Photography & Video Guidelines

 
*A Rotary photography and video consent form, also known as a photo release form, grants Rotary International, its districts, and clubs permission to use images and recordings of individuals for promotional and other purposes. It outlines the scope of usage, including where the media may be displayed or published, and may include waivers of certain rights, such as the right to inspect the final product or receive compensation. 
 

Our purpose is to ensure that Rotary District 5930 and its clubs respect the dignity, privacy, and safety of community members when taking and sharing photographs at service projects.

  • Celebrate Service, Protect Dignity
    • Photos should highlight Rotary’s service and community partnership, never portray recipients in a negative or vulnerable light.
  • Consent is Key
    • Minors (under 18): Written parental/guardian consent is required before any photo is published.
    • Adults (18+): Consent must be obtained verbally or in writing before photos are published. Written consent is strongly recommended.
  • No Consent = No Publication
    • If a person declines, they will not appear in photos.

 

 At Events (Donations/Distributions)

  1. Before Taking Photos
    • Ask: “We would like to share photos of this event to show Rotary’s service. Do we have your permission to include you?”
    • Provide a Photo Release Form for signature (adults or minors with guardians).
  2. Signage for Large Events
    • Post:
      “Photography and video are being taken to showcase Rotary’s service. Please inform a volunteer if you do not wish to appear in photos.”
  3. During Photography
    • Focus on group photos and action shots (Rotarians and community members together).
    • Avoid photos that may show recipients in a way that compromises dignity or privacy.

 

Publishing Guidelines

  • Approved Platforms: Club/District websites, newsletters, social media, and Rotary International materials.
  • Language: Always emphasize partnership, empowerment, and impact.
    • Correct: “Rotary District 5930 was honored to deliver beds to families, supporting health and dignity.”
    • Incorrect: “Rotary helps needy families.”
  • Confidentiality: Do not include full names, addresses, or sensitive details of recipients.

 

 Responsibility

  • Event Chair / Project Lead → Ensure forms are distributed, signed, and collected.
  • Youth Service Chair → Verify parental consent for minors.
  • Public Image Chair → Approve photos before publication.
  • All Volunteers → Respect “no photo” requests immediately.

GUIDELINES TO FOLLOW

1. Minors (Under 18)

  • Must have parental/guardian signed consent before publishing any photo.
  • If consent is not available, minors should not be identifiable (faces blurred, taken from behind, or cropped).
  • Youth protection rules apply here.

 

2. Adults (18+)

  • Legally, in most places, if the event is public (open to the community), photos can be taken without a signed release.
  • However, because these are beneficiaries/recipients of aid, Rotary strongly recommends obtaining explicit permission before publishing their photos.
  • Why? To protect dignity and privacy. Some may not want their personal situation shared publicly, especially in contexts of charity or need-based assistance.

 

 

Best Practices for Clubs & District

  1. Ask Before You Snap
    • Have a volunteer explain: “We’d like to take photos to share Rotary’s service work. Do we have your permission to include you in these photos?”
    • A quick verbal “yes” is okay for casual internal sharing, but for official district social media/press releases, it’s best to have written consent.
  2. Use Adult Release Form
    • Give recipients a simple Photo/Video Consent Form (adult version).
    • If they decline, ensure they are not photographed.
  3. Respect Dignity
    • Focus on the Rotary service aspect: volunteers delivering, beds being set up, smiles, teamwork.
    • Avoid photos that may portray recipients in a vulnerable or negative light.
    • Consider group shots (recipients + Rotarians) that highlight partnership, not dependency.
  4. Event Signage (Optional)
    • At larger distributions, post a sign:
      “Photography & video are being taken today to showcase Rotary’s community service. Please notify a volunteer if you do not wish to appear in photos.”

 

 

 

Photo & Video Consent Forms