A QR code can make it easier to collect photos from a company event without asking attendees to email files or post them publicly. The important part is to decide how the gallery will be used and who should have access before you share the code.
Decide what the company wants to collect
A team celebration, conference, customer event, and product launch each have a different audience. Decide whether you want candid attendee photos, behind-the-scenes moments, or a shared record for people who attended.
If images may be used in company communications, explain that separately and follow your organization’s consent and privacy process. Access to a gallery should not be treated as permission for marketing use.
Set gallery access before making the QR code
Choose a visibility setting that matches the event. A link-based gallery is convenient to share, while a more restricted setup may suit internal gatherings. Review upload and moderation options as well.
Use the guest-facing event link to create the QR code. Test it from a phone that is not signed in to the organizer account so you know attendees see the right page.
Place the code where attendees can pause
- Add a tabletop sign near registration, refreshments, or seating.
- Include the code in a digital agenda for people attending remotely or viewing it on another device.
- Ask the host to mention the gallery once, then let people choose whether to contribute.
- Keep the printed code large and high contrast enough to scan quickly.
Keep instructions brief and inclusive
Use plain copy that says what the QR code opens and what attendees can share. Mention whether photos or short videos are welcome and whether people need an app or account.
Do not assume every attendee wants to upload. A voluntary invitation is more comfortable and usually produces more natural contributions than repeated requests.
Review, download, and close the event thoughtfully
After the event, review the collection using the organization’s media policies. Download files that should be retained, confirm who can access them, and let attendees know if the gallery will close or remain available.
Preview the sample guest gallery to see the browsing experience. For a general event checklist, read who Guest Moments is for.