Photo Release Form
Photographs submitted with VegFund grant reports
Photographs that you submit for the purposes of completing your VegFund grant report do not require a signed photo release form.
Photographs for publication in VegFund media
VegFund loves to profile grantee events on our website and in social media through stories and photographs, and we do consider your grant photos for this purpose. We encourage you to submit photographs with possible publication in mind (good focus and lighting, close-ups, subjects of interest).
As a grantee, you have the option of granting permission to VegFund to use your photos in our media. The grant report form notes: “After you complete this form, you will be asked to upload photos from your event or project. Does VegFund have permission to use these photos for its general marketing and communications purposes? Photos taken at public events have a “limited expectation of privacy,” meaning that signed release forms typically are not needed unless the image(s) will be used for commercial purposes. If your photos include minors who are identifiable in the photos, please obtain a parent or guardian’s signature on the Photo Release form available on our website.”
Most photos that our grantees submit that we consider for publication are taken in public places, and these do not require a signed photo release form for purposes of publication or distribution unless they will be used for commercial purposes, which is not the case with VegFund.
For photographs that are taken in venues such as parks, theaters, campuses, commercial spaces, etc., VegFund will assume that you’ve obtained general consent from the owners or administrators or written permission, as needed.* Written permission typically applies to photos of minors and photos taken on private property (note that churches and some areas of educational facilities are considered private). We may contact you to see if you have or can obtain permission for publication of particular photos that we would like to publish.
When in doubt, consider creating a sign (or signs) at your venue stating that photos and/or video recordings may be taken at this event that may be used for educational, not-for-profit purposes. Your contact information can (optionally) be included in case attendees have concerns.
Minors. Our general policy is to not publish photographs or videos with clearly identifiable minors unless you have obtained clear parent/legal guardian consent, although you are most welcome to submit them with your report(s). We do like to include youth in our media when appropriate. So, if you would like your photos that contain children under the age of 18 to be considered for publication, please request permission from the parent or guardian using this photo release form. Other, more detailed forms that can be customized for your purposes are available online. For large events involving children, consider including a consent form at the point of entry or registration for your event.
Respect privacy. Please note that, regardless of legalities, it’s always advisable to be respectful of others’ privacy, even in public places, if they don’t wish to be photographed. Everyone has a “reasonable expectation of privacy.” When in doubt, ask for the subjects’ permission or have them sign this photo release form.
Common sense. If you are taking close-up photos of attendees at your event (which we encourage!), let them know how you may be using your images, for example, on your social media, webpage, and/or for VegFund’s use.
*If you are taking photographs on private property/venues or in sensitive situations that you plan to publish in your own media, we suggest that you review legal requirements.
For more information
Other customizable photo release forms for adults and minors
When to Use a Photography Release Form & Child Photo Laws You Need to Know, MediaBeacon