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Your event photos are more than just pretty pictures - they’re powerful marketing tools, precious memories, and a way to showcase your community's story.
Whether you’re planning to use them for social media, your website, or future promotions, having a reliable storage solution ensures you’ll always have them at your fingertips.
Just one high resolution image file can be as big as 7mb, so when you’re downloading 100-400 images from your event you can see how quickly they’ll start cluttering up your laptop.
The answer is external storage.
There are options available to suit every situation (and every budget!), and to help you figure out which is going to work best for you, I've broken it down below.
Option 1: Cloud Storage for Event Photos
Cloud storage is like a digital filing cabinet that lives on the internet. It’s perfect for event organisers and business owners because:
You can access your photos from anywhere, on any device.
Your files are backed up automatically, so you don’t have to worry about losing them.
It’s easy to share high-resolution images with your team or clients.
The cost is small (in some cases free!) and can be easily adjusted depending on how much storage you need
Popular options include Google Drive, Onedrive, Dropbox, and iCloud. Many photographers (including me!) also deliver photos via cloud-based galleries, making it super easy for you to download and store them.
Option 2: External Hard Drives for Long-Term Image Storage
If you prefer to keep things offline, an external hard drive is a great choice. Think of it as a portable storage box for your photos.
Here’s why it works:
It’s a one-time cost with no ongoing fees.
You can store massive amounts of high-resolution images.
It’s a reliable backup if you’re worried about internet access or cloud security.
They come in all shapes and sizes - including small portable “rugged” options.
You can get external drives in either HDD or SSD format (just like your laptop).
HDD is more widely available and cheaper, but SSD is generally recognised as being more reliable and are most definitely faster. If you’re accessing your files frequently I’d highly recommend spending the extra money on an SSD drive.
Just remember to keep your hard drive in a safe place and consider having a second one as a backup—just in case!
Option 3: USB Drives for Quick and Easy Access to Images
USB drives (aka thumb drives, flash drives, memory sticks) are tiny, portable storage devices you can pop in your pocket.
They’re ideal for:
Storing a smaller selection of photos for quick access.
Sharing files with clients, speakers or sponsors who prefer physical storage (they can make a great “thank-you” gift!)
Keeping a back-up of your most important event images.
While USB drives don't tend to be as spacious as external hard drives or cloud storage, they’re great for short-term needs.
Option 4: Online Photo Galleries for Sharing and Storing Event Photos
Many professional photographers (yep, including me!) offer online galleries as part of their service.
These galleries are a win-win because:
They can be password-protected, so only you, your photographer and your chosen team members can access them.
You can download high-res images directly to your preferred storage solution.
They’re an awesome way to share photos with attendees, sponsors, and your community.
NOTE: Most galleries come with an expiry date, so make sure you check with your photographer how long they’ll keep the gallery online for you.
Tips for Choosing the Right Photo Storage Solution
Not sure which option is best for you? Here are a few things to consider:
How often will you need to access the photos? If you’re going to be dipping in and out of them all the time, cloud storage or online galleries might be your best bet.
How much storage space do you need? Larger and multiple events with hundreds of high-res images might require an external hard drive or cloud plan with plenty of space.
Do you need to share the photos with others? Online galleries and cloud storage make sharing a breeze.
PRO-TIP: To keep your photos super safe and for extra bonus points - choose TWO of the above options! I store my personal photos on both an external drive AND a cloud account, and back-up to a second external drive twice a year.
Final Thoughts: Your Photos, Your Way
No matter which storage option you choose, the goal is to keep your professional photos safe, organised, and ready to use whenever you need them.
Your photos are a valuable asset and they deserve a great home!
If you’re working with a professional photographer, don’t hesitate to ask them for advice on storage solutions. They’ll be happy to help you find the best fit for your needs.
Ready to Capture Your Next Event?
If you’re planning an event and need a photographer who delivers stunning images and makes storage easy, let’s chat!
Drop me a message, and let’s create something amazing together.
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