# Employee event recap: organizer workbook

Gather Shot | October 29, 2026
Guide: https://gathershot.com/resources/employee-event-recap/

Free to adapt for your event. This is an operating worksheet, not a photo release,
legal policy, automated workflow or record of real employee permissions.
Keep the completed workbook and ledger in an approved, access controlled work tool.
Do not upload them to the event gallery. Replace every [bracketed field].

## 1. Decide before inviting

Event and date: [event, date]
Purpose of collection: [specific memory or celebration]
Audience for finished recap: [named internal group]
Collection reviewers: [owner and backup]
Publisher: [name]
Removal contact and private alternative: [email and person/location]
Privacy/accessibility reviewer: [name]
Approved collection tool: [tool and tested settings]
Approved recap location: [internal destination]
Photo contribution deadline: [date, time, time zone]
Editorial review: [date, time, time zone]
Publication: [date, time, time zone]
Raw file retention decision date: [date and owner]
Selected file retention decision date: [date and owner]
Permission record retention rule: [approved policy and owner]

Before invitations, agree the purpose, appropriate legal basis and notice with
your privacy lead. Check local employment rules and worker representation needs.
An upload checkbox does not authorize everyone pictured. Internal publication does
not authorize public recruitment, social posts, advertising or a different event.

### Distribution and access map

For each site AND shift, write:
- Audience: [site, shift or remote group]
- Invitation route: [existing channel or paid-time briefing]
- Optional capture route: [safe area and time, host camera or no-photo route]
- Recap route: [intranet, accessible email, approved noticeboard or spoken brief]
- Language/access need and reviewer: [details without medical information]
- Delivery owner and date: [name, date]

Use a short link beside the QR code. Never require a personal device, personal data
plan, off-duty upload, public social account or proof of participation. The host
can photograph an approved object. People can supply a sentence or nothing.
Use existing event-photo-packs guest messages rather than sending extra reminders.

## 2. Run the collection check

- [ ] Test the exact upload URL on a phone and the short link in writing.
- [ ] Check the configured opening/closing time and time zone.
- [ ] In Gather Shot, disable automatic approval before collection for review first.
- [ ] Disable Public Gallery if the shared collection must not be visible to guests.
- [ ] Test with two separate guest sessions: an uploader and another guest.
- [ ] Confirm the uploader can still see their own pending uploads.
- [ ] Do not use a live slideshow for this internal-only workflow.
- [ ] Remove optional data fields that the purpose does not need.
- [ ] Give the reviewer and backup access through their own accounts.
- [ ] Publish the removal route, intended audience and retention information.
- [ ] Explain photo-free areas without separating people from the event itself.

Give the capture-card.txt to helpers. Ask for one or two useful frames per willing
contributor as a starting limit, not a quota. Preserve the original file for review.
Do not collect confidential screens, badges, customer material or meeting notes.
If connectivity is poor, capture safely and upload manually when connected while
the window remains open. Wait for completion. Do not promise an offline queue.

## 3. Review candidates, not people

Import selection-ledger.csv into an approved spreadsheet. Rows E01 to E07 are
seven unique FICTIONAL candidates, with separate publication rows for each
destination. Delete them before real use. Row NEW is a blank starting row.
Import text columns as text. Do not open untrusted spreadsheet formulas as code.

Use one stable asset ID across the original, crop, caption and published copies.
If an image has several destinations, duplicate its row for each destination.
Do not put sensitive reasons for refusal in this ledger. Use a restricted reference
to the appropriate record, not a copy of a release or a list of objectors.

Review in this order:
1. Safety and confidentiality: exclude sensitive content. Escalate accidental
   disclosures through your organization’s incident process, not the recap thread.
2. Permission for this audience and purpose: clear, hold or exclude. Silence is
   not approval. A hold cannot become a selection because the deadline arrived.
3. Usability: check focus, orientation, crop and readability at actual display size.
4. Story: select different moments and available sites/shifts without inventing
   coverage, making demographic guesses or pressuring missing groups for photos.
5. Accessibility: add a factual caption and context-dependent text alternative.
6. Publication: record destination, version, date and publisher. Unused safe images
   are not automatically public or permanently retained.

Publication gate: only SELECT + CLEAR INTERNAL + a checked caption and text
alternative may enter the internal recap. External reuse requires its own review
for the named channel, version, purpose and people pictured.

## 4. Worked example: seven candidates become three pictures

Fictional scenario: Brindle Repair holds autumn breaks at North and River sites
on October 22, 2026, across early, late and night shifts. Not everyone attends.
Maya reviews and publishes the intranet version. Luis manages the noticeboard
copies and is the backup reviewer. All times below are New York.
The internal recap goes on the staff intranet and approved staff noticeboards.
There is no public shared gallery and no public reuse planned.

- E01, North early group: usable, but one person's publication permission remains
  unresolved. HOLD. Do not crop them out and assume the remaining permissions.
- E02, River late paper bridge: no people or identifying details visible. SELECT.
- E03, North early refreshments setup: no people or confidential labels. SELECT.
- E04, River night handwritten event title: no names or reflections. SELECT.
- E05, North whiteboard: customer job details visible. EXCLUDE and escalate privately.
- E06, second angle of E02: safe but repetitive. RESERVE, not published.
- E07, presenter close-up: permission recorded for internal use but blurred beyond
  a useful small display. EXCLUDE from this recap for image quality.

The selection shows three different moments without resolving E01 under pressure.
All selected frames happen to show no faces. That is a valid recap, not a failure.
The ledger supplies the exact three captions and alt-text examples. The finished
intranet, shift briefing and three-card versions are in recap-copy.txt.

Example schedule, not a recommended universal retention period:
- Oct 23, 17:00: contributions close after checking the actual tool settings.
- Oct 26, 10:00: Maya finishes review and Luis checks captions and destinations.
- Oct 26, 12:00: publish after all shifts had an opportunity to contribute.
- Nov 5: Maya reviews unselected originals for deletion under the approved policy.
- Jan 22, 2027: Maya reviews selected copies and the recap's continued purpose.

If the night image arrives late, publish two images or use the approved text-only
recap. Add it to the existing recap after review. Do not send another all-staff
notification unless the correction needs attention. No upload count is an
attendance, engagement, morale or performance measure.

## 5. Removal and correction handoff

Request reference: [ID]
Received: [date/time]
Contact owner and backup: [names]
Asset IDs and versions: [IDs, filenames or description]
Identity clarification needed: [minimum necessary detail, not public questioning]
Immediate action: [pause publication / hide controlled copies / escalate]
Next update promised: [date/time, chosen operationally]
Legal/privacy escalation and applicable deadline: [restricted reference]

Copy map, one row per location:
| Location | Owner | Action | Date checked | Outstanding limit |
| --- | --- | --- | --- | --- |
| Collection original and trash | [owner] | [action] | [date] | [recovery/backups] |
| Editor export and cropped versions | [owner] | [action] | [date] | [details] |
| Intranet recap and thumbnail | [owner] | [action] | [date] | [cache] |
| Email or chat attachment | [owner] | [action] | [date] | [forwarded copies] |
| Noticeboards and handouts | [owner] | [action] | [date] | [copies collected] |
| External posts, if separately cleared | [owner] | [action] | [date] | [third parties] |

Acknowledgment to adapt:
"Thank you for telling us. We have paused further use of [asset description] and
are checking the copies we control. [Owner] will update you by [date/time]. You
do not need to explain your preference to the wider group. We will tell you what
we removed and any copies or retention limits we cannot control."

Do not promise complete erasure before checking. In Gather Shot, deleted media has
a five-day recovery window. Closing uploads does not delete existing images.
Record host deletion, recovery-window follow-up and any outstanding support or
policy questions separately. Do not claim a screenshot or forwarded download can
be recalled. Apply legal holds or other retention duties with the privacy lead.

## 6. Closing review

- [ ] Every published asset has a destination and a responsible owner.
- [ ] All planned sites and shifts received an accessible route, or the gap is noted.
- [ ] Restricted decisions and action logs stay in the approved work system.
- [ ] Unresolved permissions remain on hold, without repeated pressure to agree.
- [ ] Exported copies and noticeboards are included in retention review.
- [ ] Permission/decision records follow their own retention rule.
- [ ] Record actual editing time, avoidable rework and access failures to improve the
  next event. Do not rank employees or reward photo volume.

This workflow has been desk-tested with fictional scenarios, not field-tested with
employees. Obtain appropriate privacy, employment and accessibility review before
using it. The UK ICO employee-consent guidance is jurisdiction-specific and was
marked under review when researched. No universal legal compliance is promised.