# Event media

> Share photos and videos from an event on its Media tab, with a separate gallery for each date of a recurring event.

Canonical: https://www.clubpal.app/docs/events/media
Section: Events & ticketing

Every event has a **Media** tab where photos and videos from the day can be shared with the people who were there. It works like [session media](https://www.clubpal.app/docs/sessions/photo-gallery), except that who can upload and who can see the gallery follows the event itself, so a member who creates their own event can share photos from it without needing any extra permission.

![An event page with the Media tab selected, showing a grid of race-start photos and a video, with an Upload Media button above the grid](https://www.clubpal.app/img/docs/event-media-gallery.png)

*The Media tab sits in the event header, with a count of what has been shared for this date.*

## Who can see and share media

| Who | View and download | Upload and delete |
|---|---|---|
| The member who created the event | Yes | Yes |
| Members with the **Manage Events** [permission](https://www.clubpal.app/docs/general/permissions) | Yes, unless the event is private | Yes, unless the event is private |
| Any other signed-in member who can see the event | Yes | No |
| Signed-out visitors | No | No |

The gallery is only ever visible to someone who can see the event:

- **Club** and **public** events: every signed-in member.
- **Drafts**: only the event's creator and members with **Manage Events**, until it is published.
- **Private** events: only the creator. Not even a **Manage Events** administrator can see a private event's media.

The **Media** tab is not shown to signed-out visitors, even on a public event. Following a link to an event's Media page asks them to sign in first.

## One gallery per date

Each occurrence of a [recurring event](https://www.clubpal.app/docs/events/creating-events) has its own gallery. Photos uploaded on the page for 3 October stay with 3 October and do not appear on 10 October, and the count on the **Media** tab is for that date only. Open the date you want before uploading.

## Viewing media

1. Open the event and select the **Media** tab.
2. Click a photo or video to open it full screen. Use the arrows or your arrow keys to move between items, and press **Escape** to close.
3. Use the buttons above the gallery to switch between a grid of thumbnails and a list showing each file's size, upload date and uploader. Your browser remembers which you prefer.
4. Type in **Search media** to filter by file name, the name of whoever uploaded it, or file type.

Videos show a play symbol in the grid rather than a thumbnail, and only start loading when you open them.

Each item has a menu (the three dots) with **Details**, **Preview** and **Download**. **Details** opens a side panel with the file's name, type, size, who uploaded it and when.

![The Media Details side panel open over the event gallery, listing a photo's name, type, size, uploader and upload time, with Download and Preview buttons](https://www.clubpal.app/img/docs/event-media-details.png)

*Details shows who shared a photo and when, with a Download button for the full-size original.*

## Uploading media

1. Open the event on the date the media belongs to and select the **Media** tab.
2. Click **Upload Media** and choose one or more files, or drag files from your computer anywhere onto the page and release when **Drop Media Here** appears.
3. Files upload one at a time. When they have finished, a message confirms how many were uploaded and the gallery refreshes.

Large files are sent in small pieces and a piece that fails is retried, so a patchy connection at the venue does not lose the whole upload.

> **Note**
>
> If you do not see **Upload Media**, you are not the event's creator and do not have the **Manage Events** permission. Ask the creator or an administrator to add the files, or to share them another way.

### Formats and limits

- **Photos**: JPEG, PNG, WebP, HEIC and GIF.
- **Videos**: MP4, MOV and WebM.
- **Size**: up to 1 GB per file.
- **Storage**: media counts towards your club's storage quota, which is shared with the File Manager and session media. If an upload would take the club over its quota it is refused with "You've exceeded the storage limit for your site." See [Storage & quotas](https://www.clubpal.app/docs/file-manager/storage).

### If an upload fails

- Check the file is one of the formats above and no larger than 1 GB. Anything else is refused before it starts uploading.
- Check the club has storage left. Usage is shown at the top of the File Manager (see [Storage & quotas](https://www.clubpal.app/docs/file-manager/storage)). Deleting media you no longer need frees space.
- If a video uploads but will not play in your browser, convert it to MP4 and upload it again.

## Deleting media

To delete one item, open its menu and choose **Delete**.

To delete several at once:

1. Tick the box on each item. In the list view, the box in the header row selects everything currently shown.
2. The toolbar changes to show how many are selected. Click **Delete**.
3. Confirm with **Delete**.

![The event gallery in list view with two photos ticked, a toolbar reading 2 Selected and a red Delete button](https://www.clubpal.app/img/docs/event-media-list-selected.png)

*With items ticked, Upload Media gives way to a Delete button for the whole selection.*

> **Warning**
>
> Deleted media cannot be restored from ClubPal. Download anything you want to keep first.

## Tips

- **Upload while it is fresh.** Media shared on the day, or the day after, gets far more views than a batch added weeks later.
- **Name files before uploading** if you can. The file name is what **Search media** matches and what the list view shows, so `relay-final-lap.jpg` is easier to find than `IMG_4821.jpg`.
- **Keep videos short.** A one-minute clip uploads faster, uses less of the club's storage and is more likely to be watched than a full recording.
- **Check the event's visibility before sharing.** Media on a club or public event can be seen by every signed-in member, not only the people who attended. Take particular care with photos of junior members.

## See also

- [Session media](https://www.clubpal.app/docs/sessions/photo-gallery): the same gallery on session pages
- [Creating events](https://www.clubpal.app/docs/events/creating-events): visibility, drafts and recurring schedules
- [Storage & quotas](https://www.clubpal.app/docs/file-manager/storage): how much space the club has
- [Permissions](https://www.clubpal.app/docs/general/permissions): granting **Manage Events**