Wedding Photo Checklist
Everything you need to do before the wedding, on the day itself and afterwards – so that not a single photo gets lost.
Phase 1: Before the Wedding
Best done 4–8 weeks in advance
Book early (12–18 months in advance). Compare portfolios, style and package prices. Clear agreement: how many hours, how many edited photos, when will they be delivered?
Note must-have shots: family groupings, important people (grandparents, godchild, childhood best friend). Are there special moments you absolutely don't want to miss?
Create a free private gallery where your guests can upload photos via QR code – no app download, no registration required.
Customise the QR code with your own logo and wedding colours. Free tool: QR Code Generator
Export as SVG for sharp printing at any size. Table cards, menus, invitation cards or a separate display stand.
A brief note in the invitation or via WhatsApp beforehand: "We'd love to see your photos! Just scan the QR code at your table." Guests who know in advance take more photos.
Not every grandparent knows how to scan a QR code. Ask a best man or a younger family member to help them out briefly.
Do you also want a wedding film? Book a videographer separately or check whether the photographer also shoots video. Important: coordinate so they don't get in each other's way.
Many couples forget to have the photographer present while getting dressed. These photos are often among the most beautiful of the whole day.
Some galleries (like EventPics) offer a live slideshow where uploaded guest photos appear on a projector or TV in the venue. Ask the venue whether a screen is available.
Phase 2: On the Wedding Day
What you and your team should not forget on the big day
Place or affix a QR code at every table. The more visible it is, the more guests will use it. A large sign at the entrance is also helpful.
Scan it one more time just before the doors open: does the QR code work? Does the gallery open immediately? Is there internet at the venue?
Write the venue Wi-Fi on the QR code table stand or share it separately. Guests upload more and larger photos over Wi-Fi.
A brief word from the MC ("Please share your photos in our gallery – just scan the QR code at your table!") doubles participation. Ideally twice: at the start and after dinner.
When is who being photographed where? Plan couple portraits during golden hour (about 1 hour before sunset). Group photos directly after the ceremony.
Briefly show the photographer the prepared list of must-have shots on the morning of the wedding. Name the key people who absolutely need to be in a photo.
The most beautiful photos are often unposed. Tell the photographer to also capture "between the lines": laughter, tears, small gestures.
Activate the slideshow mode in the gallery and run it on the projector/TV in the venue. Guests see their own photos on the big screen in real time – this is a huge motivator.
A charging cable at the entrance or at the bar is a small gesture that is greatly appreciated – and ensures guests can keep taking photos until the end.
A brief reminder to upload before guests leave ("If you'd still like to share photos – just scan the QR code, it works for the next few days too!"). Not all photos are uploaded immediately.
Phase 3: After the Wedding
In the weeks following the big day
Best done within the first week. Save all photos in original quality to an external hard drive or a secure cloud storage.
Experience shows that guests continue uploading photos for up to a week after the wedding. Keep the gallery open, then download everything again.
If the agreed delivery period has passed, follow up politely. Typical: 4–12 weeks after the wedding.
At least 3 copies, on 2 different media, 1 of them off-site (cloud). Wedding photos cannot be retaken – back them up multiple times.
Send a selection of the best photos to all guests via the gallery or a separate link. It's a lovely gesture and guests will be delighted.
Personalised thank-you cards with a beautiful wedding photo are the nicest way to thank your guests. Many online services offer this at an affordable price.
Put the best photos together in a high-quality photo book. Tip: wait until the professional photos arrive, then lay everything out together.
Order one or two favourite photos as large-format prints. For A2 or larger you need original quality (at least 8 MP) – no WhatsApp-compressed images!
If you share wedding photos on Instagram, Facebook or similar: check with the photographer first whether they'd like to be tagged. Most photographers appreciate it.
Once all photos are saved, close or delete the gallery. Or keep it open as a private album for your memories.
Pro tips for more guest photos
The most active upload period is right after dinner and after the first dance. Remind guests about the gallery at these moments.
Print the QR code on the printed programme or menu card – that way every guest has it right in their hands.
Some couples announce that the best guest photo wins a small prize. This significantly boosts participation.
Ask guests to upload photos ONLY to the gallery, not to a WhatsApp group. This saves hassle and delivers original quality.
Ready? Create your wedding gallery now.
Free, no app required for guests, photos in original quality. Ready in 2 minutes.