Conference Photography Delivery to Organisers: What to Send, When

Agree this table with the organiser before the event. It turns vague requests like “can we have some photos quickly” into a schedule you can meet.

The timings are a starting point for negotiation, not a benchmark. Write the agreed dates into the quote.

The communications team does not want to scroll six hundred frames the morning after. They want a short, strong set they can publish immediately.

1. Create a separate gallery. Galleries are unlimited under fair use, so a second gallery for one event costs nothing extra.
2. Fill it with your own selection. Stage wide, keynote close-up, audience reaction, networking, venue, branding. Keep it short enough to review in one sitting.
3. Switch picks off, downloads on. The team downloads single photos or the whole set.
4. Attach the full-resolution ZIP. A paid account can attach one per gallery. It stays live for 3 days per upload and can be uploaded again at any time, so tell the team to save it the day it arrives.
5. Password it and send it only to the communications lead. This gallery is not for attendees.

The frames in this gallery can also sit in the full event gallery later. Two galleries holding the same photo is fine; they serve different people.

This is the complete edited set, and the one link the organiser forwards.

Arrange it in sections studio-side, by day or by session. Visitors see one scrolling page with a jump bar at the top showing how many photos each section holds. Sections are one level deep, so choose day or session as the unit, not both.

A gallery holds up to 1,000 photos under fair use, counted across all its sections. A long conference may need one gallery per day. The arithmetic and the trade-offs are worked through in the multi-day guide.

Settings for a gallery that goes to hundreds of people:

• Picks off. Everyone on one link shares one pick set, and sending picks locks picking for everyone.
• Downloads on. A download button on every photo and a “Download all photos” button for the gallery.
• A password for an internal or invitation-only event. Tell the organiser that a password sent to every attendee stops strangers, not forwarding.
• Face search only if the organiser agrees and attendees have been told. It is off by default, runs in the visitor's browser, and never uploads the selfie. There is no consent step in the product, so the organiser decides.

Every section has its own share link, and it is tempting to send each speaker the link to their session. Know what that link does before you promise anything.

So a section link suits a speaker who wants to see how their talk looked. It does not suit a speaker who needs files for their own website.

For speakers who need files, there are two honest options:

• A small gallery per keynote speaker, with downloads on. Worth it for the handful of headline names the organiser cares about.
• The full gallery link, with face search on, for everyone else. The speaker searches with a selfie and downloads what matches.

The same logic applies to sponsors. A section link lets a sponsor look at their booth coverage without seeing the rest of the event. If they need to download, give them a gallery of their own.

A gallery link does not change when you add photos. Create the full event gallery before doors open, give the organiser the link for the closing slide, and add to it each night.

Do not rely on attendees checking back on their own. Ask the organiser to say “more photos added daily” in their own channel.

If frames need to reach the communications team while a session is still running, same-day event photo delivery covers the options and their limits.

Close the job with one message that lists every link and what each is for. Organisers forward emails without context, and a list keeps the marketing gallery from reaching attendees by mistake.

State the two clocks plainly. Hosted galleries do not expire while the account exists. A full-resolution ZIP is live for 3 days per upload, and you will upload it again on request. That sentence prevents most of the “the download link is dead” emails months later. The mechanics are in sending full-resolution photos to clients.

If the organiser asks how the gallery performed, the studio analytics are account-wide, not per gallery: visits, unique visitors, photo views, ZIP downloads, shares, time spent, a device split and the five most-viewed photos. The one per-gallery signal is whether a gallery has been opened at all.

There are no team seats. A two-photographer crew shares one account.

If the organiser needs a digital asset management system, with tagging, usage rights and approvals across years of events, a gallery is not that system. Deliver into their system, or use the gallery for the handoff and let their team file the images.

The service hosts JPEGs sized for viewing and does not keep your RAW files. Your masters stay on your own drives.

This page states no external figure. Every number on it is a clientgallery.io product fact, checked against the product code on 24 September 2026: the plan prices, unlimited galleries under fair use, the fair-use ceilings of 1,000 photos per gallery and 250 GB per paid account, the 3-day full-resolution ZIP with 100 GB of standing ZIPs, and the absence of gallery expiry. Section link behaviour, the shared pick set, face search, the account-wide analytics and the absence of seats were checked in the same code on the same day.