Photos are an important part of event management, but one that's easy to overlook until after the event. Whether it's an industry conference, company retreat, product launch, or team-building day, your attendees are likely to be capturing the event from their perspective on their smartphones. These photos make ideal marketing material and can be used both internally and externally – but how do you collect photos from a corporate event?

Some might end up in a WhatsApp group, while others are posted on LinkedIn, but most are likely to stay buried in the person's camera roll. HR and marketing teams should be proactive, deciding how to gather this content before the event starts.

Below, we're looking at the best ways to collect and organise corporate event photos and how to choose the approach that will work best for your event type and attendees.

What's the Best Way to Collect Photos at a Corporate Event?

The easiest way to collect photos from any corporate event is to give your attendees access to a shared event album where they can upload their images and videos directly from their phone.

QR codes are safe and secure, allowing your attendees to upload their images in real-time without needing to download an app or create an account. Larger events, such as conferences, might use a shared album alongside other strategies like a social media hashtag or an event app.

What to Prioritise When Gathering Corporate Event Photos

Not every photo sharing option will work for your event, and it's important to consider accessibility and security. You'll want a corporate photo sharing option that works for both your attendees and your company itself. If you also want to collect user-generated content at events, you might decide to choose multiple photo sharing options.

Here are a few things to prioritise when choosing how to gather photos from your attendees:

• Accessibility: The fewer steps involved, the better. Avoid conference photo sharing options that require unnecessary downloads or complicated registration processes. Your shared event album should be mobile-friendly and easy to use.

• Centralised storage: The purpose of a shared event album is to gather your photos in one central location for easy browsing and organising.

• Privacy control: Corporate event photo sharing can be complicated as it's important to consider privacy and data sharing. Choose a shared photo album that gives you full control over who can view, upload, and download content from your album.

• Your event size: While a 200-person conference might call for a shared photo album, smaller team-building events with just a few people may be better suited to a WhatsApp group or a free QR code photo album.

6 Ways to Collect Photos at Corporate Events

Use a QR Code Linked to a Shared Event Album

A QR code is one of the easiest options for event photo sharing. Attendees don't need to download an app, and it works well for corporate events of all sizes, keeping your photos in one central location while giving you complete privacy control.

You can create a QR code in just 2 minutes and distribute it to your attendees throughout the event. QR codes are easy to add to event posters, table cards, presentation screens, and event badges to encourage your attendees to upload their photos in real-time.

Create a Shared Google Drive or Dropbox Folder

If your company is hosting a small internal event or team-building day, then you may be able to use a photo-sharing platform that your employees already have access to. Google Drive and Dropbox are the most popular options, but best suited for smaller teams, as uploading permissions can get complicated when dealing with other attendees.

Create a WhatsApp Group

Another option for gathering photos from company events includes WhatsApp. If you're having a smaller company event, a team-building exercise, or an informal gathering, then you can use an existing WhatsApp group to collect photos. However, these images are often compressed, reducing their quality, and they can be difficult to organise.

Encourage Attendees to Share on Social Media

If you're hosting a public-facing event or a brand activation, social media can help with event photo sharing. You can create an event hashtag and encourage attendees to tag your official accounts in their content. However, more people are increasingly choosing to use private accounts online, and it can be difficult to gather content from multiple platforms.

Use an Event App

Larger conferences often use apps to share schedules, notifications, and maps. These event apps can also be used for photo sharing and encourage your attendees to use the other features on your app. However, this type of photo sharing sees less participation as downloading an app and creating an account adds extra steps for attendees.

Ask Attendees to Email Their Photos

Asking attendees to email their photos might seem like a simple solution, but it's easy for people to forget. Emails are a good option for small events, but you're unlikely to get the content in real-time and may need to follow up afterwards.

Gather Your Corporate Event Photos With a QR Code Photo Album

Collecting photos from a corporate event provides content for your HR and marketing department, as well as capturing your event from the perspective of your attendees. The key to finding the best photo sharing option is to choose one that works for your specific event type, while also being as accessible as possible for your guests.

For most corporate events, a QR code is the easiest way to collect photos from attendees. With Quickpix, you can streamline your event photo sharing with packages that start from just $13 for an unlimited number of guests. Create a Quickpix event album today with album storage for up to 1 year and package options to suit every budget.