Event planner toolkit
Add a shared gallery to the run of show. Guests join with a QR code. You keep a separate gallery for each client event.
Key takeaways
- Create one gallery per client event so photos do not mix.
- Guests do not install an app. Put the QR code on signage you already produce.
- A free gallery is only 10 photos. Client events need a paid plan.
- Paid event plans are one-time: Essential $29, Premium $39, Ultimate $79, each with 3 months of hosting.
- If you run events every month, a photographer-style subscription may fit better than buying a one-time plan each time.
- Hand the link to the client the next day. You do not have to stay the photo help desk.
Where it fits in the event
The gallery is a line on the run of show, next to signage and the welcome speech. You are not asking the client to manage a new vendor app on the day.
Setup is the same as the quick start: name, date, QR code, link. Do it before you print the table signs so the code on paper matches the live gallery.
One gallery per client
Each event gets its own gallery. A company that books you quarterly should not share one endless album with last year's party.
Name the gallery with the client and the date so your dashboard stays readable when you have several open at once.
Which plan to put in the proposal
| Situation | Plan that fits | Why |
|---|---|---|
| Trying the flow | Free, 10 photos | Too small for a real guest list |
| Party or small gathering | Essential, $29 | 1,000 photos, 3 months |
| Wedding or conference | Premium, $39 | 5,000 photos plus face search |
| Large or multi-day | Ultimate, $79 | Fair usage, same guest tools as Premium |
If your studio hosts many events a month, compare a photographer subscription instead of stacking one-time plans. Unlimited events there still sit inside the monthly photo and storage caps.
On the day
- Entrance sign and table cards use the same QR code.
- Ask the MC for one mention. Details are in get more guest uploads.
- If the client hired a photographer, they can upload into the same gallery. Point them at the photographer guide.
You can leave the floor
Hand the gallery to the client
Send the link the next morning. Hosting on a paid event plan is 3 months. If the client wants the gallery up longer, an extension adds 3 months once: $9 on Essential, $19 on Premium, $59 on Ultimate.
Tell them who can download. That switch is on the paid plan, and it is easier to set before relatives start asking.
What to promise in the contract
Promise a shared gallery, a QR code, and guest uploads. Do not promise a specific percentage of guests will upload. Do not promise face search unless the plan is Premium or Ultimate.
Original quality, albums, and the photo booth are on every paid event plan. Custom domain and invitations start at Premium.
Common questions
Can I manage more than one client event?
Yes. Each event is its own gallery in the same account.
Who pays for the plan?
Whoever owns the PicBee account at checkout. Put the one-time plan in your proposal, or have the client buy it and add you if your workflow allows.
Is the free gallery enough for a client event?
No. It includes 10 photos. Use a paid event plan for a real guest list.
Open a gallery
A free gallery includes 10 photos. Paid event plans start at $29.
Written by
Roshan K.C
Co-founder
Co-founder of PicBee. This guide uses the public plan limits on the pricing page.
Updated: