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Event Organizer Guide

Complete walkthrough for event creators and managers

Before You Start

What You'll Need:

  • ✓ A Google account (for sign-in)
  • ✓ Your event name
  • ✓ A way to share the link or QR code with guests
  • ✓ A device to manage photos (phone, tablet, or computer)

Setting Up Your Event

Sharing Your Event

Option 1: Copy & Share Link

  1. Click "Copy Link" on your dashboard
  2. Paste in emails, texts, or social media
  3. Guests click the link to access the event

Option 2: QR Code

  1. Display the QR code on screens or printed materials
  2. Guests scan with their phone camera
  3. They're taken directly to the event page
Best Practice: Share both the link and QR code so guests can access in their preferred way.

Sending Invitations & Managing Guests

EventShare lets you send beautiful invitations and track RSVPs. You can send personal invitations to specific guests or create a public link for anyone to RSVP.

Step 1: Design Your Invitation

  1. Go to your event dashboard and click "Invitations"
  2. Upload a custom invitation image (optional but recommended)
  3. Fill in event details: date, time, location, dress code
  4. Write a personal message for your guests
  5. Set an RSVP deadline and plus-one limit
  6. Customize the share message template

Step 2: Add Your Guests

📝 Manual Entry

Add guests one by one with their name, email, and phone number.

📊 CSV Import

Upload a spreadsheet with columns: name, email, phone.

📱 Phone Contacts

Select contacts directly from your phone (Android Chrome).

Step 3: Send Invitations

  1. Go to the "Guests" tab in your dashboard
  2. Click the WhatsApp or Email button next to each guest
  3. The message opens pre-filled with their personal RSVP link
  4. Send the message – the guest is marked as "invitation sent"

Personal vs Public Invitations

🎯 Personal Invitations

  • • Each guest gets a unique RSVP link
  • • Track exactly who responded
  • • Best for: weddings, private parties

🌐 Public Invitations

  • • One link for anyone to RSVP
  • • Guests self-register with their details
  • • Best for: open events, social media

Enabling Public/Anonymous RSVPs

  1. Open the Invitation Designer
  2. Toggle on "Enable Public RSVP"
  3. A public RSVP link will appear that you can share anywhere
  4. Anyone with the link can register themselves
  5. Self-registered guests are marked in your guest list

Tracking RSVPs

Your guest management page shows real-time RSVP statistics:

✓ Attending? Maybe✗ Not Attending⏳ Pending

Invitation Tips

  • • Upload an eye-catching invitation image for better engagement
  • • Set an RSVP deadline to encourage timely responses
  • • Use WhatsApp for instant delivery and higher response rates
  • • Check your guest list regularly to follow up on pending RSVPs

Managing & Publishing Photos

Pro Tips for Photo Curation

  • • Check photos regularly for freshness
  • • Publish the best ones quickly to keep guests engaged
  • • Use bulk actions to approve multiple photos at once
  • • Delete blurry or inappropriate photos promptly

Trial Mode vs Paid Upgrades

Trial

  • ✓ Up to 10 photos
  • ✓ Unlimited duration
  • ✓ All features included
  • ✓ Free
POPULAR

Starter Pass

€29

  • ✓ Unlimited photos
  • ✓ 2 days duration
  • ✓ All features included

Standard Pass

€49

  • ✓ Unlimited photos
  • ✓ 7 days duration
  • ✓ All features included

When to Upgrade

Upgrade when you're approaching the 10 photo limit or want unlimited uploads. Choose the duration based on your event length.

Displaying Photos Live on TV/Projector

Setup Instructions:

  1. Open TV Page: Click "TV Page" button on your event dashboard
  2. Fullscreen Mode: Press F11 on your keyboard to enter fullscreen
  3. Connect to Screen: Wirelessly connect your device to a TV or projector
  4. Start Slideshow: Photos automatically rotate every 5 seconds
  5. Monitor Uploads: New approved photos appear within seconds

Perfect for Events

  • • Live photo display keeps guests engaged
  • • Shows a QR code for easy guest access
  • • Auto-updates as photos are approved
  • • Professional presentation

Staying Updated with Notifications

Never miss a photo upload:

  1. Enable Notifications: When prompted, allow browser notifications
  2. Receive Alerts: Get notified immediately when guests upload
  3. Quick Action: Click notification to go directly to your dashboard
  4. Manage Settings: Adjust in browser settings anytime
Tip: Enable notifications on your phone so you can approve photos quickly even when away from your computer.

Best Practices for Success

⚡ Communication

  • • Clearly explain to guests how to upload
  • • Mention if there's a photo limit
  • • Let them know when photos will be published

🖼 Curation

  • • Check photos frequently for freshness
  • • Publish quickly to keep engagement high
  • • Consider photo quality and appropriateness
  • • Use bulk actions for efficiency

📱 Display

  • • Use the TV page during the event for live display
  • • Test fullscreen mode before your event
  • • Ensure stable internet connection
  • • Position screen where guests can see it

💰 Upgrades

  • • Plan upload capacity ahead of time
  • • Upgrade early if expecting many photos
  • • Choose pass duration based on event length
  • • Payment is one-time per event

Quick Troubleshooting

Photos aren't showing up

→ Check if you've published them. Only published photos appear in the gallery and on guests' view.

Guests can't upload

→ Check if your trial limit is reached or event has expired. Upgrade if needed.

TV page isn't updating

→ Refresh the page or check your internet connection. Photos refresh every 30 seconds.

Not receiving notifications

→ Check browser notification settings. Allow EventShare notifications in your browser.

Need more help?

Check our FAQ section or visit the How It Works guide.

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