Conference Photo Sharing App
Print one QR for the lanyard, drop it on the back of every badge, and the entire conference uploads to a gallery you control. Keynotes, breakout tracks, sponsor booths, hallway networking, after-party shots: all in one place, private, and yours to export the moment doors close.
- ✓One QR works for 50 or 5,000 attendees
- ✓Optional per-track sub-galleries with their own codes
- ✓Speakers, sponsors and attendees on the same wall
- ✓Moderation queue before anything goes public
- ✓Export to your own S3, R2 or GCS bucket
- ✓GDPR-aligned consent + EU data residency option
What makes conference photo sharing different from weddings
A wedding has one room, one timeline and one couple. A conference has parallel tracks, a sponsor floor, a press corner, side dinners and a hallway track that runs all day. The photo problem is not lack of photos — it is that the photos live in fifty different camera rolls, Slack threads, LinkedIn DMs and personal Dropboxes, and the organizer never sees most of them.
Galeira flips the default. Instead of asking attendees to send you anything afterwards, you give them one place to upload during the event, while their phone is still on the conference Wi-Fi and the memory is still fresh. Lanyard QR, slide footer QR, signage QR — all point at the same private gallery. Uploads stream in real time, you moderate from your phone, and by the closing keynote you already have the recap reel ready.
The key difference from a wedding gallery is scale and structure. Galeira lets you tag uploads by track, day, room or sponsor so a 4-track, 3-day event does not collapse into one unsearchable pile.
Per-track or single-gallery: when to split the QR
There are two defensible setups and you should pick before you print anything.
Single gallery, single QR. Best for conferences under ~500 attendees, single-day events, or community gatherings where networking matters more than session capture. Everyone uploads to one wall, you tag in moderation, and the post-event recap feels like one shared story. Lower friction, higher participation, easier to brief on stage ("scan the lanyard, upload anything").
Per-track sub-galleries, one QR per room. Best for multi-day, multi-track events, anything with NDA-sensitive sessions, or conferences where each track has its own program chair who wants their own recap. Each track gets a child gallery under the main event; uploaders see only their track wall; you as the master organizer see all of them in one admin view and can promote highlights to the main gallery.
Galeira supports both modes on the same event. You can start single, split mid-event if a track gets noisy, and merge back for the public recap.
A practical rule: if you would print a separate program booklet for it, give it a separate QR.
Speakers, sponsors, attendees: who can upload + who can see
Conferences have three uploader classes with very different needs, and treating them the same is how galleries get awkward.
Speakers want their session photos, headshots from the green room, and the keynote stage shot they can post to LinkedIn. Give them an early-access link the day before so they can pre-upload speaker bios + headshots, and an auto-tag so anything they upload during their own slot is marked correctly.
Sponsors want booth traffic shots, demo-in-progress photos and team selfies they can use in their next-quarter report. Give them a sponsor-tagged sub-gallery with a download permission their attendee badge does not get. Galeira lets you scope download rights per role.
Attendees want hallway shots, group photos with people they just met, and party photos. They get upload + view, but not bulk download — that protects everyone from a scraping incident later.
All three roles share the same QR experience: scan, upload, done. The role separation happens silently in the backend based on the access code or magic link they used to enter.
Press release + post-conference recap workflow
The window for a good conference recap is 48 hours. After that, attendees are back in their inbox and your sponsors have moved on to the next event. Galeira is built around getting you publish-ready before you fly home.
During the event, the moderation queue is your filter. Every upload lands in a private staging area; you (or a delegated staffer on the show floor) approve, reject or star. Starred items roll up into a "highlights" view automatically.
The moment the closing keynote ends, you can: export the starred set as a press kit (full-resolution, with a generated photo credit + consent manifest), publish the moderated public gallery to a custom URL you can include in your wrap-up email, and push the full raw archive to your own S3 / R2 / GCS bucket for your records.
The press kit export is the one most organizers under-use. It bundles only consented, moderated, high-resolution shots with a one-line caption per file — the exact shape a journalist or your PR firm expects. No more zipping a Dropbox folder at 1am.
GDPR + consent in mixed-audience contexts
A conference room is not a private party. You have attendees from multiple jurisdictions, possibly minors at education-adjacent events, speakers under their employer's social media policy, and sponsors with their own brand guidelines. Consent has to be layered.
Galeira's consent model handles three layers on the same gallery. Capture consent: the attendee agreed at registration that they may appear in event photos — you upload your registration consent text once and it shows in the gallery footer. Upload consent: anyone uploading confirms they have the right to share the photo and that no one in it has objected. Publication consent: before a photo moves from the private staging gallery to a public URL or press kit, it passes through your moderation step where you can flag faces that should be blurred.
For EU events you can pin the gallery to EU data residency (Frankfurt / Helsinki). For multi-region events the own-cloud backup option means the master copy lives in your bucket, in your region, under your DPA — Galeira just operates the upload + moderation surface.
This is the same posture corporate legal teams already approved for internal town-halls.
Back up originals to a cloud you already own.
Galeira stores the event gallery so guests can view and download it, but the important part is ownership. When you connect a cloud destination, approved originals mirror to a place you control: Google Drive, Dropbox, OneDrive, S3, or WebDAV. The backup-status page shows what copied, what is pending, and what needs attention.
External cloud-provider outages and account deletions are outside Galeira's control — which is exactly why the receipt matters. You can verify, retry, and export while your archive is active.
How Galeira compares to the methods people try
Each method gets photos somewhere. The differences are in friction, quality, privacy, and what you can recover afterward.
Questions hosts ask before they create the QR
Can one QR really handle a 3,000-person conference?
Yes. The QR resolves to a per-event upload endpoint that scales horizontally; we have run events with concurrent upload bursts during keynote applause moments without queueing. For events over 1,000 attendees we recommend turning on the moderation queue so your team is not approving in real time during sessions.
Do attendees need to install an app?
No. The QR opens a web uploader in the phone's browser. It works on iOS Safari, Android Chrome, and every other modern mobile browser. No app store friction, no install prompt — which is the single biggest reason attendees actually upload.
How do we keep NDA sessions out of the public gallery?
Give NDA tracks their own sub-gallery with the public-publication toggle off. Uploads land in that sub-gallery only, they are visible to the track program chair and to you, and they never appear in the post-event public URL or press kit unless you explicitly promote them.
Can we brand the upload page with our conference logo?
Yes. On Business and above you can set a custom subdomain (photos.yourconference.com), upload your logo, set primary + accent colors, and remove all Galeira branding from the attendee-facing surface.
What happens to the gallery after the event?
It stays live as long as your plan is active. You can set an automatic public-publication date, an automatic archive date, and a hard-delete date. For sensitive events many organizers archive after 90 days and keep only the press kit + own-cloud backup.
Can sponsors download only their own booth photos?
Yes. Create a sponsor role with download permission scoped to the sponsor tag. They get a magic link to their slice of the gallery; they cannot see or download attendee or speaker uploads outside their tag.
How does the own-cloud backup work for a conference?
You connect your S3, R2 or GCS bucket once during event setup. Every approved upload is mirrored to your bucket within seconds, with the original filename, EXIF intact and a consent record JSON. If you ever leave Galeira, your archive is already in your own infrastructure.
Can our official photographer upload high-resolution files?
Yes. Photographer roles bypass the mobile-only upload path and can use the desktop drag-and-drop or the API to push full-resolution RAW or high-bitrate JPEG. Those files are tagged "official" automatically and surface first in the press kit export.
How do we handle attendees who appear in photos but did not consent?
Every published gallery has a one-click takedown form. The request goes to your moderation queue, you confirm, and the photo is removed from the public gallery and the press kit. For pre-publication takedowns, the moderation step is where you blur or reject before anything goes live.
Can we run multiple conferences from one Galeira account?
Yes. Business and Enterprise plans support multiple concurrent events under one organization, with shared branding, shared own-cloud bucket configuration, and per-event team access. Useful if you run a portfolio of conferences across a year.
Keep reading
Create your event QR in about 60 seconds
Guests scan, upload, and view the gallery. You keep full-resolution originals backed up to your own cloud.