Host guide: telling your guests

Ready-made wording you can copy — last updated 31 August 2026

When you host an event, you decide who is invited and why the photos are collected. That makes one thing your job rather than ours: letting your guests know that photos are being collected, before or at the start of the event. This page gives you the wording so it takes a minute.

You agreed to this when you created your event — see section 6 of our Terms of Service.

1. A sign for the entrance

Print this and put it where guests arrive, next to the QR code.

“Photos are being taken at this event and collected in a private album through the Allshots app. The album belongs to the organiser and is not public.

If you would rather not be photographed, please tell the organiser or the person with the camera.

To have a photo removed afterwards, contact the organiser or write to allshots.app@gmail.com — you don’t need an account.

Privacy information: allshots.app/privacy.html”

2. A line for the invitation

Add this to your invitation, your WhatsApp group or your wedding website.

“We’ll be collecting photos through Allshots. Scan the QR code at the event to add yours. Photos stay in a private album — they are not published anywhere. More: allshots.app/privacy.html”

3. Before the event — a short checklist

Check the venue’s rules. Some venues, museums and restaurants restrict photography.
Tell your photographer. If you have hired a professional, their contract may cover who may take and publish photos.
Ask parents about children. Photos of children need more care than photos of adults, and in most countries the parents decide.
Decide your gallery mode. Open lets guests see each other’s photos. Private means each guest sees only their own uploads and you see everything — the right choice for a surprise album, or when you would rather guests did not see each other’s pictures.
Think before you publish. Sharing the album outside the circle of guests — on social media, a public website — needs the agreement of the people in the photos. That is your call and your responsibility, not Allshots’s.

4. A workplace or client event

If you are organising the event for a company, a firm or any other organisation rather than privately, a few extra things apply:

Taking part should be genuinely optional for employees, and no one should feel they have to be photographed.
Your organisation may need to involve its works council, its data protection officer, or both.
Your organisation will normally need a data processing agreement with us. Write to allshots.app@gmail.com and we will provide one.

5. If someone asks you to remove a photo

You can delete any content from your event yourself, at any time, from the gallery. If someone would rather ask us directly, they can write to allshots.app@gmail.com — no account is needed, and we aim to respond within seven days.