Different families order different sized pizzas depending on who they are and what they need. The same is true (or should be) of nonprofit agencies and their media policies.
Does your organization need to address how supporters can share photos and videos of your events? What about how you will share your images of them? Does it offer a mechanism for individuals to opt out of public exposure? How about the way professional photographers and members of the press will be handled? Does your organization even need a formal policy at all?
Not every organization will give the same answers to these questions because no one photo/video policy will be suitable for every organization. The following policies — categorized by size as personal pan, deep dish, or supreme — give examples of varying levels of complexity and detail.
Personal Pan Policy – Covering Just What’s Needed
Association of Legal Administrators (Lincolnshire, IL) Intellectual Property Retreat
“Registration for the retreat implies consent that pictures, video or audio recording taken during ALA and ALA-related events can be used for retreat coverage and promotional purposes. ALA is able to use your likeness without remuneration.”
Traditional Deep-Dish Policy – The Basics and a Little More
San Juan Unified School District (Carmichael, CA)
“Unless notified in writing of an objection by a parent, legal guardian, or student of age 18, photographs and video footage of students and/or names may be posted in district-produced materials including printed publications, television productions, and web sites.
If parents do not wish photographs or videos of their student to be used in these materials, they should complete a Photo/Video Opt-Out form available at school offices or via the link below. Please be aware that opt-out requests are valid for the current school year and must be renewed at the start of the next school year.”
Supreme Policy – Look Out! This Thing is Loaded!
South By Southwest Festival (Austin,TX)
“If you are granted press credentials by the SXSW Publicity Department, the following will be permitted with your credentials: news coverage of event activities, reviews, interviews, snippets of talks and performances.
However, in order to protect the rights of copyrighted artists and speakers, as well as SXSW, please note the following carefully: Your press credentials and camera tag will NOT allow you to webcast audio or video, broadcast or otherwise transmit, retransmit or copy in any form any artist performance, conference programming or Film Q&A longer than :45 seconds.
For the SXSW Music Festival, by accepting SXSW credentials you are agreeing that your coverage will be limited to shooting no more than 3 songs of any one artist’s set. You also agree to broadcast no more than 45 seconds of live footage from any one song of any artist’s performance in your final product. No board feeds will be allowed without prior consent from SXSW. If you intend to record the performances of acts performing official SXSW showcases, you must submit in advance for SXSW’s approval a shooting schedule. It will be your sole responsibility to obtain and supply to SXSW written permission from artist management in advance before camera passes will be issued. Flash photography may only take place during the first 3 songs of an artist’s set, after which no flash photography will be allowed.
For all (Music, Film & Interactive) Conference panels and other talks, by accepting SXSW credentials you are agreeing that your coverage will be limited to shooting the first 5 minutes of any session. You also agree to broadcast no more than 45 continuous seconds of any one session. Audio feeds are not allowed for any Interactive or Film panels/talks and are allowed during Music only with prior consent from SXSW.
For SXSW Film Festival Q&As and introductions, video recording of any kind is not allowed at the Paramount or State Theatres without prior approval from the SXSW Film Press Office, and a Paramount/State Theatre-specific Camera Tag. The Paramount/State Camera Tag is different than the SXSW Camera Tag and will only be issued on a case-by-case basis directly from the SXSW Film Press Office. Any and all video cameras without the approved Paramount/State Camera Tag will not be permitted in either theater. For all other official SXSW Film venues (ACC Theater, Alamo South Lamar, Alamo Ritz, Rollins Theatre, Regal Arbor and Regal Westgate), filming of Q&As is permitted from your seat, but by accepting SXSW credentials you agree to broadcast no more than 45 continuous seconds of any one Q&A.
Press credentials and photographer/videographer camera tags are issued at the discretion of SXSW and can be withdrawn at any time if misused. Upon receipt of your camera tag, you will be required to sign a form confirming that you have read and understand this policy.”