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
• Instructions for Using the Release Forms
• Planning a Public Meeting or Event

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.

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  Photo and Video Release Form for Individuals

  Complete the Photo and Video Release Form for Individuals.

  • Photo and Video Release Form for Individuals
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Translated Versions of the Photo and Video Release Form for Individuals

The Photo and Video Release Form for Individuals has been translated into the following languages. There is a Word document and PDF available of each translation. The Word document includes form fields and can be completed electronically. The PDF does not include form fields and is for instances when the release is completed by hand.

• العربية نموذج السماح بنشر الصور والفيديوهات للأفراد (Arabic): Word, PDF
• Bosanski Obrazac za odobrenje i dodjelu prava za fotografije i videozapise za pojedince (Bosnian): Word, PDF
• မြန်မာစာ တစ်ဦးချင်းစီအတွက် ဓာတ်ပုံနှင့် ဗီဒီယို ထုတ်ပြန်ခွင့်ဖောင် (Burmese): Word, PDF
• دری فورمه انتشار عکس و ویدیو برای افراد (Dari): Word, PDF
• Français Formulaire d’autorisation de photographier et de filmer pour les particuliers (French): Word, PDF
• Kirundi Uruhusha rwo gushira hanze Ifoto n'amashusho mu buryo bwa videwo vy'abantu.: Word, PDF
• 中文 个人照片和视频授权表 (Simplified Chinese^*): Word, PDF
• नेपाली व्यक्तिहरूका लागि फोटो र भिडियो खुलासा फाराम (Nepali): Word, PDF
• پښتو د اشخاصو لپاره د عکس او ویډیو د خپرولو فورمه (Pashto): Word, PDF
• Soomaali Foomka Shaacinta Sawirka iyo Fiidyawga Shakhsiyaadka (Somali): Word, PDF
• Español Formulario de autorización para la divulgación de fotos y vídeos de personas particulares (Spanish): Word, PDF
• Kiswahili Fomu ya Kuondolea Madai ya Picha na Video kwa Watu Binafsi (Swahili): Word, PDF
• Форма дозволу на використання фото та відео для фізичних осіб (Ukrainian): Word, PDF
• Tiếng Việt Biểu Mẫu Công Bố Ảnh và Video của Cá Nhân (Vietnamese): Word, PDF
• American Sign Language^**(ASL): Video

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 or individual)
• 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.

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  Permission to Use Content, Photographs, Videos, Testimonials

  Complete the Permission to Use Content, Photographs, Videos, Testimonials.

  • Permission to Use Content, Photographs, Videos, Testimonials
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Translated Versions of the Permission to Use Content, Photographs, Videos and/or Testimonials Form

If you would like to receive a translated version of this form, please email marketing@vermont.gov with your request and we will send you a translated version within 5 business days.

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.

• 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."

1. Event Name/Location/Venue (note this is only required on the Photo and Video Release Form for Individuals) 

2. Photographer/Videographer Name (note this is only required on the Photo and Video Release Form for Individuals)

3. Name of State of Vermont Entity Requesting Photo Release

4. Name of State of Vermont Contact

5. 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.