The essentials
A venue photo-gallery add-on needs a service specification: who owns the gallery, what signs and equipment are included, who supports guests, who moderates a screen, and how files reach the client. Use the package table and scope template below to price the work and keep client collection separate from venue marketing.
Free editable resource
Copy the venue service specification
Use this to agree deliverables and responsibilities before producing a quote.
Preview the complete template
VENUE GUEST-GALLERY SERVICE SPECIFICATION Client / event / date: [DETAILS] Gallery owner / removal contact: [DETAILS] Package and agreed deliverables: [DETAILS] Signs: [QUANTITY / DESIGN / PRINT / PLACEMENT / OWNER] Device and venue connection rehearsal: [DATE / RESULT] Display: [NONE / SCREEN / ADAPTER / POWER / FALLBACK] AV operator and moderation hours: [NAME / TIMES] Guest help contact: [NAME] Client-approved notice and audience: [DETAILS] File saving and delivery method tested: [METHOD / RESULT] Client handoff date and confirmation: [DETAILS] Collection close / retention review: [DATES] Venue marketing use: [EXCLUDED / SEPARATE REVIEW REQUIRED] Costs: [SETUP TIME + PRINT + SOFTWARE + AV + STAFFING + DELIVERY] Exclusions, contingency and quote validity: [DETAILS]
At a glance
- Deliverable
- A written service scope
- Event owner
- Client or assigned host on iPhone
- Screen requirement
- Tested AV and an assigned moderator
- Cost inputs
- Time, software, print and AV
- Client handoff
- Verified files and access instructions
- Venue reuse
- Separate rights and permission review
Define what each package includes
Start with the client’s outcome: easy guest contribution, an in-room experience, or a selected file handoff. Do not bundle a live screen into a setup-only promise without accounting for equipment and staffing.
| Package | Included deliverables | Confirm separately |
|---|---|---|
| Setup | Host briefing, event setup assistance, QR asset and test instructions | Who owns the gallery, prints signs and handles event-day questions. |
| Venue placement | Setup plus agreed signs, placement check and an MC script | Print quantity, venue access time and responsibility for late changes. |
| Attended display | Placement plus tested display equipment and scheduled moderation | Screen, adapter, power, connection, staffed hours and an offline fallback. |
| Curated handoff | An agreed selection saved to a client-approved destination | File count, manual saving work, permissions, dimensions and acceptance date. |
Assign the work across venue and client
Agree who hosts the event in the Capture iPhone app. The client should understand who controls membership, moderation and access after the booking. A venue operator and a photographer may have different responsibilities; write them down.
Name an AV operator and a moderator if you supply a live screen. Confirm that their work does not conflict with other venue duties, and keep private host controls off the public display.
Use a costed example without inventing a market price
Illustrative staffing calculation: 30 minutes of setup, 30 minutes of rehearsal, two hours of attended display, and 30 minutes of handoff equal 3.5 hours. At an assumed internal cost of EUR 40 per hour, that is EUR 140; adding EUR 12 of printing makes EUR 152. These are example inputs, not a recommended selling price or typical cost.
Add the software, AV, overhead, tax treatment, contingency and margin relevant to your business. A longer reception or a manual file-selection service changes the work. Put included hours and exclusions in the quote.
Make the handoff something the client can verify
Capture keeps every upload as the original file; the gallery shows a 2,048-pixel copy, but downloads and exports use the original. The host gets the complete collection from Export Album in the iPhone app: Create ZIP builds an archive of every original that is emailed as a link and opens on any computer, and Save to Photos puts everything into an album in the Photos app. Agree on a delivery method you have tested.
Send the client a short completion note with the agreed destination, the selection delivered, any missing files or originals, and the date access will be reviewed. Ask them to open sample files before closing the source collection.
Keep venue promotion separate from guest collection
A client’s approval to run the gallery does not automatically clear every image for venue advertising. Check the contributor’s rights, the people pictured, the planned channel and any other applicable requirements before reuse.
Use the permission record to identify images approved for a particular purpose and exclude everything else from promotional folders. Give guests a clear removal contact and keep the client’s personal collection outside the venue’s marketing workflow.
Questions & answers
Can a venue offer this as a paid service?
Yes, with a clear scope for the setup, equipment, staffing and delivery it provides. Confirm product-plan terms and the client arrangement before quoting.
Who should own the gallery?
Agree whether the client or an assigned venue host owns it and who handles access and removal requests after the event.
What does a live display require?
A tested display path, compatible equipment, power, a connection, an assigned moderator and an offline fallback. Confirm the supported host-app display flow beforehand.
Can the venue use guest photos in advertising?
Only after the appropriate rights and permission review for that use. Client approval alone may not cover contributors or people shown in the images.
What should the final handoff contain?
The agreed saved selection or access instructions, file-quality limits, missing items, a request contact and the confirmed retention plan.
Keep the moments close
Every guest’s perspective.
One shared collection.
Create a private gallery, share a QR code, and bring your event’s photos together.
Start 7-day free trial Explore plans