A file plan to share event photos with attendees
A file plan for event organisers: collect speaker slides, then publish slides, recordings and photos on one link.
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 that. 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 the other files an event produces, whether it is a conference, a workshop, a meetup or a wedding. The Free plan includes file sharing and file requests.
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 lets speakers send their slides to a folder in your workspace with no sign-in. Add a description with the file format, the slide ratio and the file name pattern. Uploads land in the destination folder you choose on the request. An email arrives when files come in. It is on by default for a new request, and you can switch it off.
Give the request a deadline. You set an expiry date on the request, and once it passes, no new upload can start. An upload that began before the expiry date can still finish. You can also set the largest total size that one submission may carry, so one large upload does not stand in for the whole set.
Put the rules in the description: 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 expiry date 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, replacing a file keeps the earlier version, and Pro keeps earlier versions for 90 days, so you can go back if the new deck is worse. On Free, uploading a file with the same name saves a second copy named with (2), so remove the old one yourself.
On the day, one file request can collect photos from everyone. 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. On Free, you can have one active file request at a time, so use the same request for slides and photos. On Pro and Agency, you can have as many active requests as you need.
All photos land in the destination folder you choose. Each person's uploads go into their own subfolder inside it, 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. Add the approved slides and the recordings to a folder, then create a file transfer for that folder and share the link. Recipients need no Tarkle account to open a public link.
For talks, a video transfer page is the branded page where a recipient watches your video and sees what they can download. Video and audio sharing covers the same page for recordings you share in several places. If you plan to send many recordings, see how editors deliver video for the habits that carry over.
An event page is the public page for the event itself. It shows the summary, the date and time, the location and the FAQ. Online registration and payment are not available on it yet, so link to your files from the follow-up email and from anywhere else you announce the event.
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 the files open. It is available on the Free plan, and the browser remembers it for 30 days after the recipient enters it. Send the password in a different message from the link, for example in the closing email and on the last slide.
Email capture asks the visitor for an email address before the files open, and saves that address as a contact. Use it to learn who downloaded the slides.
Link expiration sets a date after which the link stops opening the files.
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 a speaker asks you to pull a deck, pause the transfer. A paused transfer is marked Disabled, and you can enable it again.
How to share event photos with attendees
Photos are the file set people want most and wait for longest. Pick the best set and split it into folders by day or by session. Upload the finished images, then create a file transfer for each folder and share the links with attendees.
Mind the upload size. On the Free plan a single upload can be up to 1 GB, and on Pro and Agency up to 200 GB. Free also includes 5 GB of storage and 15 transfers a month, so split a large photo set into a few folders rather than many small transfers. On Free, keep each upload under 1 GB, or move to Pro for the 200 GB upload limit.
Photos show people's faces. Check what attendees were told about photography when they booked, and follow the privacy rules where you work. 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, and ask them for takedown requests. Then send the link to all attendees.
Check who downloaded, then close the loop
After you send the links, check the badges and the Activity section on a transfer to see whether it was viewed or downloaded. The help article on opened transfers shows where to look, so you know whether the slides link reached people. If views are low, a short reminder usually works. When the link expires, keep your own copy of anything you need, and note where it is stored so you can find it next year.
Set this up today
Create a file request for speaker slides, with an expiry date one week before the event.
Write the file name pattern and the deadline in the request's description.
On Free, use one file request for slides and photos. On Pro and Agency, open a second request for the photographer and volunteers.
Decide on a password and an expiry date for the slides and photos links.
Put the follow-up email in your calendar for the day after the event.
What to remember about Tarkle
Tarkle collects speaker slides with a file request, and publishes slides, recordings and photos on public links that attendees open without a Tarkle account. A password, an email capture or an expiry date decides who can open each link and for how long. The Free plan includes file sharing and file requests with a 1 GB upload limit, and Pro and Agency raise the upload limit to 200 GB. Start for free, or compare the plans.