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Hi, how's it going?
My name's Mike Davis, I'm the graphics and web coordinator over at Wharton Center.
In our last meeting of one of the things that came up was photo releases and media releases
and I was volunteered seeing as in how we have a very unique sort of situation at Wharton Center
to kind of speak about this.
So I'd like to kind of
present to you three kind of situations that you'll most likely find yourself in
which is what we typically find ourselves in over at Wharton Center.
And those situations are...
is it working guys? Ok. There we go.
They say it's working back there.
Can you guys hear me?
Yes, no? I will project a little bit better. I don't know.
In any case, I'll just talk a little bit louder.
The three situations that you usually find yourselves in, or that we find ourselves
in,
are the use of public situations,
private events, which we have, and then registered public events
which are events that are open to the public that anyone can register for
and attendees will come. Luckily we know who they are beforehand.
But again public places; Wharton Center is a public place. You come to a performance, it's
a public place. We know that,
you know that when you're coming in it's a whole bunch of people
and it's generally high, a whole
mess of people that we're going to see as you're there.
The auditorium, the Theater
all those places are public places.
Yes, you have purchase a ticket to see a show, but essentially it's still a public place
that we can use to take your picture.
The nice thing about it is that we've let you know beforehand
either in our policy or when you order a ticket that that could potentially
happen.
So that you know when you come to Wharton Center, hey there's
a photographer roaming around you're potentially going to be in a photo
either in the hall
or in one of our other spaces.
Private events.
We hold a lot of dinners, we hold a lot of receptions.
Many of those are private events for the university.
Many of those are private events just for our donors, and those are events that we send an
invitation out to those
specific people so we know that you are coming. We know that
Lou Anna K has said "I am coming to this event because I've had an invite
sent to me;
We know that she's coming
and we told her "Hey, we're probably going to take your picture at this".
And registered events are specific things like classes that we hold
where it'll be,
"Hey come to
our Broadway Day Camp. You've registered, we'll send you a release form when you register
that way we know that we had your permission to take that picture.
So looking at these.
This is a really nice shot of what we have in the hall.
Because it's a crowd, and no one particular person is very discernable
you don't need a model release for it.
You can't look in this photo and be like, "Oh I see my cousin". You know.
It's really nice, it allows us to take this and use it as a marketing shot.
Use it for
news media, use it for any sort of nice promotional material for Wharton Center
because it's a public place.
It gets a little bit trickier when you have public figures. This is Dr. Wharton. You know when he
comes into the building and you're like "Oh, what do I do, he's a public figure",
but you're still in a public place.
The nice thing is that because he's a public figure
and because he's associated with the university and he's at your event,
specifically in a public place,
you can take his photo and he understands that you're taking it for
specifically
news media
marketing or educational purposes. Because it's tied to a specific event that he came
to
in a public place and he knows that you're gonna take his photo.
Some warnings that you want to be specific about
when in public places:
always let people know that you're taking their photo.
They're always more agreeable if you say, "Hey I'm taking this photo for Wharton Center" or "
"I'm taking this photo for the university for use in our brochure". 0:04:00.219,0:04:01.539 They're like "Oh, that's great".
People,
you will find more often than likely, are happy to have their photo taken be used for something.
Always make sure that you're always using it in the intended form
especially when it's in this sort of public setting.
Use it for information, use it for
educational purposes because we're on campus, use it for
anything it's newsworthy.
When we had our grand opening which was what that
photo of Dr. Wharton
was, it was the grand opening, grand reopening of Wharton Center so we had an open house.
He knew that it was going to be newsworthy event
so we took his photo and he was perfectly happy with that.
When you get into private events, this is a photo of a dinner that we had at Wharton Center
associated with the
the grand reopening.
This is a private event, this is something that
not everybody in this room would get to go to. Certain people would get an invitation;
Burt would get an invitation, Renee would get an invitation, I'd get an invitation,
the rest of you, sorry, you weren't on the list.
But in any case, what it is is that it's a private event, you know who's coming.
You can tell them in the invitation that
"hey we're going to have a photographer at this event, you will most likely going to have
your photo taken".
This allows you to say to those people
you know that your photo is going to be taken. If you don't want your photo taken, if you don't want us to use your
image
let us know, we will make sure not to use your image.
That way you do not need a release for every single person
that's there because you've sent out invitations and
you've let them know.
You can say, "oh this person said not to have
their photo taken,
we know that they're seated at table nine,
don't take a photo of table nine".
It makes it really easy when you're at private events.
Again, you have your public figures at private events.
because you've let them know in the invitation. You have
Dolores Wharton, you have Lou Anna K in this photo,
they know their photo's going to be taken, they're at a private event that's associated with the university.
You do not need a specific model released because you've let them know and because its
for those educational, informational, and
newsworthy sort of purposes.
Again,
it's very very key and important to let people know
in the invitation that that photo shoot
is going to happen so
they aren't caught off guard.
If you don't
let them know in the invitation, at least let them know when they walk in the door to register.
You know when you have a table of names,
of the name tags, let them know that
that photo is going to be taken. Is it a matter of legalities? It's kind of both. This is one of the things that we have done at Wharton Center that really works for us.
We know that we haven't had any issues in the past with it
at any of our events.
And it also becomes one of those things that legally you need to let people know if you're
going to use their photo
in anything that's going to be printed, produced on the web
so that they know and they're aware of it. Most places like the, like any publication is going
to have a model release form.
When you get your photo taken for the newspaper they are going to say "hey we're going to take your photo, can I get your name?"
so they can caption it properly
so that you aren't caught unawares "oh why is my photo in the newspaper, I didn't know
I was at this thing".
Those are kind of the things that you run into, making sure that
legally you're covered
but then also that you've set up sort of a convention and a policy to make sure that you do things correctly
every time. Ok?
When you get into registered events, again, this is one of those really nice situations
that
you have people coming to your venue. You've said,
"hey everyone come to our Broadway Day Camp. You get to work with Broadway stars and learn how to sing and dance'.
It's fun, I promise it really is.
But what's cool is that you really have everybody that that
you know who they are.
They have signed up for your event.
They have said
"hey I'm very interested in this,
here's my information".
And when you give them that registration form you can very easily say
"hey we're gonna take your photo, we're going to shoot video, we're going to use this in future
promotions,
we would like your release and consent to use your photo'.
It works out really well because you have every single person turn that in.
And we have not
in the past,
I think it's five years that we've been running out Broadway Day Camp Program,
we haven't had anyone say no.
Which is great because it means that we get really nice photos of
a student working with a Broadway actor.
Saying, "cool we can use this nice photo in our brochure for next year.
Some example language that we use in--it's a lot of
words there, I apologize--
but this is basically the example language of what we use in our release forms.
We always have that first paragraph
and then we always have that last paragraph, saying
"hey you're coming to our event
understand that you could be photographed or you could be videotaped at our event.
Do you grant permission for us..." I kind of left it generic so that you can say names and events
and kind of; oh cool automatic update.
I don't even get the option to restart later, that's awesome.
Man.
Yay, in any case.
So you can't even read the nice portion of how you authorize,
but what I can do is that if anyone needs this sort of documentation I can send this around
to the cafe
and post it somewhere.
But it's letting people know and letting them understand that their photos can be taken.
And this is really the best way to do it because
that way they know that their photo will be taken they know that they will be videotaped.
They're not caught unawares, they're not walking into
a room
and a camera's shoved in their face.
This way everyone's pretty much happy with you and you aren't going to get someone calling you up
saying, "why is my photo in your brochure? I'm suing you for ten million dollars because my photo's that expensive.
That's,
those are pretty much the situations that you come into. Any questions? a few high any questions