File Sharing for Event Planners and Photographers

Event planners and photographers handle large volumes of files with tight deadlines. The right file sharing workflow ensures smooth delivery to clients and vendors.

Event Industry File Sharing Needs

Common Files

• Photos – RAW, edited, proofs (large volumes)
• Videos – Highlight reels, full coverage
• Documents – Contracts, timelines, floor plans
• Design files – Invitations, signage, decor

Common Challenges

• Large photo galleries (thousands of images)
• Video files (often 10GB+)
• Multiple stakeholders (clients, vendors, venues)
• Tight deadlines

Event Planner Workflows

Vendor Coordination

• Share floor plans with venue
• Send design files to vendors
• Distribute timelines to team

Client Deliverables

• Proposals and contracts
• Mood boards and designs
• Final documentation

Photographer Workflows

Gallery Delivery

1. Export edited images
2. Upload to GetShared
3. Create password-protected link
4. Send professional delivery email
5. Track downloads

Organization

2026/
├── Events/
│   ├── SmithWedding_0315/
│   │   ├── Highlights/
│   │   ├── Gallery/
│   │   └── Video/
│   └── JohnsonGala_0420/
└── Clients/

Best Practices

• Professional presentation – Use branded pages
• Clear organization – Logical folder structure
• Confirm delivery – Track downloads
• Set expectations – Include expiration dates
• Mobile access – Clients check on phones

GetShared for Events

• Large files – Handle any gallery or video
• Professional – Branded delivery
• Tracking – Know when downloaded
• Easy for clients – No account needed

See also: photographer guide.

Try GetShared free.