How to share event photos with attendees: a before, during and after file plan
A file plan for event organisers: collect speaker slides with a deadline, tidy files on the day, publish slides, recordings and photos on one link, and control who opens it.
Most event file trouble starts with email attachments: slides arrive in six versions, recordings are too big to send, and photos go out weeks late. A simple plan fixes it. Collect speaker files before the event, tidy them during it, and publish slides, recordings and photos on links you control afterwards. This guide shows how to share event photos with attendees and handle every other file an event produces, whether it is a conference, a workshop, a meetup or a wedding.
Before the event: collect speaker slides with a file request
Chasing slides by email means searching inboxes the night before the event. Send one link instead. A file request gives speakers a page where they upload their slides without making an account. You write the instructions, choose the destination folder and, if you like, switch on an email when files arrive.
Give the request a deadline. With deadlines and size limits for requests, you close the request on a date and cap how much each person can upload. One detail to know: after the deadline, new uploads cannot start, but an upload that began before the deadline is allowed to finish. Closing the request yourself stops everything, including uploads in progress that have not finished.
Put the rules in the instructions: file format, slide ratio, the file name pattern, and what happens if a speaker misses the date (for example, they present from your laptop on a backup copy). Speakers follow instructions that are short and specific.
Timeline for a one-day event: send the request link six weeks out, remind speakers at three weeks, set the deadline one week before the event, and keep a backup copy on a USB stick on the day. Add the deadline to every reminder so nobody has to ask.
During the event: review, rename and collect photos
As files arrive, and again the morning of the event, open the destination folder and check every file. Does it open? Is it the right ratio? Is the speaker's name spelled correctly? Rename files into one pattern, such as the day, the session time and the speaker's surname, so the running order matches the folder order.
If a speaker sends a corrected deck, replace the file instead of adding a second one. On Pro and Agency plans, file versions keep the history so you can go back if the new deck is worse. For messy names, AI file names can suggest tidier ones. This sits in the AI assistant, which is in Beta on Pro and Agency and is not part of lifetime plans, so treat it as a shortcut and read every suggestion before you keep it.
On the day, a second file request helps with photos. Share its link with your photographer, the volunteers and, if you want guest photos, with attendees, using a QR code on the wall or a line in the closing slides. Everyone uploads to one folder, so you are not collecting photos from five phones the next morning.
After the event: publish slides and recordings on one page
Attendees ask the same question: where are the slides? Answer it with one link. Put the approved slides and the recordings in a folder and share it as a transfer. Recipients open it without a Tarkle account. For talks, video and audio sharing puts a recording on a page with a built-in player, so people watch in the browser before they decide to download. If you plan to send many recordings, see how editors deliver video for the habits that carry over.
Where does the event page fit? An event page is a clean public page for the event itself, on your own domain, with the title, dates, location or online link, summary and FAQ. It does not hold downloads, so do not look for a place to attach slides there. Link to your files from the follow-up email and from anywhere else you announce the event instead.
Name the page after the event and the year, and write two lines at the top: what is inside, and until when the link works. Attendees then know they should download the slides now.
Who can open it, and for how long
Decide this before you post the link. For open events such as a public meetup, a link that anyone can open may be fine. For a paid conference or a private wedding, add a gate.
Password protection asks for a password before anyone can open the transfer. The password is available on the Free plan. Send it in a different message from the link, for example in the closing email and on the last slide. If you change the password later, everyone who opened the link before has to enter the new one.
Email capture asks the visitor for an email address before the download starts. It collects addresses. It does not check them against a guest list, so do not rely on it to keep strangers out.
Link expiration sets a date after which the transfer or request link stops working.
Pick the expiry date by working backwards from your follow-up: a few weeks for slides, longer for recordings that sponsors want to reuse. If something goes wrong, such as a speaker who asks to pull a deck, you can disable the link in one click.
How to share event photos with attendees
Photos are the file set people want most and wait for longest. Pick the best set and keep each folder to a size people can handle. Create a folder per day or per session, upload the finished images and share the folder with one link. Recipients can download a folder as one archive, and nobody needs an account.
Mind the upload size. On the Free plan a single upload can be up to 1 GB, and on Pro and Agency plans up to 200 GB. A wedding or a big conference can have more than 1 GB of photos, so on Free, send the set in several uploads that each stay under 1 GB, or move to a larger plan. Previews open in the browser, so people can scan the images before they download them.
Photos show people's faces. Check what attendees were told about photography when they booked, and follow the privacy rules where you work. Tarkle gives you the link, the password and the expiry date, but whether you may publish a photo is your decision. For a private event, use a password and a short expiry.
Share the photo link in two steps. First send the gallery to speakers and sponsors, ask for takedown requests for 48 hours, then send the link to all attendees.
Check who downloaded, then close the loop
After you send the links, transfer status shows whether a transfer was delivered, viewed or downloaded, so you know if the slides link actually reached people. If views are low, a short reminder usually works. When the link expires, move the files to your long-term storage and note where they went, so you can find them next year.
Set this up today
Create a file request for speaker slides with a deadline one week before the event.
Write the file name pattern and the deadline in the instructions.
Create a second file request for the photographer and volunteers.
Decide on a password and an expiry date for the slides and photos pages.
Put the follow-up email in your calendar for the day after the event.
Start for free and send your first speaker request before the next event.