During the event

Make it easy to identify photographers and ask a question. Mark any spaces or moments that should not be photographed. If a person or session must be excluded, give the photography team a controlled way to record it instead of posting an informal public list.

An entrance sign can help inform guests, but it does not answer every consent or legal-basis question on its own.

Before gallery publication

• Remove technical rejects and accidental frames that should not be delivered.
• Separate public highlights from the guest gallery.
• Test the gallery while signed out of the organizer account.
• Check filenames, captions, and metadata before publishing.
• Make download and sharing rules easy to find.
• Show the contact for removal requests and the gallery closing date.
• Keep access-controlled galleries out of search-engine indexes.

If the gallery offers event-scoped face search with Event Face Finder, guests should see what the selfie is used for and complete a separate consent step before submitting it.

Vendor and data checklist

Map the full route taken by the files: originals, web versions, backups, and search data. Record where each copy is stored, who can access it, how requests move between the organizer and vendors, and whether deletion reaches backups and derived data.

Use official legal and regulatory sources for the markets concerned. Have the actual notices and contracts reviewed when qualified advice is required. This checklist organizes the work; it does not determine the lawful basis for a particular event.