Event photo delivery checklist: before, on the day and after

Free checklist · By the CloudTether team · Updated

Short answer: most delivery failures are decided before the event — no signal plan, an untested folder link, a flat phone or two cameras with the same file names. Work through the before list a day or two ahead, run one test shot to every destination when you arrive, and don't format a card until every photo is in two places and the client has confirmed they can open the gallery.

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How to use it

  1. Print it or keep it open on your phone, and tick items off as you go.
  2. Do the Before section a day or two ahead — some items (gallery links, permissions, a spare cable) can't be fixed on the day.
  3. Run the On the day section on arrival and again after any break or room change.
  4. Finish the After section before you invoice: it's your proof that everything was delivered.

Before the event

The brief, destinations and kit — sort these a day or two ahead.

On the day

Check the chain end to end before the first important moment.

After the event

Close the loop before you clear anything.

Things that go wrong (and the fix)

  • Two photographers, same file names: one overwrites the other in a shared folder. Give each camera its own prefix or each photographer a subfolder.
  • The gallery link only works for you: open every link signed out or on another device before the event.
  • Dead spot in the main hall: shots queue and send when signal returns, but tell the social team when to expect them.
  • Phone dies mid-afternoon: a delivery phone works hard all day. Carry a power bank and top up at every break.
  • Wrong clock on the second camera: the gallery sorts out of order. Sync clocks before doors open.