Who can see my event gallery? You decide
Who can see my event gallery? Learn how to control access and privacy, so photos and videos stay with the right guests, long after the party.
After a wedding, birthday or company party you want to see every candid photo again – without them ending up just anywhere. Who can see my event gallery? It is a fair question, especially when guests upload photos and videos of each other, of children or of personal moments. The good news: you decide who gets access, how you share the gallery and when that access stops.
An event gallery exists to collect memories together, not to make them public. With a clear approach you give guests every reason to join in, while you stay in control of your images.
Here is the short version:
- Share the QR code or direct link only with the people you want in the gallery.
- Think about where the code goes: a welcome sign reaches everyone present, a private group chat a smaller circle.
- Tell guests in one line that the gallery is private and who it is meant for.
- Remove anything afterwards that does not belong – as the host you manage the content.
- Switch publishing off in your event settings as soon as you want access to stop.
Who can see my event gallery if I share a QR code?
A QR code is above all a quick way into your gallery. Guests scan it with their phone camera, open the event page and can view or add photos and videos there. No app and no account needed. That makes joining in easy for everyone, from your youngest nephew to your grandmother.
At the same time, a QR code is not a personal invitation by name. Anyone holding the code or the direct link can open the gallery. Put the QR code at the entrance, on table cards or on the screen during the party, and the gallery is within reach of everyone there. Send the code only in a private group chat and you narrow that circle.
That is not a drawback, but it is worth being deliberate about. A QR code can be photographed or forwarded. For most private parties, sharing with the people you invited is exactly what you want. If you are hosting an event with sensitive images or a small, strictly defined group, think carefully about how and with whom you spread the link.
You decide who gets access to your event gallery
The best privacy decision does not start with technology, but with one simple question: who do you want involved in these memories afterwards? At a family party that is often everyone. At a company gathering it may be colleagues and the clients who attended. And at a wedding you might want all your day guests to look along, but not the gallery travelling beyond that group.
So make it clear up front what guests can expect. A short line next to the QR code already helps: “Scan, upload and browse our photos – for our guests only.” That way people understand this is a shared, private place for memories rather than a public social media page.
With Momentshare you create your own event page and share it through a unique QR code or direct link. The gallery becomes one central place for every photo and video, instead of loose files scattered across chats. You decide yourself how far that link travels.
Choose where you put the QR code
Where you place the QR code largely determines who sees it. A code on a welcome sign is ideal when everyone present is welcome in the gallery. If you want a smaller group to have access, send the QR code straight to those people or share it only in a private invitation.
At an event with several parts, you can also use timing. Share the code during dinner, at the start of the party or only afterwards. That stops people looking for a gallery that still has to fill up, and keeps your explanation simple.
Do not forget the direct link
Besides a QR code you can send guests a direct link. That helps people who are not on location, family abroad or guests who want to open the code at a later moment. The same rule applies: a link is easy to forward. So share it within the group you want to give access.
If you want to know when to share that link, read how to invite guests with a direct link. A link in a public social media post only fits if you are deliberately going for a wide reach. For personal celebrations, a private WhatsApp group, an email invitation or a family chat is usually a better place.
Privacy is also about what gets uploaded
Access to the gallery is one part of the story. The other part is the content. At a good party guests take photos from angles you never see: an emotional hug, children on the dance floor, a funny moment at the table. Those spontaneous images are exactly what makes a gallery valuable, but they sometimes need a little care.
Tell guests up front what the idea is, where that is relevant. At a children's party, a business gathering or an event where not everyone wants to be photographed, a friendly note helps. For example: “Feel free to share your favourite moments, and be mindful of other people's privacy.” Clear, without making it heavy.
You do not have to check every image in advance to be careful. It is wise, though, to go through the collection once afterwards before you share the link again with a wider group. Spot a photo someone would rather not have in the gallery? Then you can remove it, or check with that person first.
Keeping the gallery comfortable for every guest
A gallery works best when guests know they can contribute without any fuss and that their images are handled with care. A few small agreements make a big difference.
Ask guests to upload only photos and videos that belong to the event. Let them know the gallery is meant for shared memories, not for advertising, private messages or images of people who would rather not be recognisable. And at a work event, say whether photos will only be viewed internally later or may also be used for external communication.
Think in advance about how long guests keep access, too. Give them enough time afterwards to add their own images and look back at everything. After that you download the whole collection in one go and keep it yourself. That way the memories stay with you, without a link circulating forever.
What if someone forwards the QR code?
It happens, usually without any bad intent. Someone wants an absent brother to share in it, drops the code into a larger group chat or sends it to a colleague. Look at the situation first. Is that extra person welcome to see the images? Then there is nothing to do.
If it does not feel right, act calmly and straight away. Stop spreading the code any further and remove the uploads that do not belong. Want to withdraw access altogether? Then switch publishing off in your event settings: the page is no longer reachable for anyone, not even for people who already have the link. Turn publishing back on later and everything is simply there again. When in doubt you can also ask for personal help over WhatsApp or email. Someone thinking along with you beats working out where to click on your own.
So privacy is not a switch you flip once when you create your gallery. It is something you can keep half an eye on during and after your party. Certainly when you share the gallery again later, for instance with people who could not be there.
Frequently asked questions about who sees my event gallery
Is my event gallery public on the internet?
No. Your event gallery is not public on the internet: the page is only reachable for people who received the QR code or the direct link. You share that yourself with the people you want to invite. Anyone who does not get the link will not simply stumble into it.
Can guests add photos without an app?
Yes. Guests open the QR code or the link in the browser on their phone and can upload photos and videos straight away. Nobody has to install anything, log in or create an account first.
Can I delete photos I do not want in the gallery?
Yes, as the host you manage the content of your gallery. Use the Select items button to pick one or more photos and videos and delete them in one go. Handy when an image was uploaded twice, does not belong to the event, or when someone asks you to take it down.
How long does my event gallery stay accessible to guests?
That depends on your plan: with Basic the gallery stays usable for 1 month, with Premium for 6 months and with Unlimited for 12 months. That period only starts once you publish the event for the first time, and two weeks before it expires you get a reminder email. Want access to stop sooner? Then switch publishing off in your event settings.
The best event gallery feels like an extension of your party: open to the people who belong there, calmly organised and full of real moments. Share your QR code with care, give guests a clear welcome, and afterwards keep exactly the memories you want to hold on to together.
