A seminar or corporate photo wall: the guide

What a photo wall is for at a company event

In a room of a hundred people who do not all know each other, a photo wall gives a reason to talk: a mission to do together, a photo to take with someone from another department, a screen that shows everyone the picture of the day.

It is most useful for the free moments: welcome coffee, breaks, lunch, the gala evening. During a presentation, the floor belongs to the speakers: the wall can wait, or stay on a different screen from the slides.

This guide helps you prepare it well. If you would first like to see what EventSlide offers companies, head to the corporate event photo wall page; here, we talk about how to go about it.

Preparing the event

A corporate photo wall takes an hour or two to prepare, but it is best to start a week ahead so you have time to ask the venue your questions.

1. Create the event, give it a name, write the photo missions and set the wall’s language.
2. Ask the venue who connects the screen, where the computer is, and whether there is a reliable connection.
3. Appoint a moderator and a stand-in (see below).
4. Tell attendees before the day (see “image rights”).
5. Test the QR code with your phone, then with a colleague’s.

• The room’s screen is booked, and someone knows how to connect it
• The computer showing the wall has a reliable connection (a cable, if possible)
• The moderator and their stand-in know how to use the approval queue
• The missions have been proofread: professional, fun, mixing departments
• The QR code is on the tables, at reception and on the screen
• Attendees have been told about the photo activity and what happens to the photos
• A full test has been done on site: upload, approval, display

To place the QR code and choose its size, our guide A QR code to share your party photos covers the spots and the mistakes to avoid.

Branding

On a company screen, appearance matters: the wall is seen from afar, by your teams, and sometimes by clients or executives.

• Give the event its name. “Sales seminar 2026” is easier to find again than “Test”.
• Set the look: an accent colour, a pair of fonts and a frame style. The wall takes all three, and attendees’ phones take the colour.
• Add your logo and a welcome message. They show on the attendees’ welcome page, on the upload screen and on the wall while it is still empty. The logo (PNG, JPEG or WebP) never appears on the photos themselves.
• Print material in your colours. Table cards (A6) and posters (A5 or A4) with the QR code, in black or in the event’s colours, with your logo at the centre of the QR code if you wish. Printing is done from the browser.
• Choose the layout to suit the room: one photo at a time for a stage, a mosaic for a lobby, a film strip for an evening. There are seven.
• Take care over the missions. They are part of the event’s image: they will be read on the screen and on phones.

Missions that stay professional

A good mission mixes teams and is safe in front of management:

• A selfie with someone from another department
• The most original team photo
• An object that stands for your job
• The best smile of the break
• A photo with a speaker

Moderation

On a company screen, one badly chosen photo gets noticed. That is why, by default, nothing appears without your approval: each upload waits in a queue, and you publish it or reject it.

Who moderates?

Someone from the organising team, dedicated to the task during the event, with a stand-in. An upload that waits too long is an attendee who loses interest. On a computer, the queue is handled with keyboard shortcuts and batch actions. On a phone, one gesture is enough: right to publish, left to reject. The moderator can therefore move around the room.

Set the rules beforehand

Agree in advance on what gets rejected. A few criteria to share with the moderator:

• A photo where someone is uncomfortable or did not realise it was being taken
• A photo showing a confidential document, screen or board (schedules, figures, clients)
• A photo or caption that could hurt or mock a colleague
• Anything that is not in good taste for a professional event

A photo already on the screen can be taken down at any time, if a problem is spotted too late. And if an attendee asks for a photo to disappear, it can be done.

Employees’ image rights

A photo in which someone can be recognised is personal data, and in general showing it requires the person’s agreement. Attending a seminar does not, by itself, mean agreeing to have your photo displayed in front of everyone. A few good practices:

• Warn beforehand. In the invitation or at reception: say there will be a photo activity, what it is for, who approves, and how to ask for a photo to be removed.
• Make nothing compulsory. Everyone should be able to stay out, and not be photographed against their wishes.
• Say what happens to the photos. How long they are kept, who has access, whether a gallery will be shared afterwards.
• Provide a contact. Someone to ask for a photo to be removed, who answers quickly.
• Take care with outside guests: clients, suppliers, speakers. They do not have the same relationship with your company as your employees.
• Be careful with minors, for example at an event with families.

What EventSlide does for its part

• Before their first photo, each attendee reads on their phone what will happen to it: who sees it, whether it is checked before the screen, how long it is kept and how to have it removed. The notice is written from your event’s settings.
• GPS position and device data are erased from each photo as soon as it arrives.
• By default, nothing is shown without your approval, and retention is up to you: you can schedule the album to be erased 7, 30, 90 or 365 days after the event is closed.
• Photos are hosted in France, with OVHcloud, with no ads and no resale.

Full details are in our privacy policy. If your IT team prefers to keep the photos in-house, the software is free software: see host EventSlide yourself.

The room screen

Where, and which screen

• Keep it separate from the presentation screen. Attendees should be able to watch the wall during breaks without disturbing a session.
• Put it where people pass: near reception, the coffee area or the room exit, rather than in a corner.
• Ask who connects the screen and test it before the audience arrives. Conference room, lobby or stage: the connections are not the same.
• Think about reading distance. The wall shows the photo, the caption and the sender’s first name: choose a layout that reads from afar.

Sound and network

• If you allow videos (15 seconds at most), they play without sound: the room already has its music or its speakers.
• A conference centre’s Wi-Fi is often overloaded. Uploads wait and retry on their own (videos need a connection), but the computer showing the wall deserves a reliable connection.
• The QR code also shows on the wall, built into its layout, at the size you choose: someone arriving late finds it straight away. You can also hide it once the first photos are up, but latecomers will no longer have it.

During the event

• At reception, announce the wall in one sentence: “Scan the QR code, send a photo, and it shows on the screen once approved.”
• Launch the missions at the start of a break, not in the middle of a session.
• Run a timed photo challenge. The organiser or a moderator picks one of your missions and launches it for 1, 2, 5 or 10 minutes: a banner and a countdown appear on the wall and on every phone, then, on the wall, the number of photos published for the challenge. Challenge photos go through the same approval as the others.
• Adjust the wall without leaving the room. Signed in as the event’s owner on the computer showing the wall, open the settings panel (the R key, or the discreet bar at the bottom of the screen): layout, pace, QR code, sound. This panel is for the owner only: an attendee who opens the wall’s address sees none of it, and a moderator cannot use it.
• For a team hunt, ask each group to write its name in the caption: you see who sent what.
• At the evening event, change layout: the mosaic, the collage or the film strip suit the gala dinner.

After the event

The next day, create a shared gallery from the event page and send the link to your teams, including those who could not come.

• Full resolution, without location data, with a complete download as a ZIP.
• A lifetime of 7, 30 or 90 days, and a password as an option: handy for an internal event. You can also switch the link off whenever you like.
• One link to pass on through the intranet or a team message.

For your post-event report, the event page also offers:

• Event statistics: uploads over time, attendees, reactions, top contributors and, after the event, how many times the gallery link was opened. Link opens are counted with no cookie and no identifier.
• Favourites: you set photos aside, download them as a ZIP and get a highlight video (MP4) of those favourites, handy for a closing word or the internal newsletter.

1. Look through the gallery before you share the link: only the photos still on the wall are in it; a photo you took off the screen will not appear.
2. Export the album if you need to archive it, before the erase date, if you set one.
3. Share the link with a thank-you and a favourite photo.
4. Delete what must be deleted on the planned date, and confirm the removal to anyone who asked for it.

Another occasion coming up? The guide Wedding photo wall: the guide describes the same principle for weddings, and How it works sums up the three steps. My hosted service is free, by invitation: there is, at present, no professional plan with invoicing or support.