School events photo and videography management procedure

Convention

For the purpose of this document ‘photography’ also meant to include videography

Types of photography

1. Professional photographers (eg DE Photos) invited to attend event
2. Event organisers (eg HDSD) take photos at an event
3. Teachers and parents take photos at an event
4. Press photographers attending an event
5. Non-authorised or suspicious photographic activity

Professional photographers

• Schools will be notified before the event of the intended presence of a professional photography company
• Schools will be requested to inform the organisers of the names of the children not allowed to be photographed. Organisers and photographers will implement suitable identification protocols (eg wristbands) to ensure the wish not to be photographed is respected

Event organisers

• Event organisers will complete a self declaration form and be issued with an ‘authorised for photography’ sticker for any given event where they intend to take their own photos
• Schools will be requested to inform the organisers of the names of the children not allowed to be photographed. Organisers and photographers will implement suitable identification protocols (eg wristbands) to ensure the wish not to be photographed is respected
• Photos of children may be used for publicity/promotion purposes (eg HDSD website) but children’s names will not be specifically identified in relation to any photo (eg in a caption)

Teachers and parents

• Will be requested (via signage and event opening address) to complete a self declaration form at start of each event, normally based at results desk
• Will be issued with an ‘authorised for photography’ sticker for any given event where they intend to take their own photos
• Schools should encourage their teachers and parents to restrict photography to their own children as far as possible.

Press photographers

Schools will be notified before the event of the intended presence of a press photographer, and the press photographer:

• Will be requested to complete a simple self declaration form at start of each event
• Will be issued with an ‘authorised for photography’ sticker
• Will be requested not to identify a child’s name with any published photo

Non-authorised or suspicious photographers

• If an individual looks suspicious linked to taking photos they should be reported to the organiser in charge (or more appropriate designate eg leisure centre manager) who should, if they feel confident to do so, endeavour in a non-confrontational way to establish if they have a valid and credible reason for wanting to do so. Any person not able to provide a valid and credible reason should be asked to leave and the police should be informed
• People with good reason to be around the event (eg teachers, parents) taking photos without authorised stickers should be informed of the registration process to undertake

Photo registration and self-declaration form

Download the Horsham District Sports Development and Self Declaration form below.

Download self-declaration form