At a three-day conference, “the photos are ready” can mean Tuesday's opening session or the entire event. Define the scope of each release before sharing it. Attendees need to know which days are included, whether more images are coming and whether they should keep the same link.
Choose one event or separate daily galleries
One gallery reduces the number of links to explain when the same people attend throughout. Separate daily galleries can make sense when audiences or access arrangements change. The cost is that people may need to search more than one event.
Event Face Finder searches within the event a guest opens. It does not search all of your events together. If you split a conference into daily events, tell guests which link covers which day. Choose the structure before printing the QR code.
Keep an intake record by day and room
Track the expected deliveries outside the guest gallery. A simple record can include day, room, photographer, expected batch and received status.
| Batch | What to check before release |
|---|---|
| Opening day | Main stage and arrival coverage received |
| Parallel sessions | Files from every assigned room accounted for |
| Closing day | Final session and farewell coverage included |
These labels describe your production process; do not assume your gallery creates room or agenda filters. With several photographers, use the combined gallery checklist.
Label a partial release honestly
“Day one selection available; remaining photos expected on [date]” gives attendees a useful expectation. Replace the date with an agreed target and update the message if it changes. The delivery timeline guide helps plan that agreement.
Keep urgent press selects outside the promise of a finished attendee collection. Portraits from a headshot station may need their own editing window.
Check new batches before announcing them
Confirm that added files have completed preparation, then try a guest search with a volunteer who appears in the new batch. Test the download policy as well as the preview.
For Event Face Finder, an uploaded file is not necessarily ready for search immediately. Wait for the event's readiness information and test the guest journey before sending the next announcement.
Set up the gallery before you share it
Add your photos, choose what guests can download and open the gallery on your phone before sending the link.
Create an event
