helenlt on April 28th, 2011
Podcasting, as an audio or film recording, can be great way of making your event available to a wider audience, to people who were unable to attend or to record the event for posterity. But before you press record on your device, you’ll need to consider “the 3 Ps” – Permissions, Privacy and Photographs so that you don’t get into any trouble!
Check with your presenters and performers that they don’t mind being recorded and let them know how and when the recording will be used. Presenters and performers may own copyright in the material they are presenting or performing which means you should also get their permission in writing. The University’s audio-visual consent deed is suitable for most events.
BUT WAIT! THERE’S MORE! – Presenters and performers should also make sure that they have permissions to use any copyright material created by other people that they’ve included in their presentation or performance. For more information see: Using Copyright Material
Just because they turned up to your event, it doesn’t mean they’re happy to be on film or tape. While you don’t need permission from every member of the audience, you should use clear and appropriate signage to indicate that the event is being recorded. That way, people attending have the chance to let you know if they don’t want to be recorded. Respecting privacy is important and while an audience member might have something valuable to contribute during a Q&A with the audience session that you would love to include in your recording, they still have the right to choose whether they and/or what they’ve said is recorded. If they choose not to be recorded, you will have to respect their wishes. For more information see Photographing and Filming People
You will also need to get consent of anyone you photograph at the event. The audio-visual consent deed mentioned above also covers photography, but if the person being photographed is not a performer or presenter, you can use the Photo Consent Release Form. You don’t need to get consent from everyone when taking group photos of the audience, but if an individual can be clearly identified in the photograph, they should give their consent. Again you should use appropriate signage to let people know that you’re taking photos and it’s worth having some strategies in place for those individuals who don’t want to be photographed, for example showing them to seats that are less likely to be included in photographs. For more information see Photographing and Filming People