The essentials
Make guest photo collection an assigned part of the wedding plan: name the gallery owner, test access before signs are printed, brief the stationer and MC, schedule any moderation, and agree how the couple will receive saved files. Use the checklist and handoff note below to carry the job through to completion.
Free editable resource
Copy the planner checklist and client handoff
Assign the work and replace each placeholder with the couple’s confirmed plan.
Preview the complete template
WEDDING PLANNER: GUEST-PHOTO RUN SHEET Couple / event / date: [DETAILS] Gallery owner with iPhone / removal contact: [DETAILS] □ Confirm audience, unplugged ceremony, approval, reveal and downloads □ Assign setup, print, placement, guest support, moderation and saving □ Test guest join, photo upload, approval and saved-file destination □ Approve final QR sign and direct-link fallback before printing □ Brief photographer: guest candids stay clear of formal coverage □ Brief MC: invitation at [TIME]; script/link at [LOCATION] □ Check venue connection, power and display path if used □ Place and scan signs before guests arrive □ Cover moderation during [HOURS] or leave display off □ Send one follow-up using the same guest link □ Save agreed files; open samples and request originals where needed □ Send handoff note and record couple’s confirmation □ Complete agreed access and retention review on [DATE] CLIENT HANDOFF NOTE Your guest-photo collection is ready to review at [LINK / DESTINATION]. We have saved [AGREED SELECTION] and checked [FILES / FORMATS]. Browser contributions are gallery copies; [ORIGINALS REQUESTED / PRINT LIMITS]. Please open the files and let [CONTACT] know about missing images or removal requests by [DATE]. The collection stays open until [DATE], with access reviewed on [DATE].
At a glance
- Planner value
- Complete memory handoff
- Setup timing
- 1-2 weeks before
- Best placements
- Tables, bar, welcome sign
- Best partner
- MC or DJ
- Best handoff
- Downloaded gallery
- Client benefit
- Less chasing after wedding
Give each task one owner
Choose the gallery owner before setup. The host uses the Capture iPhone app to manage the event, while guests can contribute in a compatible browser. Agree who will keep access to host controls after the wedding.
| Task | Suggested owner | Evidence of completion |
|---|---|---|
| Event and guest settings | Couple or assigned host | Settings recorded; separate guest view tested. |
| Signs and link placement | Planner and stationer | Final print scanned at the intended position. |
| Photo boundaries | Planner and photographer | Ceremony and formal-portrait rules shared with MC. |
| Live-screen review | An available moderator | Coverage hours and review criteria confirmed. |
| Files and handoff | Named planner or couple | Saved selection opens at the agreed destination. |
Before printing: test the whole route
One to two weeks before is a useful planning window if it fits your print schedule. Confirm the gallery name and audience, then test a guest upload, approval and saving with the actual devices you intend to use.
Give the stationer the tested code and the MC one short invitation. A late access change can affect printed material, so confirm who authorizes a reprint and communicates a replacement link.
On the day: keep the photographer and guest flow clear
Before guests arrive, check signs where people will pause. Keep ceremony phones-away wording distinct from the reception invitation to contribute. Tell guests that their own table and conversations make useful candids.
If a screen is included, rehearse the display path and cover moderation for the period it is visible. Keep a fallback slide or the screen off if there is no reviewer. Guest support should not depend on the photographer leaving essential coverage.
Afterward: deliver the agreed selection
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.
Use the handoff note above to list what was saved, what is still missing, and when the couple should check it. Do not describe a live gallery link or a temporary export as a permanent backup. Keep professional edits and guest contributions clearly labeled.
Close out the task with the couple
Send one useful follow-up for late photos using the same link. Once the agreed files are checked, carry out the couple’s access and retention plan and record who handles later requests.
This checklist is an illustrative planner workflow. Adapt staffing and dates to the wedding; do not promise complete participation, a fixed setup time or automatic delivery of every camera original.
Questions & answers
Who should create the event?
The couple or an assigned host using Capture on iPhone. Decide who controls the gallery and handles questions after the wedding.
When should signs be printed?
After the final QR code, guest flow and event settings have been tested, with enough time for the stationer’s print deadline.
Does the photographer need to manage the gallery?
Only if that is explicitly part of their scope. Keep guest support and live moderation assigned to someone who can cover them.
What should the planner hand over?
The agreed selection or access instructions, a verified saving destination, file-quality limits, missing items, and the access/retention plan.
Are guest uploads suitable for a large album print?
Check the actual file and the print provider’s requirements. Downloads and the host’s ZIP export deliver the original files guests uploaded, so print resolution depends on the guest’s camera, not on Capture.
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.
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