Model Release Form UK and Event Photography Notice Poster you can use
This blog includes examples from two different live events in Berwick-upon-Tweed, both photographed in busy, real-life settings. The first is the Berwick Film Society’s 21st birthday celebration, which took place at Jackal, a venue on Hide Hill in the town centre. The second is from Berwick Literary Festival, where photography notice signage was displayed at the Straw Yard in Berwick. Together, they give a useful glimpse into how photography works at live events, from capturing the atmosphere of a celebration to making sure clear signage is in place when photography or filming is taking place. You can also view the Straw Yard website and Berwick Film Society website to find out more about these local venues and organisations.
A film and photography notice displayed at the Straw Yard during Berwick Literary Festival.
If you are photographing or filming people for a website, social media, PR, printed marketing or business content, it is always a good idea to be clear about how those images may be used.
To help with this, I have created two free printable templates:
a free model release form / image release form
a free event photography notice poster
I use these templates regularly with my own business and event photography clients, and I often provide them as a practical starting point when a client needs to collect permissions from staff, customers, volunteers, speakers or event participants.
They are designed to help photographers, small businesses, charities, community groups and organisations collect clear permission, or make people aware when photography and filming is taking place.
They may be useful if you are planning a brand photography session, business event, workshop, open day, charity event, community project, team headshot session, PR shoot or behind-the-scenes content day.
Please adapt both templates to suit your own project, privacy policy and legal requirements.
What is a model release form?
A model release form is a document that records permission from someone who is being photographed or filmed.
You may also hear it called an image release form, photo consent form, photography consent form, media release form or image permission form.
The wording varies, but the purpose is usually the same: to make sure everyone understands how the photographs or film may be used.
This might include use on:
websites
social media
printed marketing
brochures
blogs
email newsletters
press releases
PR stories
advertising
publicity materials
It is much easier to collect permission before a shoot than to try to sort it out afterwards.
Independent Art Space hosting Berwick film society party.
Who is this free model release form for?
This free model release form template may be useful for:
photographers working with clients, models or families
small businesses arranging brand photography
organisations photographing staff, volunteers or participants
charities and community groups documenting projects or events
workshop leaders collecting permission from attendees
businesses collecting permission before a commercial photoshoot
agencies or marketing teams arranging photography or filming
parents or guardians giving permission for children to be photographed
It has been created as a simple starting point for UK photographers, small businesses and organisations.
Event Photography from the Berwick Film Societies party at Jackal
When might you need a model release form?
A signed model release form can be useful when a person will be clearly recognisable in photographs or film, especially if the images are going to be used for business, marketing, PR or promotional purposes.
For example, you may want to use one when photographing:
staff members for a business website
clients or customers for a case study
makers, artists or business owners
models for a brand campaign
speakers at an event
people taking part in workshops
volunteers or community project participants
children or families
people appearing in behind-the-scenes content
people featured in promotional films
For commercial photography projects, it is worth talking about image permission before the shoot, so everyone knows who is collecting the forms and where they will be stored.
Using photographs of children
Extra care should always be taken when photographing or filming children.
If a child is under 18, permission should usually be collected from a parent or legal guardian.
It is also important to think carefully about what information is shared alongside a child’s image. As a general rule, avoid publishing a child’s full name, school, address or other identifying details unless there is a clear reason and separate permission has been given.
Schools, clubs, charities, community groups and organisations should also follow their own safeguarding, privacy and data protection policies.
What is an event photography notice poster?
An event photography notice poster is a simple sign that tells people photography and/or filming will be taking place at an event.
The free poster included here can be printed and displayed somewhere visible, such as near the entrance, registration desk, reception area, cloakroom, bar, meeting room door or information point.
It lets guests, staff, volunteers or attendees know that images or film may be used in publicity materials, and that they should speak to the photographer or a member of staff if they do not want to be photographed or filmed.
Genni Poole From Berwick Film society outside Jackal Berwick-Upon-Tweed.
When should you use an event photography poster?
An event photography notice poster can be helpful for:
business events
workshops
open days
launches
networking events
exhibitions
charity events
community events
creative projects
public-facing events
behind-the-scenes content days
It is a simple way to make people aware that photography or filming is happening.
A poster does not replace a signed model release form where individual permission is needed, but it can be a useful extra step.
Exterior View of Independent Art Venue Jackal on Hide Hill Berwick Upon Tweed.
Model release form or event poster: which one do you need?
A signed model release form is usually better when you need clear permission from a named person, such as a model, staff member, client, parent, guardian, speaker or someone who will be featured prominently.
An event photography notice poster is more useful when photography or filming is taking place at a wider event and you want people attending to be aware of it.
In some situations, you may want to use both.
For example, at a business event you might display a photography notice poster at the venue, while also collecting signed model release forms from speakers, staff members, models, children or anyone who will be used more prominently in future marketing.
Who should collect the forms?
This depends on the project and should be agreed before the shoot.
If I am photographing my own clients for Pictorial Photography, I may collect the relevant permissions myself.
If a business, charity, organisation or agency has hired me to photograph their staff, clients, workshop attendees, volunteers, customers or event participants, they may need to collect and store their own model release forms.
For many commercial photography and event photography projects, the organisation arranging the shoot is best placed to collect permission from its own people. They know who is attending, who is taking part, and how their own privacy, safeguarding or data protection processes work.
The same applies to displaying an event photography notice poster. I can provide a printable poster, but the organisation running the event is responsible for making sure it is displayed clearly where people are likely to see it.How I use these templates with my own clients
I use model release forms and event photography notice posters regularly in my own work with business and event photography clients.
Sometimes I provide printed copies for clients before a shoot, especially if they are photographing staff, customers, volunteers, workshop attendees, speakers or members of the public.
However, if a business, charity, organisation or agency has hired me to photograph their event, staff, clients or participants, the responsibility for collecting completed model release forms usually sits with them.
They know who their staff, clients, guests or participants are, and they are usually best placed to collect and store the completed forms properly.
The same applies to event photography notice posters. I may provide a printable poster, but the organisation running the event is responsible for displaying it clearly at the venue.
Where I see a photography notice poster displayed at an event, I will often photograph it in place as a simple record that it was visible on the day.
This does not replace proper consent where individual permission is needed, but it is a useful bit of housekeeping and helps everyone stay clear about what has been communicated.
Thinking ahead before your photoshoot
Whether you are booking brand photography, team headshots, event photography, product photography with people, or behind-the-scenes film, it is worth thinking about image permission before the shoot day.
A few useful questions to ask are:
Who will be photographed or filmed?
Will children be involved?
Will staff, clients, customers or members of the public appear?
Where will the images be used?
Will they be used on social media, websites, PR, print or advertising?
Who is responsible for collecting permission?
Where will the completed forms be stored?
It does not need to be complicated, but it is one of those jobs that is much easier to deal with before everyone is standing in front of the camera.
A note about legal advice
These templates are provided as general starting points only.
They are not legal advice, and they should not be treated as a substitute for advice from a qualified legal professional.
I am a photographer based in the UK, not a solicitor. Different countries have different legal systems, and even within the UK, the right approach may depend on the type of project, who is being photographed, how the images will be used, and what privacy, safeguarding or data protection requirements apply.
If you use these templates, you are responsible for checking that they are suitable for your own business, organisation, project, privacy policy and legal requirements.
Pictorial Photography accepts no responsibility for how these templates are adapted, used or relied upon by others. If you are unsure whether either template is suitable for your situation, please seek independent legal advice before using it.
Download the free event photography poster
Keep scrolling if you’d like the model release form…
Planning a photoshoot for your business?
If you need natural, professional photographs for your website, social media or marketing, I offer brand photography, headshots, product photography, event photography and website content creation for small businesses.
I can also help you think through the practical details before the shoot, including who needs to be photographed, where the images will be used, and whether your business needs to collect model release forms from staff, clients or participants beforehand.
You may also find these pages useful:
Brand photography for small businesses
FAQs about model release forms and event photography notices
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This template has been written with UK photographers, small businesses and organisations in mind. However, it is not legal advice and should be adapted to suit your own project, privacy policy and legal requirements.
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The terms are often used in similar ways. “Model release form” is the more traditional photography term, especially for commercial use. “Image release form” is a softer, more general phrase that can feel clearer for staff, clients, families, workshop attendees and members of the public.
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If people are clearly recognisable and the images will be used for business marketing, websites, social media, PR, print or advertising, it is sensible to have clear written permission in place before the images are used.
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For children under 18, permission should usually be collected from a parent or legal guardian. Extra care should also be taken with how children’s images are stored, shared and published.
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Is an event photography notice enough?
An event photography notice can help make people aware that photography or filming is taking place, but it may not be enough in every situation.
For commercial use, children, private shoots, sensitive situations or people featured prominently, a signed model release form may also be needed.
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Display the poster somewhere people are likely to see it, such as near the entrance, registration desk, reception area, cloakroom, bar, event room door or information point.
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For commercial photography projects, the business or organisation arranging the shoot may need to collect permission from its own staff, clients, models, volunteers or participants. This should be agreed before the shoot so everyone knows who is responsible.
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A person may ask for future use of their image to stop. However, it may not always be possible to remove images that have already been printed, published, shared by third parties or used in completed materials. This is one reason why clear written permission at the start is helpful.
Download the Model Release here:
We’d love to hear from you! Let us know what you think below, did you use one or both of the templates or adapt them for your own use?