Event Organizer's Photo Sharing Checklist: Before, During, and After

Whether you are organizing a wedding, corporate conference, school event, or music festival, this checklist ensures your photo sharing setup is flawless. Print it, bookmark it, and use it for every event.

2 Weeks Before the Event

• ☐ Create your event on Kamero with event name, date, and branding.
• ☐ Configure privacy settings: PIN protection, registration requirements, download permissions.
• ☐ Set up albums if needed (multi-session, multi-day, or multi-venue events).
• ☐ If selling photos: enable Sell Photos, set pricing, configure watermarks.
• ☐ Coordinate with photographer on upload method: Kam-Sync, desktop app, or web upload.
• ☐ If using Kam-Sync: ensure photographer has tested FTP connection with their camera.

1 Week Before the Event

• ☐ Generate and download QR codes from Kamero.
• ☐ Design and print QR code materials: table cards, standees, posters, stickers.
• ☐ Include QR code in digital communications: event app, email to attendees, WhatsApp group.
• ☐ Brief the MC/host on photo sharing announcements (prepare 2-3 announcement scripts).
• ☐ If enabling guest uploads: configure upload limits and moderation settings.
• ☐ Test the gallery link on multiple devices (iPhone, Android, desktop).

Day Before the Event

• ☐ Confirm photographer has Kam-Sync configured and tested.
• ☐ Charge all devices: camera batteries, mobile hotspots, phones.
• ☐ Pack QR code materials and verify print quality.
• ☐ Confirm internet connectivity at the venue (test upload speeds if possible).
• ☐ Have a backup mobile hotspot ready.
• ☐ Do a final test: take a photo, upload, verify it appears in the gallery.

Event Day — Setup (1-2 Hours Before)

• ☐ Place QR codes at all planned locations: entrance, tables, bar, stage area, exit.
• ☐ Set up mobile hotspot and verify internet connection.
• ☐ Photographer tests Kam-Sync connection from the venue.
• ☐ Take 2-3 test photos and verify they appear in the gallery.
• ☐ If using a social wall/display screen: set up and test the live feed.
• ☐ Brief venue staff on QR code locations and what to tell guests who ask.

During the Event

• ☐ Photographer shoots and Kam-Sync uploads in real-time.
• ☐ If review-before-publish is enabled: assign someone to approve photos periodically.
• ☐ MC announces photo availability at least 2-3 times during the event.
• ☐ Monitor gallery access in the Kamero dashboard.
• ☐ If selling photos: monitor sales in real-time.
• ☐ Check that guest uploads are being moderated (if enabled).
• ☐ Troubleshoot any connectivity issues immediately.

Within 24 Hours After the Event

• ☐ Upload any remaining photos that were not uploaded in real-time.
• ☐ Review and approve any photos still in the staging queue.
• ☐ Send gallery link to all attendees via WhatsApp, email, or SMS.
• ☐ Share event highlights on social media.
• ☐ If selling photos: send a "Your event photos are available" message to attendees.

1 Week After the Event

• ☐ Upload fully edited gallery (if photographer delivers edited versions separately).
• ☐ Send a follow-up reminder to attendees who have not accessed the gallery.
• ☐ Review engagement analytics: gallery views, downloads, shares, sales.
• ☐ Share analytics with stakeholders, sponsors, or clients.
• ☐ Download the best photos for your own marketing and social media.
• ☐ Collect feedback: ask attendees about their photo sharing experience.