Guide

Same-day photo delivery at a corporate event, step by step

Same-day delivery is mostly planning. The camera sends each photo to a live gallery as it is taken; the work is in the network, the QR and a few decisions made before the day. This checklist is for the organiser and the photographer together.

By Bijay Kanshi · Updated 27 October 2026

Why the same day

The social team posts while the hashtag is live, not a week later.
Speakers, sponsors and award winners share their stage photos on LinkedIn that day, tagging the event.
Attendees save their photos before they leave, so nobody writes in later asking for them.

Two weeks before

Check the camera. The photographer's camera needs FTP over Wi-Fi, built in or through the maker's transmitter.
Plan the network. Ask the venue's IT team for a Wi-Fi network with no sign-in page, and to allow outgoing TCP port 21 and ports 30000 to 30049. If they can't confirm both, plan on the photographer's phone hotspot. Details: Camera FTP over Wi-Fi or a hotspot.
One event or one per day. One event gives one QR to print everywhere. One event per day sends each attendee to the day they attended.
Open or private. Galleries open only with the QR or link and are kept out of search engines. For an internal event, such as a town hall or an offsite, add a 4-digit PIN as well.
Create the event in the SnapMila app. Its QR is ready at once, before the first photo, so it can go to print.

The week before: put the QR where people look

On the badge insert or lanyard card
On a standee at registration and the help desk
On the stage screens between sessions
In the welcome e-mail, the event app, or the Slack or Teams channel

Print one line under the QR: “Scan for today's photos. No app, no sign-up.”

On the morning

The photographer joins the network from the main hall and takes one test shot. It should appear in the gallery within about half a minute.
Spare camera batteries are charged: keeping the camera connected uses more power.
The event's TV page is open on the lobby screen, to play photos as they arrive.

During the event

The photographer shoots as usual. Each JPEG goes to the gallery on its own.
The social team keeps the gallery open on their phones and downloads full-quality photos as they come in.
Anything that should not be shared, such as an unreleased product or a slide under NDA, is hidden in one tap. It can be shown again later, in its place.
The SnapMila app shows how many photos arrived and names any missing file number, so the photographer can send it again.
Mention once from the stage that attendees can find their own photos with one selfie in the SnapMila app. Send them Find your photos with a selfie.

After the event

The same QR and link keep working. Put the link in the thank-you e-mail, the same evening.
Attendees can save every photo at once with Download all.
The photographer keeps every original on the card as a backup.

Day-of checklist

Who	What	Done when
Organiser	QR on badges, desks and screens	Printed before the doors open
Venue IT	A network with no sign-in page; port 21 and ports 30000 to 30049 open	The test shot reaches the gallery
Photographer	Camera FTP set up, auto upload on, the connection kept on	The test shot reaches the gallery
Photographer	Spare batteries, and a phone hotspot ready as backup	Before the first session
Social team	The gallery link open on their phones	The first photos are downloaded
Organiser	The thank-you e-mail with the gallery link	Sent the same evening

Common problems

Problem	Fix
The camera can't join the guest Wi-Fi	It has a sign-in page. Switch to the phone hotspot.
The camera signs in, but nothing uploads	Turn on passive mode (PASV) in the camera. If it is on, the network blocks FTP: switch to the hotspot.
Gaps in the gallery	The app names the missing file numbers. Send them again from the camera's upload menu.
Attendees can't find themselves in 2,000 photos	Face search with one selfie, or one event per day.

More on confidential moments, multi-day events and where attendees find the QR: SnapMila for corporate events.