Photo, Video, and Content Permissions
The Chief Marketing Office can provide guidance on the appropriate level of permissions to obtain for photos, videos, and content (assets) that are acquired by the State from a variety of different scenarios.
Assets are most commonly acquired from contracted photo or video shoots; public events; project site documentation; grant agreements; professional, third party, or cooperating promotional organizations; and pre-existing photographer/videographer libraries. When obtaining assets, it is important that State entities document the acquisition process and secure permissions for every asset that is acquired. This will prevent having to retroactively obtain permissions at a later date.
Release Forms
To assist with securing content permissions, the Chief Marketing Office maintains two release forms available for State entities to utilize. Below is an introduction to each form, including a variety of scenarios for when they should be used.
Photo and Video Release Form for Individuals
The Photo and Video Release Form for Individuals should be used to obtain permission from any individual who is identifiable (could be recognized) within an image or video. This form will help ensure that assets are properly documented and that you have obtained the individual’s express permission to use the photo(s) or video(s) they are featured in. If the individual featured is a minor under the age of 18, the release form must be completed by a parent or legal guardian. Below are a possible scenarios for when you would use the Release Form for Individuals.
When to use the Photo and Video Release Form for Individuals
Scenario 1
Contracting
If a State entity establishes a contract with a photographer or videographer for a shoot(s), the professional should use the Photo and Video Release Form for Individuals when obtaining permissions from the individuals who are featured.
Scenario 2
Public Events
When an State entity arranges to have photos or videos taken at a public event (by State employees or a professional photographer or videographer) the Photo and Video Release Form for Individuals should be completed for the individuals who are identifiable (could be recognized). If you are in a setting where there is 'no expectation of privacy,' such as taking photos of a crowd, or of a speaker at a public event, you would not need to get permission from everyone in that scenario.
Scenario 3
Project Site Documentation
If a State entity arranges to have photos or videos taken at a project site (by State employees or a professional photographer or videographer) the Photo and Video Release Form for Individuals should be completed for individuals who are identifiable (could be recognized).
Permission to Use Content, Photographs, Videos and/or Testimonials Form
The Permission to Use Content, Photographs, Videos and/or Testimonials Form should be used when acquiring pre-established assets, such as photos, videos, testimonials, and graphics. This release form is used for content that was not directly created by the State or its employees and for scenarios when the assets are purchased or supplied free of charge. While the State is not typically able to supply any attribution unless there is a compelling reason, this form contains a field for the source to outline any such requirements. State entities will use this form when obtaining assets from the following sources:
- Professional (i.e., photographer or videographer)
- Third party (i.e., business)
- Cooperating Promotional Organization (i.e., planning commission)
Below are a variety of scenarios for when you would use the Permission to Use Content, Photographs, Videos and/or Testimonials Form.
When to use the Permission to Use Content, Photographs, Videos and/or Testimonials Form
Scenario 1
Grant Agreements
For content, photographs, videos, or testimonials submitted as part of a grant agreement, have grantees complete the Permission to Use Content, Photographs, Videos and/or Testimonials Form. It is helpful to include the details of this form as part of your contract agreement with the grantee to assure that the terms are part of the overall contract.
Scenario 2
Professional, Third Party, or Cooperating Promotional Organizations
The Permission to Use Content, Photographs, Videos and/or Testimonials Form should be used for any content, photographs, videos, or testimonials that a are provided to the State from a professional, third-party, or cooperating promotional organization.
Scenario 3
Pre-Established Photographer and Videographer Libraries
When the State purchases photos or videos from the pre-established library of a photographer or videographer, the Permission to Use Content, Photographs, Videos and/or Testimonials Form should be completed by the photographer.
Instructions for Using the Release Forms
When using the release forms, it is recommended that permissions are obtained for your overarching agency rather than individual department. This covers your agency, in the event assets are used for press releases, websites, and social media channels. Additionally, it is a best practice not to permit licensing restrictions, such as a specific use case or time frame. It is challenging to maintain those details with the individual assets. When the forms are submitted, a copy is automatically sent to and filed with the Chief Marketing Office records.
Before asking for a release form to be completed, the State of Vermont employee making the request needs to prepare the five details below. The individual completing the release will need these details in order to complete the release.
Please note the following:
- The State of Vermont Contact Email Address that is provided to the individual and entered on the form will receive a completed copy of the release via email.
- Below is a complete list of the entities available to select from for the Name of the State Entity. If you do not see your entity listed, please contact the Chief Marketing Office so we can add you.
Agency of Agriculture, Food & Markets
Agency of Commerce & Community Development
Agency of Digital Services
Agency of Education
Agency of Human Services
Agency of Natural Resources
Agency of Transportation
Chief Marketing Office
Department of Buildings & General Services
Department for Children & Families
Department of Corrections
Department of Disabilities, Aging & Independent Living
Department of Economic Development
Department of Environmental Conservation
Department of Finance & Management
Department of Health
Department of Housing & Community Development
Department of Human Resources
Department of Financial Regulation
Department of Fish & Wildlife
Department of Forests, Parks & Recreation
Department of Labor
Department of Libraries
Department of Liquor and Lottery
Department of Mental Health
Department of motor Vehicles
Department of Public Safety
Department of Public Service
Department of Taxes
Department of Tourism and Marketing
Department of Vermont Health Access
Department of State's Attorneys & Sheriffs
Enhanced 911 Board
Ethics Commission
Governor's Office
Green Mountain Care Board
Human Rights Commission
Joint Fiscal Committee
Judiciary
Labor Relations Board
Legislature
Military
Natural Resources Board
Office of the Attorney General
Office of the Child, Youth, and Family Advocate
Office of the Defender General
Office of the Secretary of State
Office of the State Auditor
Office of the State Treasurer
Office of the Lieutenant Governor
Public Utility Commission
Truth and Reconciliation Commission
Vermont Center for Crime Victim Services
Vermont Commission on Women
Vermont Community Broadband Board
Vermont Criminal Justice Council
Vermont Criminal Justice Training Council
VOSHA Review Board
- For the Event/Location/Venue Details, provide a brief description that will aid in keeping release forms connected to applicable assets. An example description could be: "2023 Apple Festival and the Justin Morrill State Historic Site in Strafford, Vermont."
- Event Name/Location/Venue (note this is only required on the Photo and Video Release Form for Individuals)
- Photographer/Videographer Name (note this is only required on the Photo and Video Release Form for Individuals)
- Name of State of Vermont Entity Requesting Photo Release
- Name of State of Vermont Contact
- State of Vermont Contact Email Address
Planning a Public Meeting or Event
If a State entity is planning a public meeting or event, one of the tools available is the 11"x17" ‘Filming and Photography in Progress’ sign. This sign can be posted at the entrance to inform attendees that photographs and/or filming is taking place.
When entities utilize this sign, to document that it was posted, it is recommended that the photographer/videographer capture an image of the event sign in place.
The ‘Filming and Photography in Progress’ sign is for use by State of Vermont entities. You must be a State of Vermont Employee to access the sign artwork.