Photography, video and audio recording at Scout events
When we showcase Scouts, it increases engagement with current members and, more importantly, it helps promote what we do to potential members and donors.
With a few simple guidelines your photography, video and audio (collectively known as digital assets) of Scout activities and events will ensure you protect others while creating content to promote Scouts.
This guidance breaks down to draw focus in 3 key areas
1. Informing and gaining permission
2. Point of capture
3. Managing digital assets
It is important to understand what content you have and for what event so you are able to satisfy such requests. You can inform members of your intentions and request their consent at the same time as other data is collected as part of an attendance form for an event or activity. For members under 18 this will need to involve a parent or guardian.
The young person information form helps you to capture consent. The form includes the following statements and consent;
Photographs, video and audio
The following consent options concern photography, video and audio footage of the young person in this form being published via the following: Group internally controlled publications and communication channels, such as online news, email, websites, newsletters, at the Group meeting place, Group social media channels, Group advertising and/or promotional material including press.
Photos, video or audio of the young person in this form will not be used unless you give us your consent below.
- I am happy for photos, video and audio to be published of the young person in this form whilst undertaking Scouting activities across all channels; or
- I do not want any photos, video or audio to be used.
Additionally other Scout Groups, Districts, Counties/Areas/Regions and UKHQ may request consent independently as part of event registrations or other Scouting activities.
When digital assets may be used for a very public purpose, such as specific marketing or an editorial, an overarching release form will ensure that consent is captured for digital assets of an individual and is the ideal solution for advertising, marketing and media coverage.
Scouting needs publicity and a picture is worth a thousand words. A newspaper photographer attending a Scout event will usually request that the imagery they capture is accompanied by the names of the individuals in the photographs. It is important that consent is obtained by them using a release form in advance in order to avoid any confusion or disappointment. It is acceptable to give full names and age to external media companies its justifiable and appropriate but never provide the full address of the young person. For group photos, ask the media company to use a collective term such as “Cub Scouts from the 6th Anywhere Scout Group”. It can be appropriate to give the location of a Group meeting place (street name etc), however if you give a telephone number make sure the person whose number you are giving out is happy for the number to be published. Photographs taken by press photographers that invades personal privacy are subject to the normal Independent Press Standards Organisation Code of Practice.
When creating content your photographer, video maker or sound recordist should ask for the young person's permission to use their image. This ensures that they are aware of the way the image will be used. This does not need to be a formal permission form, an informal verbal agreement that explains what the photo will be of and how it will be used is sufficient and is in addition to consent already given.
- confirm with parents and carers that the young person who cannot have photographs is either aware of this or not.
- don’t take photograph of an entire group and exclude one person, take photographs in smaller groups so that less attention is drawn to the young person who cannot be in photographs.
- consider splitting the activity group up into two and the photographer can photograph the group where everyone has given consent across all activities.
If you have a set of members at a large event who have requested that their personal data is not shared through photo, video or audio content then you need to look for a suitable way to remove them from the content you create. You could add a note to an event lanyard, pass or name badge to identify them to content creators or request their photo to help you identify them.
- Avoid using both the name and the photograph of a young person in a printed publication, social media or on a website.
- Seek parental permission (see above)
- Only allow photographs to be taken of suitably dressed subjects and in appropriate situations
- Follow Young People First (the Yellow Card) at all times
Capturing, editing and storage
- Photography, videos and audio of no use should be removed at source or in any copies when not needed.
- The use of cloud services are ok for storage. Use a reputable provider with guaranteed storage in the UK or EEA
- You need the ability to add metadata to the imagery or organise them so you can capture, names, event names, dates, consent evidence
- Password protected (with strong passwords, minimum of 8 characters, with some complexity)
- Use photographic devices that are under the control of the person who gained the consent and manages the images where possible
In addition to the guidance given above, in the case of Scout Shows and similar performances the potential copyright implications of recording and copying music and other material should be considered.