Managing 50 events a year without losing your mind
One event is easy to run by hand; fifty is not. The professionals who run guest media at volume without burning out are the ones who systematise it -- shared seats, reusable templates, and clear ownership -- rather than treating each event as a fresh scramble. The Agency plan is built for exactly this: €149/month (€1,490/year) includes 50 events a year, 5 team seats and unlimited custom domains, which are the raw ingredients for managing volume. The trick is in how you use them. For the tier rationale, see Studio vs Agency.
Seats are the first lever. With 5 team seats on Agency, the people who set up events, moderate uploads and deliver albums can all work in one account rather than sharing a login or duplicating effort. Establish who owns what early -- setup, on-the-night moderation, delivery -- so nothing falls between people as volume rises. A shared account with clear roles is what lets the work distribute instead of bottlenecking on one person.
Templates are the second. Define a standard event configuration -- media types, moderation, signage, the delivery message -- and reuse it for every event so each new one is swap-and-go rather than rebuilt. Combined with reusable branding and (on Agency) a custom domain per client brand, this turns setup into minutes. The operator playbook in spin up a branded event in 5 minutes is the per-event version of this.
The third is staying ahead of the ceiling. The Agency plan's 50 events a year is roughly four a month; track your pace, and when you consistently approach it, move to Enterprise (€499/month) which removes the event, seat and domain limits entirely. Managing volume calmly is mostly about not being surprised -- by a plan limit, an unowned task, or a setup you forgot. The checklist below keeps all three in view. For the agency build-out, see /for-business/agencies.
What you will need
- The Agency plan (50 events, 5 seats, unlimited domains) or above
- A team (or clear roles, even if solo) for setup/moderation/delivery
- A standard event template to reuse
Put your team on shared seats
Use the 5 team seats on Agency so everyone works in one account rather than sharing a login. Assign clear roles -- who sets up events, who moderates on the night, who curates and delivers. As volume rises, this distribution is what prevents one person becoming the bottleneck. If you regularly need more than 5 people, Enterprise offers unlimited seats.
Standardise an event template
Decide your default event configuration once: which media types are on, moderation settings, the signage pack, and your delivery message. Reuse it for every event so creating a new one is swapping the name, date and (for agencies) the client brand -- not rebuilding from scratch. A standard template is the core of running volume without the per-event work scaling with it.
Use a domain (and brand) per client
On Agency, unlimited custom domains let each client brand have its own gallery address, all managed centrally. Set the brand and domain per client once; thereafter their events inherit it. This keeps multi-client work organised and on-brand without separate accounts, which is what makes managing many clients' events from one place sane.
Track your pace against the 50-event ceiling
Keep an eye on how many events you have run against the plan's annual allowance -- 50 on Agency, roughly four a month. The goal is not to be surprised: if you are consistently pressing the ceiling, plan the move to Enterprise (€499/month), which removes the event, seat and domain limits. Anticipating the limit rather than hitting it mid-season is part of managing volume calmly.
Systematise delivery and follow-up
Apply the same delivery workflow every time -- curate, share the branded album, export the ZIP, send a warm handover, follow up -- so quality stays consistent across dozens of events. A repeatable delivery standard is what keeps client satisfaction high even when you are running many events, and it is far easier to maintain than improvising each handover. See the delivery workflow guide for the detail.
Quick recap
- Put the team on the 5 Agency seats with clear roles
- Standardise one reusable event template
- Set a brand + custom domain per client (unlimited on Agency)
- Track pace vs the 50-event ceiling; plan Enterprise if needed
- Use one repeatable delivery + follow-up workflow
Frequently asked
Systematise rather than improvise: use shared team seats with clear roles, a reusable event template, and a custom domain per client, then track your pace against the plan's event ceiling. Gathmo's Agency plan (€149/month) provides 50 events, 5 seats and unlimited domains for exactly this. The professionals who run volume calmly are the ones who turn setup and delivery into repeatable processes so the work does not scale linearly with the number of events.
50 events per year -- roughly four a month -- along with 5 team seats and unlimited custom domains. That is the capacity most growing studios and agencies need. If you consistently approach or exceed 50 events a year, the Enterprise plan (€499/month) removes the event limit entirely, plus the seat and domain limits, for operations running at higher volume.
The 5 seats on Agency let the people who set up events, moderate uploads and deliver albums all work in one account with clear roles, rather than sharing a login or duplicating effort. As volume rises, distributing the work this way prevents one person becoming the bottleneck. For teams larger than five, Enterprise offers unlimited seats.
Your default configuration: which media types are enabled (photos, video, voice), moderation settings, the signage pack, and your standard delivery message. Reusing it means each new event is swap-and-go -- change the name, date and (for agencies) the client brand -- rather than rebuilt. A standard template is the single biggest factor in keeping per-event effort low as your volume grows.
Use the unlimited custom domains on Agency to give each client brand its own gallery address, with its branding set once and inherited by that client's events, all managed from one account. This avoids separate logins or accounts per client and keeps everything centralised and on-brand. It is the key to running multi-client guest media from a single, sane control point.
When you consistently approach the Agency limits -- more than 50 events a year, or needing more than 5 seats -- or when a client requires enterprise features like SSO. Enterprise (€499/month, €4,990/year) removes the event, seat and domain limits and adds SSO and branded SMS. The move is a capacity-and-requirements decision; plan it as you see your pace trending toward the ceiling rather than waiting until you hit it mid-season.
Apply the same delivery workflow every time -- curate, share the branded album, export the ZIP, send a warm handover, follow up. A repeatable standard keeps client satisfaction high across dozens of events and is far easier to maintain than improvising each handover. Consistency in delivery is what protects your reputation as you scale, since every client gets the same polished experience.
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