Email and messenger templates for handing event photos to attendees
Share event photos after a meetup or conference with ready-to-use email and messenger templates, guest download steps, and a pre-send checklist.
After a meetup, hackathon, or conference, attendees need the gallery link, the password, and a short explanation of how to choose and download the photographer's photos. Copy the email or the shorter messenger version, replace the tokens, and paste the text into the mail or messenger you already use. These messages are not sent for you.
If the gallery is not up yet, create it on findmypictures.com and copy the link and password first. How to share event photos covers that handoff. If you use Luma, see its guide to sending event Blasts.
What guests can do
Guests open the shared gallery, then browse or select individual photos by hand. Portrait search is optional. It can help guests find photos, and it does not verify identity. They can upload a portrait they are authorized to use, or select additional people by face. Matches can miss someone or include the wrong person, so they should check the selection and then download it as a ZIP. Downloading every photo from the event is a separate action.
Anyone with gallery access can browse the other photos. The password opens the gallery. A direct image address someone already has can still be opened without that password. Send a personal link only to the person it was made for. Give guests a contact for questions or removal requests. Before you upload, decide who should have access and how long you plan to share the gallery. The date in the message is the download deadline you are requesting; it does not automatically delete the gallery.
Tokens to replace
Replace each braced token before you send, including the subject line, and leave no braces in the copy guests see.
{event_name}: the event name guests will recognize{gallery_url}: the shared gallery link{gallery_password}: the password for that gallery{download_by}: the requested download date{removal_contact}: where to send a question or a removal request{organizer_name}: the name signing the note
Email template
Send this to people who should see the shared collection. Keep the link and password in the same message.
Subject: Photos from {event_name}
Hello,
The photos from {event_name} are ready. You can look through the photographer's collection, choose the pictures you want, and download them.
Gallery: {gallery_url}
Password: {gallery_password}
Browse and select individual photos, or use an authorized portrait to help find people. You can also select additional people by face. Check the matches, then download your selection as a ZIP. There is also a separate download for all event photos.
Please download what you need by {download_by}.
To ask for a photo to be removed, contact {removal_contact}.
Thank you for coming,
{organizer_name}
Messenger version
Use this for a shorter post, and only where every recipient should see the collection.
Photos from {event_name} are ready.
{gallery_url}
Password: {gallery_password}
Choose photos and download your selection by {download_by}. For questions or photo removals: {removal_contact}.
{organizer_name}
Guest instruction
Paste this under the link when you only have room for the steps.
Open {gallery_url} and enter {gallery_password}. Browse the photos or select individual ones. Optional: upload a portrait you are authorized to use or select additional people by face. Matches can miss or misidentify people, so check the selection. Download that selection as a ZIP. Downloading all event photos is a separate action. Please finish by {download_by}. Questions or removals: {removal_contact}.
Pre-send checklist
- Confirm the upload is the photographer's collection, the recipients are the people who should see it, and you have already agreed how long to share the gallery.
- Open
{gallery_url}the way a guest would, enter{gallery_password}, select a few photos, download the selection ZIP, and confirm the separate full-collection download. - Replace
{event_name},{gallery_url},{gallery_password},{download_by},{removal_contact}, and{organizer_name}, and leave no braces in the sent copy. - Send the shared link and password together. Send any personal link only to its intended recipient.
- Keep the wording accurate: matches can miss people or include the wrong person, people with gallery access can browse the other photos, and the password does not block a known direct image address.
- Paste the finished text into your own email or messenger and send it from there. Note who received the password.