How long does your event photo gallery stay online
A delivered event photo gallery from RS Photography stays live online for 30 days. Save or share the images you need within that window, because the link is not kept active once the 30 days have passed.
Key takeaways
- The standard gallery window is 30 days from delivery, whether the shoot was standard delivery or EXPRESS 24.
- The window is the same length for every event size, from a small briefing to a multi-day conference.
- Download or reshare what you need before the window closes; the gallery is not designed as long-term storage.
- Ask about an extension or an archive copy before the 30 days run out, not after.
The standard window a delivered gallery stays live
Every gallery RS Photography delivers, whether it was shot under standard 48-hour turnaround or the faster EXPRESS 24 workflow, stays online for 30 days from the day it is delivered. That window does not change based on how the event was photographed or how quickly the gallery arrived; it is a fixed period that starts once the link reaches you.
The 30 days apply to the full gallery link, not to any preview or same-day selects batch shared earlier. If your event used EXPRESS 24 and you received selects within the hour and a same-day social pack, the 30-day clock still runs from when the complete gallery went live, giving you a consistent window regardless of how the delivery was staged.
This is worth noting in your own planning documents, especially if several people on your team need to pull images at different times after the event.
Why galleries aren't kept online indefinitely
A delivered gallery is a handover point, not a permanent archive. A team typically pulls the images it needs for a recap, a press release or a social post in the days right after an event, and usage tends to drop off sharply once that first wave of activity is done. Keeping every past gallery live forever would mean maintaining hosting for content almost nobody is still viewing.
A defined window also gives a clear signal to download rather than leave everything sitting in a browser tab. Teams that treat the gallery as a temporary handoff, rather than a permanent library, tend to end up with the right files saved in the right place: a shared drive, a digital asset system, or wherever your organisation keeps event media.
If your team needs a photo six months after an event and nobody downloaded it, that is a real problem worth avoiding, which is exactly what the window is designed to prompt you to prevent.
What to do before the window closes
Treat gallery delivery as the start of a short task list, not the end of one. Download the full-resolution files you expect to need, not just the handful you post immediately, since a follow-up campaign or an annual report often draws on images nobody thought they would need at the time.
If your organisation uses a shared drive or a digital asset management system, move the files there during the 30-day window rather than leaving the gallery link as the only place they live. This also matters for usage rights: your licence covers the images themselves, and what that licence allows you to do with them is worth confirming while the gallery is still accessible for reference.
If more than one department needs access, forward the link early rather than waiting until closer to the 30-day mark, when a slower internal approval process could eat into the time left.
Requesting an extension or a downloaded archive
If you know in advance that your team will need longer, or that the images will feed a project further down the line, raise it with the crew before the window closes rather than after. Ask what is possible for your specific case; exact terms for an extension or an archive copy should be confirmed directly rather than assumed from a general description.
This is a more reliable approach than trying to recover a gallery after it has gone offline, which is a harder conversation than asking ahead of time. A short note when you receive the gallery link, along with your expected timeline, is usually enough to flag the need early.
Get in touch if you are unsure whether your event's gallery is nearing its window or want to ask about your options before it closes.
Looping in your wider team before the gallery closes
For a conference or exhibition, the gallery link often needs to reach more people than just the person who booked the shoot: sponsors expecting their branding coverage, a comms team building a recap, or an agency handling social content. Waiting until the window is nearly closed to distribute the link internally is a common way teams end up scrambling.
Share the link with everyone who might need it as soon as it arrives, along with a note on when the window closes. This is particularly relevant for organisers managing sponsor or exhibitor deliverables, where several external parties may be waiting on the same gallery and coordinating access after the fact is slower than doing it upfront.
A short internal reminder partway through the 30 days, rather than only at delivery, catches anyone who missed the first message.
Questions organisers ask
How many days is an event photo gallery available after delivery?
An event photo gallery from RS Photography stays online for 30 days from the day it is delivered. This applies whether the event was covered under standard delivery or the faster EXPRESS 24 workflow, so plan to download what you need within that window.
Can I request the gallery stays online longer?
Raise this with the crew before the 30-day window closes rather than after, and they can confirm what is possible for your specific event. It is easier to arrange in advance than to recover a gallery once it has already gone offline.
What happens to the photos after the gallery closes?
Once the 30-day window passes, the gallery link is no longer active, so any images not downloaded or saved elsewhere are no longer accessible through that link. This is why downloading the files you need during the window matters, rather than leaving them only in the gallery.
If you want to check your gallery's window or ask about your options before it closes, get in touch with the team.
Related reading: same day event photography · who owns event photos singapore · express 24.
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