When many exhibitors ask for the organiser's gallery, decide in advance who the recipient groups are and which selections each may see. Exhibitors can reasonably expect images of their own stand and of the general show. They should not receive unrestricted access to other businesses' private meetings or protected displays. Build the access rules into the delivery plan rather than answering requests one by one.
After the show, the requests begin. Exhibitors want pictures of their stand, their team and their visitors. Sponsors want their logos. Associations want an overview. If all of them are answered ad hoc, the gallery quickly becomes a source of complaints.
This page belongs to our guide to exhibition organiser photography.
Who is asking, and for what?
Start by listing the groups who may ask: exhibitors, sponsors, partner associations, speakers, media and the organiser's own team. Their interests differ. An exhibitor wants their stand and perhaps a general impression. A sponsor wants visibility. An association wants evidence of programme and attendance.
A simple table of groups and entitlements, agreed before the show, turns a stream of requests into a routine.
Decide the selections
For each group, define what they may see. A typical structure might be:
| Group | A possible selection |
|---|---|
| Each exhibitor | Images of their own stand and team, plus a general set |
| Sponsors | Images agreed in their sponsorship terms |
| Media | An approved press set |
| Associations | A programme and venue overview |
| Internal team | The full gallery |
Your show may need different groups. The key point is that "everyone gets everything" is not a default; it is a decision, and one the organiser should make deliberately. Our guide to how event photographs are selected for the delivered gallery describes how selection works.
What should stay private
Exhibitors should not receive unrestricted access to other businesses' private meetings or protected displays. Some stands restrict photography, and some images may reveal prices, screens or product details that a business has not agreed to share.
Our page on exhibitions with sensitive or photography-restricted stands explains how to keep a restriction map, and the guide on confidential business information in event photographs lists what to check before an image is released.
Law, contracts and policy
Rules about photographs can come from law, from contracts with exhibitors and the venue, and from the organiser's own policy. These are different things, and they are not the same for every show. We cannot give legal advice or tell you what applies.
Please read the exhibitor terms, check the venue's conditions and ask a qualified adviser about the legal position. Then pass us the resulting rules as an instruction, such as "exhibitors receive their own stand selection and the general set only".
Access methods
How images reach recipients affects how far they travel. A private link can be forwarded. A login can be restricted to named people. Direct delivery avoids a shared page altogether. Our guides to private gallery access and onward sharing and to choosing suitable delivery formats and access methods explain the trade-offs.
We confirm what can be set up for your delivery. The photo delivery acceptance checklist helps you confirm that the recipients receive what was agreed.
A hypothetical example
For example, imagine a show with 120 exhibitors, 8 sponsors and a media list. The organiser decides that each exhibitor receives a stand selection and a general set of 60 images, sponsors receive images agreed in their terms, and media receive a press set.
Requests arrive through one form. The show contact approves each exhibitor's selection, and the photographer's team prepares the sets. Three exhibitors ask for images of neighbouring stands, and the organiser declines politely, pointing to the agreed rules. No one is surprised.
Keeping a record
Record who received what and when. Our image-use and approval register is designed for this. A clear record also helps when someone later asks for an image to be removed or changed, as explained in sharing event images with sponsors, venues and other suppliers.
What we confirm
We confirm date, venue, crew, deliverables and quotation in writing, together with the recipient groups and the number of selections included. If you expect a large number of individual exhibitor sets, ask us how that affects editing and delivery time.
Checklist
- Estimate how many exhibitors will request images.
- Decide the recipient groups, such as exhibitors, sponsors and media.
- Define what each group may see and download.
- Identify stands and areas that must stay out of shared sets.
- Check exhibitor terms on photography and image use.
- Name who approves each release.
- Plan how requests will be received and answered.
Tell us how many exhibitors you expect to ask, what you are prepared to share and who approves access, and we will propose a delivery structure with clear recipient groups.
Plan exhibitor access to our galleryCommon questions
Can every exhibitor download the entire gallery?
Usually that is not advisable. A full gallery can include other businesses' stands, visitors and moments that were photographed for the organiser only. Consider an exhibitor selection that shows their stand and the general show, and ask us how a segmented delivery could work for your date.
Who decides what exhibitors are entitled to?
The organiser, based on the exhibitor terms and what was promised. Check what the terms say about photography and image use. Where the wording is unclear, ask a qualified adviser to review it, and tell us the outcome as clear rules.
What about images that show other companies' products?
Products on display are usually visible in the background of many frames. Decide whether images that show another business's stand in detail may go to everyone, or only to the business concerned. Protected displays or restricted stands should not be released beyond their owners.
How should access be controlled?
Access can be by private link, by login or by sending files directly. Each method has different effects on sharing and tracking. Our guide on private gallery access and onward sharing explains the choices, and we confirm what can be set up for your delivery.
Plan exhibitor access to our gallery
Tell us how many exhibitors you expect to ask, what you are prepared to share and who approves access, and we will propose a delivery structure with clear recipient groups.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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