Event Gallery

Every event can carry a gallery: photo albums shown on the event's page in the Sway app. The Gallery screen, in the General section of the event's sidebar, manages them as the app does: create an album, fill it with photos, choose who sees it, and delete what should go. A promoter sees the albums of all its events on its own Galleries screen.

The photos are not free storage. They count in the storage plan of the page that pays for the event, the plan the Drive spends from, and a full plan refuses new photos in the web app and in the mobile app alike.

Open the screen

Click Gallery in the event's sidebar. The screen shows the storage block, then the event's albums as cards, newest first, private ones included. Each card shows the latest photos, Public or Private, the number of photos and what they weigh. Click a card to open the album.

The screen needs the Manage gallery permission on the event, in the Gallery group of the Team and Permissions screen. Owner, Admin, Manager and Editor hold it; Viewer does not. Without it the sidebar row is greyed out, and opening the address directly shows Access Denied.

Create an album

1. Click New album, at the top right of the screen.
2. Give it an Album name, 100 characters at most.
3. Add a Description (optional) if you like, up to 1,000 characters.
4. Turn Public on to show the album on the event's page in the app, or leave it off to keep it to your team.
5. Click Create album.

You land inside the new album, which is empty: the next step is adding photos.

Add photos

Inside an album, click Add photos and pick them, or drop them anywhere on the photo grid.

• Up to 200 photos at a time. Pick more and only the first 200 are added; the screen says so.
• Each photo is prepared in your browser before it is sent. It is turned the right way up, brought down to 1,600 pixels on its short side (never enlarged) and saved as WebP. Location and camera details are left behind on the way. A 12 MB phone photo usually arrives at a few hundred kilobytes, and that smaller size is what counts in the plan.
• Each photo goes through moderation before it is stored, as in the app. A refused one is not kept, and its row says what moderation detected, for example Image refused: moderation detected a firearm. What is refused is listed in Privacy & Safety. When moderation cannot run, nothing is stored and the batch stops on Moderation is unavailable right now. Try again later.
• Three at a time. The tray above the grid lists every photo with its state. Stop cancels the ones still waiting, and Clear empties the tray once the batch is over. Photos already added stay.

When a photo fails, its row in the tray says why, and a summary appears when the batch ends. A full plan, a lost permission, a deleted album or too many photos in the same hour stop the rest of the batch, because every following photo would meet the same refusal: the photos not tried read Not sent.

Import from Google Photos

Google Photos, beside Add photos, brings photos straight from a Google Photos library.

1. Click Google Photos, then Connect Google Photos, and choose your Google account. Google asks you to let Sway see the photos you pick.
2. Click Open Google Photos. Google Photos opens in a new tab: pick up to 500 photos there, from the whole library or from one of its albums, and confirm your pick.
3. Come back to the Sway tab. The photos join the tray and are added like photos from your computer: resized, moderated and counted in the same plan.

• Sway sees only the photos you pick, never the rest of the library, and keeps no access to your account. The connection lasts an hour, then Connect Google Photos asks again.
• 500 photos per import. For a larger album, import again for the rest: each import adds to the album.
• Photos only. Videos in the pick are left out, and the screen says how many.
• Google hands over photos, not an album. To mirror a Google Photos album, create the album in Sway first, then import its photos into it.
• A shared album you joined does not show in Google Photos' picker. Save its photos to your library first, from the album in Google Photos.

View, select and delete photos

The album shows its photos newest first, 60 at a time; Show more, under the grid, loads the next ones.

• Click a photo to open it full screen. The arrows, or the left and right keys, walk the photos loaded on the screen, Download saves the one shown, and Escape closes the viewer.
• Select turns the grid into a selection: click photos to tick them, or click Select all to tick every photo shown, 200 at most. Delete asks for confirmation, then deletes them. Cancel leaves the selection.

Deleted photos are gone for good, from the album and from storage, and their space goes back to the plan straight away.

Edit or delete an album

The three-dot menu beside Add photos holds the album's two actions:

• Edit album opens the same panel as creating one: rename the album, change its description, or switch Public on or off.
• Delete album deletes the album and every photo in it, after a confirmation that says how many photos go with it. Their space goes back to the plan.

Storage

An event has no storage of its own. Its photos count in the plan of the page that pays for it: its promoter or, when the event has several, the promoter that has been on Sway the longest. An event with no promoter is paid for by its venue. This is the rule of the event's Drive too, so the event's files and its photos draw on one allowance.

The block at the top of both gallery screens shows that plan's bar. Under it, one line names the page (The photos count in the storage plan of, then its name) and another says what the event's photos weigh (This event's photos).

• When the plan is full, new photos are refused, in the web app and in the mobile app. Add photos greys out, and a batch already running stops on The storage plan is full. Delete photos or Drive files, or move the page to a plan with more storage: see Plans and Billing.
• An event with neither a promoter nor a venue stores its photos without counting them in any plan. The block says so instead of drawing a bar.
• Each photo stays charged to the page that paid for it. Attaching the event to another promoter later does not move the photos already stored; the new payer is charged for the photos added from then on.

The promoter's Galleries screen

A promoter sees the albums of all the events it is linked to on its own Galleries screen, in the General section of the promoter's sidebar.

• The albums are grouped by event, the latest event first, each with its date, its number of albums and what they weigh.
• The screen is read-only. Manage on the event, beside each event and at the top of an open album, opens the event's Gallery screen, where photos are added and deleted.
• Click an album to see its photos and open them in the viewer.
• The storage block is the promoter's own plan, and Event galleries counted in this plan says how much of it the galleries take. When only part of an album counts here, because the event is paid for by another page, its card says how much.

The screen needs Manage gallery on the promoter, in the Gallery group of the promoter's Team and Permissions screen. Private albums are listed too.

Where the rest lives

• Drive: the event's files, on the same storage plan.
• Plans and Billing: how much storage each plan includes.
• Team and Permissions: who holds Manage gallery.
• Edit an event (mobile app): the same galleries, managed from your phone.