WordPress Event and WordCamp Speakers Rights Release Form
By Lorelle VanFossen, posted January 11, 2009 at 6:53 am | 4 Comments ยป
If you are hosting a WordPress event or WordCamp, it is in your best interests to have all speakers and presenters sign a Speakers Release Form, often called a Image and Content Rights Release or Media Rights Release, or a variety of similar names.
By signing the rights release form, the speaker agrees to the use of their presentation and presentation content to be used by the event hosts as they deem necessary for the event, outlined in the form. This allows the WordPress or WordCamp event organizers to publish video, audio, or other content during and after the event, to live stream the event, and to help promote the next event.
The release form can be distributed to speakers before the event, returned by mail, email, or Google Docs with the signature in hand or digital form. If passed out at the event, assign someone to ensure the forms are signed and returned to the event organizers as soon as possible, preferably before the speaker’s presentation.
The following is a standard short form of the image, media, and content rights release form that you can use to base your own WordPress or WordCamp event release form upon. The document does not have to be notarized, witnessed, or signed by the hosts unless required by your local laws.
In general, most speakers at WordPress events are very willing to sign a Speakers Rights Release Form, but some may have their own version relative to their business that they require event organizers to sign. Be sure and review these carefully before signing, and consider having an attorney review them. You will be required to honor the terms within the agreement, so if they differ from your understanding of the speaker’s participation, all event staff and volunteers must know the limitations or requirements in advance.
You are welcome to use it, just modify it to meet the requirements of your event, and check with an attorney to ensure it meets the legal requirements of your local and national government authorities.
Image, Media, and Content Rights Release
RE: ___________ [event name] hosted by ___________ [event representative(s)] on __________________ [date(s)]
As a participant in ___________, upon the terms herewith stated, I hereby give to ___________, their heirs, legal representatives and assigns, and those acting with his/her authority and permission:
a) the unrestricted right and permission to copyright and use, re-use, sales through any visual or audio media, publish, live streaming and broadcast video, podcasts, or pictures of me or in which I may be included intact or in part, composite or distorted in character or form, without restriction as to changes or transformations in conjunction with my own or a fictitious name, or reproduction hereof in color or otherwise, made through any and all media now or hereafter known for illustration, art, promotion, advertising, trade, or any other purpose whatsoever.
b) the unrestricted right and permission to copyright and use, re-use, sales through any visual or audio media, publish, live streaming and broadcast video pods or content produced at ___________ or in which I may be included intact or in part, composite or distorted in character or form, without restriction as to changes or transformations in conjunction with my own or a fictitious name, or reproduction hereof in color or otherwise, made through any and all media now or hereafter known for illustration, art, promotion, advertising, trade, or any other purpose whatsoever.
c) I also permit the use of any printed material in connection therewith.
d) I hereby relinquish any right that I may have to examine or approve the completed product or products or the advertising copy or printed matter that may be used in conjunction therewith or the use to which it may be applied.
e) I hereby release, discharge and agree to save harmless ___________, their heirs, legal representatives or assigns, and all persons functioning under their permission or authority, or those for whom they are functioning, from any liability by virtue of any blurring, distortion, alteration, optical illusion, or use in composite form whether intentional or otherwise, that may occur or be produced in the taking of said picture or in any subsequent processing thereof, as well as any publication thereof, including without limitation any claims for libel or invasion of privacy.
f) I hereby affirm that I am over the age of majority and have the right to contract in my own name. I have read the above authorization, release and agreement, prior to its execution; I fully understand the contents thereof. This agreement shall be binding upon me and my heirs, legal representatives and assigns.
Dated: ___________
Signed: ___________
Print Name: ___________
Phone: ___________
Permission to use this form freely granted. Edit at will.
Thanks for bringing this to my attention. I have seen so much junk on the internet, so it is nice to see something positive being said.
Kind regards,
Barry
How does this apply if the form is NOT signed ahead of time, is in a public forum (such as a library or public college), and is used for NON-COMMERCIAL use? Does that mean the speakers could sue me/college/etc. if we used the video later for NON-COMMERCIAL purposes? Thanks in advance!
You will have to address these issues with the country, state, and city you reside within. Each agency has their own rules. In general, when a person gives a presentation, it is copyrighted. It is up to them how they want their content to be used. If you used their content without permission in a way they didn’t like, they would have some rights to prevent it or sue you for compensation. The definition of “non-commercial” is still questionable if there is some gain, money or not, from the usage of the content. Better to be safe by getting permission in writing before. Or create a policy for your institution or facility that states presenters’ rights, so everyone is on the same playing field.
I have never thought about that hosting a wordpress event or wordcamp even though many of my employees are on wordpress, i will start thinking about it.