A Simple Photo Upload Checklist Before Your Event

A photo-sharing setup can look finished on your laptop and still be awkward for a guest on a phone. Before the event, walk through the complete journey once as a guest and once as the host.

Use a normal sample photo rather than anything private. The aim is to find small problems while there is still time to solve them.

Check the invitation

Scan a printed copy of your QR code, not just the version on your screen. Confirm that it opens the right event and that the event name is easy to recognise.

Try the event code as well if you plan to include it as a fallback. Make sure the code on the sign matches the event you are testing.

Complete a phone upload

Open the guest page on a phone that is not signed in as the operator. Follow the instructions from start to finish. Confirm that the event is accepting uploads and read the file guidance shown on the page.

Use the venue connection if possible. If it struggles, ask the venue about the intended guest network rather than assuming every phone will have strong mobile reception.

Follow the photo after upload

Check the moderation queue, gallery, and live wall settings you intend to use. If automatic approval is off, confirm that someone knows how to review the contribution.

Do not assume a gallery setting also configures printing. If printing is part of the event, test that separate journey with the actual station and printer before guests arrive.

Check what guests can see

View the guest-facing pages again after approving a test photo. Confirm that the background, text contrast, and event details are readable on a small screen.

If a screen will show the live wall, check it from the back of the room. Make sure no operator dashboard or private information is visible on the public display.

Give someone responsibility

Choose a person to handle questions and moderation during the celebration. Share the tested guest instructions with them. Keep a short note of the event link and any venue connection details they are authorised to use.

Before you finish, remove unwanted test contributions and check that the event settings are ready for real guests. Our QR placement guide can help you make the invitation easy to find.