Guide for the wedding party
Wedding party duties: help with the day, without doing everything
A checklist for the weeks before the wedding, the day itself and the time after – and how to share out tasks instead of carrying them all yourself.
The short answer
Start by agreeing what the couple actually wants you to handle. Share the work, name a backup and decide who will collect and save the guest photos afterwards. A shared QR code album lets guests contribute through their browsers, with no app and no account – so your job becomes helping people get started, rather than chasing separate photo messages after the wedding.
Checklist
Before the wedding
Most of the work happens in the weeks before. The clearer the agreements, the calmer the day.
- Ask the couple which tasks they'd like you to take on, which they explicitly don't, and what time and budget work for you.
- A legal witness who signs the marriage record isn't automatically the maid of honor or best man – the rules depend on where you marry, so check with the local marriage office.
- Give each task exactly one owner and name a backup – for example speeches, the gift, games, vendors or photos.
- Let the couple decide what they want for surprises, speeches and photos, and what should stay private.
- Agree who sets up the photo album, enter the wedding date and test the album with a photo of your own.
- Plan where the QR code goes – invitations, place cards or a sign at the reception – and only hand out team roles where they're really needed.
On the wedding day
Today you're mainly there for the couple. Everything that could be prepared is prepared.
- Be reachable for vendors and guests so the couple doesn't have to answer their questions.
- Invite guests to upload with one short sentence, for example after the welcome or during dinner.
- Name one person for photo questions so nobody interrupts the couple about it.
- Check in with the photographer and keep the ceremony phone-free if the couple wants an unplugged ceremony.
- If you like, give guests a few optional photo tasks for the quieter moments – nobody has to take pictures all night.
After the wedding
After the celebration, it's about securing the memories and saying thank you.
- In the days after, send guests a friendly reminder with the shared link.
- Go through the uploads with the couple and hide anything that isn't meant for everyone.
- Pick your favorite photos deliberately; if the couple wants one, create a short recap from them and review it in the preview.
- Make sure the photos are downloaded before the album expires, or extend it in time.
- Tell the couple who saved the photos and where they are, so the memories don't depend on you.
What EventDrop handles – and what it doesn't
What EventDrop handles
- One shared album for photos (and videos from Spotlight), reachable by QR code or link.
- Uploading in the browser – guests need neither an app nor an account.
- Teamwork: depending on the plan, co-admins help manage and helpers upload.
- From Spotlight: photo tasks for guests, a live photo wall for the projector and highlights from your favorite shots.
- A short recap video with music that you create from selected photos and review in the preview first.
- Download everything as a ZIP from Spotlight, while the event is active.
What EventDrop doesn't handle
- No wedding planning: budget, seating chart, guest list and vendor bookings live elsewhere.
- No replacement for a professional photographer.
- No approval step: photos are visible after upload and can only be hidden afterwards.
- No closed guest list: anyone who knows the link, QR code or PIN can pass it on.
- No guarantee that every upload arrives without an internet connection.
- No permanent storage: after expiry only the host and co-admins can still see the album, guests can't – and it's deleted 30 days later.
Who does what in the album?
EventDrop has four roles. The person who created the event decides who gets which role.
- Host
- Creates the event with their own account, pays for a plan, invites co-admins and helpers, sets the PIN and can extend or delete the event. This role can't be handed over to someone else.
- Co-admin
- Manages and moderates photos together with the host, and can download and create a recap. A co-admin is not a second owner: they can't invite anyone, upgrade the plan, buy an extension or delete the event, and they need their own account. How many co-admins you can add depends on the plan; the Demo has none.
- Helper
- Sees the gallery and uploads – for example a friend taking photos for the couple – and needs their own account for it. A helper can only hide photos if the host allows it. Helpers are available from Spotlight.
- Guest
- Scans the QR code, sees the gallery and uploads photos – no app, no account. Comments and reactions are possible if the host allows them.
Frequently asked questions
Do I have to plan everything as maid of honor or best man?
No. Your job is to take pressure off the couple, not to do every task yourself. Agree on tasks and budget together – including for the bachelor or bachelorette party – and spread the responsibility.
Can the wedding party set up the album?
Yes, with your own account – you then stay the host, and there's no way to transfer ownership. You can invite the couple as co-admins, depending on the plan. If the couple should own it, it's better for them to create the event and invite you as a co-admin.
Do guests need an account?
No. Guests scan the QR code or open the link and upload directly in their browser. Only the people who create or help manage the album need an account.
Can another person manage the photos?
Yes, as a co-admin with their own account, depending on the plan. Co-admins can moderate, download and create a recap, but only the host can invite people, upgrade the plan or buy an extension.
Does a guest album replace the wedding photographer?
No. The album collects your guests' perspectives and complements professional photos – it doesn't replace them.
What happens when the album expires?
After expiry only the host and co-admins can still see the album; guests can no longer open it. Uploads and downloads are locked, and the photos are deleted 30 days later. So download the photos beforehand – paid events can be extended before they expire. A free Demo runs until three days after the event date you enter.
Prepare the wedding photo album
Create the album, test it with a photo of your own and share the QR code with the couple and guests.
Create album