communication department

Q: I was at a local chapter meeting and someone from the chapter took my picture. It is now on the chapter Web site promoting next year's meeting, but I never gave permission for the chapter to use my photo. Can the chapter do this?

A: The chapter may use your photo when reporting on the event, such as in a newsletter article or on the Web site. The chapter may not use your photo-even if it is taken at a chapter event-for any commercial purpose, including promoting next year's meeting. That essentially means any promotional use of the photo by the chapter must have your permission.

Q: How can a chapter obtain permission to use someone's image?

A: It would be extremely time consuming and counter productive for a photographer at a meeting to attempt to get signed release forms by every person depicted in a photo. So, many organizations include a blanket statement on the registration form alerting attendees that photographs will be taken during the event and their intended use. The statement should include text that indicates that by signing the registration form, the registrant gives the organization permission to use the photograph for those uses. It is then the chapter's responsibility to be aware of the (presumably few) individuals who have not granted permission and avoid using their image in any photos that are used in a commercial or promotional way (i.e., promoting next year's meeting, advertising membership benefits, etc.).

Q: What about a chapter that posts a "scrapbook" of photos taken at their meeting?

A: As long as there is no commercial or promotional use, that would be the same as using photos in the newsletter.

Note to chapters: Whenever using event photos for a promotional or commerical purpose (promoting membership, the next meeting, services, etc.), it is best to get a signed release.