Events
Same-Day Event Photo Delivery: One Link, Shared Before the Event Ends
Cull and export at the venue, send one gallery link while the event is still running, and keep adding selects behind that same link. Attendees open it with no account, and when you switch face search on, they can find their own photos.
Updated 17 September 2026
An event organiser wants photos while the event is still the thing people are talking about.
The marketing team wants something to post before the closing remarks.
Attendees want the frame with their own face in it, and they want it before they go home.
Same-day delivery answers all three with one gallery link that goes out during the event and keeps growing.
This guide covers the venue workflow on clientgallery.io: how to get selects from your camera into a gallery in the breaks, how to share the link, how to keep adding behind it, and how attendees find themselves.
It does not cover tethered capture. If a frame has to be approved on a calibrated screen before the setup changes, you need tethering software and a cable, and nothing here replaces that.
Two ways to get selects into the gallery during an event
The main route is a laptop at the venue. You cull in a break, export the selects, and they go into the gallery.
There is a second route for photographers who want frames to appear while they keep shooting. It runs on an iPhone and has hard limits, so read those before you plan around it.
| Route | What you do | Limits to know |
|---|---|---|
| Lightroom Classic plugin | Import the card, cull, then press Export or Publish to the gallery | Sends only when you trigger it; nothing goes up on import |
| Web uploader | Export JPG or PNG files from any editor and add them to the gallery in the browser | JPG and PNG only; files are resized in the browser before upload |
| iPhone Live Shoot relay | See the live shoot guide linked below | iPhone only; works only while the app is open in the foreground; relays photos your camera's WiFi app saved to the phone |
The iPhone relay is described in full, with its failure points, in the live shoot auto-upload guide. Treat it as an extra on top of the venue batches, not as the delivery itself.
Before the event: set the gallery up once
Every setting below is quicker to decide the day before than in a corridor between sessions.
- Create the gallery and name it for the event. It lives on your studio subdomain, and client-facing pages carry no platform branding.
- Decide on a password. It is optional, up to 60 characters, and a guest types it once per browser. Keep in mind that a password sent to hundreds of attendees will be forwarded.
- Switch picks off. Everyone with the link shares one set of picks, and the first person to press Send my picks locks it. For a crowd, that is noise. Picks and downloads are separate switches, so downloads can stay on.
- Ask the organiser about face search. It is off by default and switched on per gallery. More on it below.
- Plan the split. A gallery holds up to 1,000 photos. A two-day conference that will pass that number should get one gallery per day, decided now.
- Make a QR code if the organiser wants one on a slide. clientgallery.io does not generate QR codes. Use any QR generator with the gallery link. Placement and test-scanning are covered in the QR code event gallery guide.
- Test the path end to end. Send one frame through your chosen route and open the link on a second device.
At the venue: cull and export in the breaks
Same-day delivery lives or dies on culling. A short set of strong frames beats a long set nobody scrolls.
With Lightroom Classic. The plugin appears in Lightroom as ClientGallery. You enter your studio key once, name the gallery, and press Export or Publish. As a publish service it tracks New and Modified photos. If you re-edit a frame later, it lands in the Modified queue and replaces itself in the gallery on the next Publish, with no new link. The plugin also removes location metadata from the files it exports. The full route is in the Lightroom Classic publishing guide.
With the web uploader. Export JPG or PNG files from whatever editor you use, then add them to the gallery in the studio. The browser resizes each file into a proof before it is uploaded. A file the browser cannot read is skipped, so export to one of those two formats.
Either way, what reaches the gallery is a proof sized for fast viewing on phones and screens. Your card and your catalog stay the record of the event.
One practical note on connection. A basement ballroom or a trade-show floor can make any upload crawl. Find the spot in the venue where your laptop holds a steady connection, and do your exports from there.
Share one link while the event is still running
Send the link as soon as the first batch is in. The organiser can put it in a chat channel, on a closing slide or in a mid-event email.
What an attendee meets when they open it:
- No account, no app and no email step before viewing or downloading.
- The password prompt, if you set one, entered once and remembered on that browser.
- One scrolling page under your studio name, with a Share button that is on by default.
- If you use sections, photos outside any section come first under Highlights, then each section follows, with a jump-to bar showing how many photos each one holds.
Always share the parent gallery link. Each section also has its own link, but that page is view-only. It has no downloads, no picks and no face search.
If a remote stakeholder wants to follow along, the same link works for them.
Keep adding behind the same link
You can add photos to a gallery after it has been shared. The link never changes. New photos are added to the end of the page.
Nobody is notified when a batch lands. Tell people yourself, or ask the organiser to, in one line: new photos appear at the bottom of the page through the day.
A simple run of show for a one-day event:
| Moment | What you publish | What gets said |
|---|---|---|
| Morning break | Arrivals, registration, the opening session | The organiser shares the link for the first time |
| Lunch | Keynote and the morning panels | A reminder that more photos are on the same link |
| Afternoon break | Workshops, booths, sponsors | Nothing new needed; the link is already out |
| Closing | Awards, group photos, the reception so far | The link on the closing slide, with a note that the finished set follows |
| After the event | Edited finals added to the same gallery | A short email saying the full set is in |
Lightroom users get one extra benefit here. A frame you re-edit after the event replaces its earlier version on the next Publish, so the same-day proof quietly becomes the finished image.
Face search: let attendees find themselves
A growing event gallery is hard to scroll. Face search lets each attendee take a selfie and see the photos that match.
- It is off by default and switched on per gallery.
- Matching runs entirely in the attendee's browser.
- The selfie is never uploaded.
- The face index sits behind the gallery password, if one is set.
- It works on the parent gallery link, not on section links.
Matches are candidates, not a verified list. Shade, profile angles, motion blur and sunglasses all make matching weaker, and a lookalike can appear.
Ask the organiser before you switch it on. There is a disclosure paragraph on screen, not a consent step, so the organiser should decide whether attendees are told in advance. The volume side of this workflow, including multi-day structure, is covered in the guide to event photos attendees find themselves.
Limits to plan around
| Item | Figure or rule | What it means on event day |
|---|---|---|
| Price | $10 a month, or $100 a year | One plan; no per-gallery fee |
| Photos per gallery | 1,000 | Split a long event by day; galleries are unlimited under fair use |
| Proofs per paid account | 250 GB | Counted across every gallery |
| Free account | 1 gallery, 5 GB | Enough for a test run before the event |
| Password | Up to 60 characters, remembered 30 days per browser | Attendees type it once on each browser |
| Full-resolution ZIP (paid) | Live 3 days per handoff, re-uploadable; 100 GB of live ZIPs per account | A step for the organiser after the event, not during it |
clientgallery.io hosts JPEGs. It does not store RAW files or master video, so your originals stay on your own drives.
The downloads switch hides the download buttons. It does not make photos impossible to save, because a determined guest can still save a proof from the page.
Gallery pages are marked noindex, so search engines are told not to list them.
When this is the wrong setup
- You need tethered capture. There is no tethering, no desktop watched folder and no auto-publish on import. Use tethering software.
- You sell prints or products at the event. There is no print store and no order form. A studio that earns from on-site print sales should stay on a platform built for that.
- Several shooters need their own logins. There are no seats or roles. A team shares one account.
- Your relay phone is Android. The Live Shoot relay is iPhone only. The laptop routes still work.
If none of those apply, the workflow is short: set the gallery up once, export in the breaks, share one link, and keep adding to it. For the wider question of how long a finished delivery should take, see the guide to photo delivery turnaround time.
Sources
This page states no external figure, quotes no competitor and gives no industry statistic. Every clientgallery.io behaviour below was checked against the product on 17 September 2026.
- clientgallery.io product behaviour (web uploader for JPG and PNG with in-browser resizing; photos added after sharing are appended and the link does not change; no client notification on new photos; one shared pick set that locks on send; picks, downloads and face search switches; section links view-only; password length and 30-day memory; no QR generator; 1,000 photos per gallery, 250 GB per paid account, free plan of 1 gallery and 5 GB; full-resolution ZIP live 3 days with 100 GB across the account; noindex gallery pages; $10 a month or $100 a year), checked 17 September 2026, https://clientgallery.io/
- clientgallery.io Lightroom Classic plugin page (publish on Export or Publish, New and Modified tracking, location metadata removed on export), read 17 September 2026, https://clientgallery.io/lightroom
- clientgallery.io live shoot guide (iPhone only, foreground only, relays photos the camera's WiFi app saved), read 17 September 2026, https://clientgallery.io/guides/live-shoot-auto-upload-gallery
Frequently asked
Can I deliver event photos while the event is still going on?
Yes. Cull in a break, export the selects with the Lightroom Classic plugin or add JPG or PNG files with the web uploader, and share the gallery link. You can keep adding photos to the same gallery afterwards, and the link never changes.
Do attendees get notified when new photos are added?
No. New photos are added to the end of the gallery page, and nobody is notified. Tell people yourself, or ask the organiser to mention that more photos will appear on the same link through the day.
Is this tethering?
No. There is no tethering, no desktop watched folder, and the Lightroom Classic plugin sends photos only when you press Export or Publish. If a frame must be approved on a calibrated screen during the shoot, use tethering software.
Can my photos appear in the gallery while I keep shooting?
Only through the iPhone Live Shoot relay, which works on iPhone only, only while the app is open in the foreground, and only for photos your camera's WiFi app has saved to the phone. The live shoot auto-upload guide covers its setup and failure points.
Do attendees need an account to see or download the photos?
No. They open the link in a browser. There is no account, no app and no email step before viewing or downloading. If you set a password, they type it once and that browser remembers it for 30 days.
Should I leave picks on for an event gallery?
Usually not. Everyone with the link shares one set of picks, and the first person to press Send my picks locks the selection. Picks and downloads are separate switches, so you can switch picks off and keep downloads on.
How do attendees find their own photos in a big event gallery?
Switch face search on for that gallery, after checking with the organiser. It is off by default. Matching runs in the attendee's browser, the selfie is never uploaded, and it works on the parent gallery link, not on section links.
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