PUBLIC IMAGE:  IS YOUR CLUB USING A PHOTO RELEASE FORM?

Does Your Club Have A Photo Release When Taking Photos?
Consider Following The Same Procedure As Rotary International Does!
(Above is Rotary International's "Model Release Guidelines."  The photo of each individual in the top row are photos to identify the person holding a closeup of their release,   plus they're holding a number that corresponds to the number written on the photo release.  This way you'll be able to match the person in each photo you take with their numbered photo release shown in their photograph.  The bottom row are all incorrect so avoid these mistakes.)
 
Before use, please verify with your club’s attorney that the form is appropriate for use by your club and meets your club’s local jurisdiction legal requirements.
Links:
 
 
So you've taken great photos of your club's event, meeting, fundraiser, Interact event, under-age minors, or public event to promote on your club's website, social media, and club brochure.  Do you really need a Photo/Model/Likeness Release?  Click here to learn more.
 
Click here to read Rotary's webpage, "WHAT YOU NEED TO KNOW ABOUT CREATING PROMOTIONAL CONTENT" (you'll need to login to your My Rotary account to open)

Getting permission & why you need a release

It’s important to obtain signed, written permission from every person visible in the photo or recording before you post it to your website or social media accounts. This applies to people in your club, all participants or attendees in any service projects, volunteers, and people walking by in the background. Written consent should include the name of the subject and a statement that says they agree to be recorded or photographed and that the person recording them may use the recording or photograph to promote Rotary.

If possible, avoid including anyone under age 18. If you do include them, be sure to get Photo Release from the parents or guardians of their children that appear in the video or photo.

If the video is taken by someone else, have that person license its use to your club and make sure the subjects have granted permission for you to use their images or voices.

So, What is your proof that the person in the photo signed your release?

Once you've taken the photos and have the signed release, what is your proof that the person in the photo actually signed the release?  How do you match the person in the photo to their release form?  You need to take a closeup photo of the person holding their Photo/Model/Likeness Release (see example at the top of this page) to ensure a clear one-to-one match of the person’s name with their model release.  
 
Each Rotary Club should keep photo releases, plus the closeup photo of the person holding their signed release:
  • Signed by both parents if the subject is a minor (under age 18)
  • And/or signed by the subject if the subject is an adult (age 18 or older).
If the Rotary club has such a release and photo evidence, then the Rotary club may use images of the subject in its PR, on its website, etc. The responsibility for obtaining and retaining releases should be done by the Rotary club and kept in a permanent file.