A practical guide
The QR code works. Getting guests to scan it is the job.
A code on a table card is not a plan by itself. Here is where to put it, what to write next to it, and when to remind people, so the photos end up somewhere instead of scattered across fifty camera rolls. Then, how Team Capture handles the part after the scan.
Placement
Where to put it
One per table, not one by the door.
A code the size of a business card on every table gets scanned, because it is right in front of someone with nothing to do between courses. A single sign near the entrance gets seen by everyone and used by almost no one. If you print nothing else, print one per table.
By the guest book.
People are already stopped there, pen in hand, thinking about the two of you. It is the easiest second thing to ask them to do.
On the bar.
People take their best candid shots while they are waiting for a drink, phone already out. A small card by the taps catches that moment.
Print it a fourth time in the program or on the menu card. Anything printed survives past the ceremony and into dinner, unlike a sign that stays at the entrance where the ceremony happened.
Signage
What to write next to it
"Scan for photos" tells a guest what the code does and nothing about why they should bother. Tell them what happens next instead.
- Say what happens: "Snap it, we'll see it before the honeymoon" beats "Scan for photos" every time.
- Say how, briefly: "No app. Just your camera." removes the one hesitation that stops people.
- Give one example of what you want: "Especially the dancing" gets you more dance floor photos than no instruction at all.
Timing
When to remind people
- 01
After dinner starts, not before
Nobody uploads a photo of a room they have not been in yet. Have the DJ or MC mention it once dinner is underway, not during cocktail hour.
- 02
Once more near the end of the night
This is when people have their best shots of the dance floor and are already reaching for their coats. A last reminder catches photos that would otherwise stay on the phone.
- 03
Let guests see what's landing
Seeing other people's photos is the best reminder there is. With Team Capture the same QR page shows the gallery, so the table that has not scanned yet sees what it is missing over someone's shoulder.
What gets photos uploaded
Getting guests to do it
The single biggest lever is friction. If the code opens an app store instead of the camera, or asks for a password before anyone has seen a single photo, half your guests stop right there. Test your code yourself, on a phone that is not yours, the week before.
Ask one person at each table, quietly, to be the one who reminds the others. Not officially, just someone who has already scanned it once and can say "it took me ten seconds."
And give it a few weeks after the wedding before you call the gallery finished. The best photos from a wedding often surface days later, after people get home, look at what they took, and remember there was somewhere to send it.
After the scan
How Team Capture handles what happens next
The QR code is the easy part. What happens after someone scans it is the part that decides whether you get the photos at all.
- The code is ready to print as soon as you pay the $79, so there is no setup left for the week of the wedding.
- Guests scan, the page opens in their phone's browser, and they upload. No app, no account, done in the time it takes to pick a photo.
- The same page shows them the gallery, and a search box. Type "first dance" and the AI finds it, because it has already described every photo and video as it landed.
- You hide any photo with one tap and it disappears for guests at once. Or turn on approval and nothing shows until you have seen it.
- Uploads stay open for three months from the first one. Everything stays viewable and downloadable for 12 months.
Questions
Before you print anything
Does the QR code need a strong signal to work?
It needs a connection, the same as texting a photo. On a weak signal uploads take longer, and videos take longest, so the page tells guests to keep it open until each one finishes. If the venue is a barn with one bar of service, print the wifi password on the same card as the code.
Do guests need to make an account?
No. They scan, the page opens in their browser, they can type a name or skip it, and they upload. No password to set and nothing to install. It works in English and Spanish.
How long should the code stay up?
At least through the reception. The pass keeps uploads open for three months from the first photo, so the same code keeps working for the shots people find on their phone weeks later. Leave it in the thank-you cards.
Can I use my own QR code with any gallery?
Yes, a QR code just points to a link, so any code generator works with any gallery. What matters more than the code itself is where you put it and what it says, which is the rest of this page.
Related
Choosing the app behind the code
Wedding photo sharing with AI search
What the $79 one event pass includes, and why searching your photos by what's in them beats scrolling a gallery.
Read itWedding photo sharing apps, compared
GuestPix, GuestCam, POV, Wedibox and Kululu, checked against their own pricing pages.
Read itEvent photo sharing for parties and conferences
The same QR code approach, for a birthday, a reunion, or a launch party rather than a wedding.
Read it