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.
You can find these further down in this blog, 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?
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 would 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 have provide a printable poster in this blog , 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 can 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?
Studio vs On-Location Photography for Bands: Choosing the Right Style (and Why It Matters More Than You Think)
Case Study: The Blame - Berwick-upon-Tweed
Written By: Lucas Weightman - Digital Marketing & Photography Assistant, Northumberland
The Blame on location in Hareta Sushi, Berwick upon Tweed
Why Studio vs On-Location Photography Matters for Bands
Band photography is often the first visual introduction people have to your music. Before anyone hears a track, they may see your press image, album artwork, Spotify profile, Apple music, Amazon music or a social post promoting a gig. Those images communicate who you are, what you sound like, and what kind of experience you offer.
The Blame - Spotify
That’s why the decision between studio vs on-location photography matters more than many bands realise. It isn’t simply about where photos are taken, it’s about how your band wants to be perceived. Studio photography can feel bold, graphic and intentional. On-location photography can feel atmospheric, raw and rooted.
Neither approach is better than the other. The strongest band photography comes from choosing a style that aligns with your sound, your identity, and how you want to connect.
This blog explores studio vs on-location photography for bands, using a real case study from Berwick-upon-Tweed to show how different settings can create very different results, and how both can work beautifully.
One Band, Two Shoots, Two Very Different Vibes
When we photographed The Blame, a Berwick-upon-Tweed based band, we deliberately split the work across two sessions: one in the studio and one on location around town.
The contrast between the two approaches was immediate.
The studio photographs were vibrant, minimal and controlled. Every light, shadow and reflection was intentional, creating a clean, confident look that felt polished and deliberate. With no distractions in the background, the focus stayed firmly on the band and their presence.
The on-location images, by contrast, had a looseness and character that felt completely different. That unmistakable Berwick atmosphere added depth and context - things you simply can’t recreate indoors.
Interestingly, the band preferred the studio images. I was more drawn to the outdoor ones. And that highlights an important point, there is no right or wrong choice. The best approach depends entirely on your band’s identity and how you want to be seen.
Studio Photography: Clean, Controlled, Consistent
Studio band photography offers complete control over the environment. Nothing is left to chance, from lighting and colour to background and framing.
This level of control makes studio photography a strong choice for bands who want clarity, consistency and a bold visual statement.
The Blame in our photography studio - hot pink!
Studio photography work particularly well for:
Bands creating album artwork or press imagery
Musicians wanting a strong, graphic visual identity
Projects that need consistency across campaigns and releases
Pros
Clean, distraction-free backgrounds
Precise, repeatable lighting
Easy to match images across platforms and future shoots
Cons
Less environmental storytelling
Can feel formal if styling and direction aren’t carefully considered
It’s worth noting that studio photography doesn’t have to mean neutral or safe. For The Blame, a studio shoot using a bold hot-pink background created a striking, contemporary look that suited their energy. The studio simply becomes a blank canvas and shows expression and character, depending on how it’s used.
On-Location Photography: Real, Atmospheric, Story-Driven
On-location band photography brings context into the frame. Rather than removing the environment, it allows the setting to become part of the story.
Blame Band outside a commercial unit in Berwick
For The Blame, shooting outdoors introduced texture, scale and a sense of place. The images felt more spontaneous and grounded less about perfection, more about presence. Weather, light and surroundings all played a role in shaping the final photographs.
On-location photography is ideal for:
Bands wanting a strong sense of identity or place
Artists with a raw, narrative or expressive sound
Projects where atmosphere matters as much as polish
Pros
Ambient light, texture and depth
Unique, character-filled backdrops
Strong emotional connection for the viewer
Cons
Weather and light are unpredictable (it was super cold that evening!)
More planning required for timing and logistics
While on-location photography can feel less controlled, that unpredictability is often what gives the images their edge.
Another band: Muzzle on location in Berwick
How Bands Use Studio and On-Location Photography Differently
Understanding how images will be used can help guide the choice between studio vs on-location photography.
Studio images are often well-suited to:
Press kits and media submissions
Album or single artwork
Website headers and profile images
Promotional materials needing a clean, professional look
On-location images often shine when used for:
Social media content (check out the Blame’s insta page here)
Editorial features and interviews
Gig promotion and posters
Story-led branding and visual storytelling
Many bands find that combining both approaches gives them the most flexibility. A mix of studio and on-location photography creates a varied image library that can be used across multiple platforms without feeling repetitive.
I.O.D. gig photography (on location)
So… Which Should You Choose?
If you value consistency, control and a polished finish, studio photography may be the right fit.
If you’re drawn to emotion, movement and storytelling, on-location photography can bring your visuals to life.
Or, like The Blame, you may decide to do both. Combining studio and on-location images gives you the best of both worlds: a versatile set of photos that work across social media, press features, artwork and promotion.
After the Shoot: Using Your Band Photography Properly
Once the shoot is complete, how you use your images is just as important as how they were created.
After band photoshoots, images are delivered via a private online gallery, allowing bands to easily view, download and organise their photographs for different uses.
High-Resolution vs Web-Resolution Images - What’s the Difference?
High-resolution images are designed for print use, where image quality and detail matter most. These are the files you would supply to:
Magazines and newspapers
CD and vinyl artwork
Posters and physical promotional materials
Web-resolution images are optimised for digital platforms. They load quickly and display correctly online, making them ideal for:
Music blogs and online features
Band websites
Streaming platforms such as Spotify
Social media platforms like Instagram and Facebook
Which Images Should Your Band Use - and When?
If your band is featured in a magazine or printed publication, always supply high resolution images.
For online features, websites and social media, web-resolution images are usually preferred. Using the correct version ensures your images look professional wherever they appear and prevents issues with image quality or loading speed.
Thinking About a Brand or Band Photoshoot?
The most successful band photoshoots aren’t about choosing the “right” location, they’re about choosing what aligns with your sound, personality and visual identity (brand).
Whether working in the studio or out in Northumberland’s changing light, thoughtful planning ensures your images feel considered, confident and true to you.
Explore Brand Photography Options → click here
Book a Chat with Sarah → here
Creating Lasting Family Memories: A Day on the Farm with Rachel's Gift Voucher
In the fast-paced world we live in, cherishing family moments and creating lasting memories is so important. When Rachel gifted her mother, Alison, a special voucher for a photo shoot, little did she know that it would lead to a delightful gathering of three generations at their farm.
Rachel wanted to give her mum something truly meaningful for her milestone birthday. After careful consideration, she decided on a gift voucher for a professional photo shoot. Rachel envisioned capturing not just her family, but also the love and joy they share. The voucher would allow Alison to create cherished memories and display wall art of their beautiful family.
The farm provided the perfect setting for the photo shoot, adding a touch of natural beauty and meaning to the occasion. Amidst the rolling hills and greenery, the family came together to celebrate their connections. Alison's two children, along with their partners, their four beautiful grandchildren, their pet dogs, and even their horse all took part.
Rachel's gift voucher turned a simple idea into a treasured family experience. The gift of a photo shoot became a priceless treasure, encapsulating the beauty of family in all its joy.
“Thanks so much for sending these through, they are fantastic! Mum & Dad are so pleased with them, a perfect present. They perfectly capture our family.
Thanks again.”
“We are delighted with the photographs! You have given us a very precious collection of images of our family at this moment in time which we will treasure for years to come.
Particular favourites are some of the individual ones of the children, the 4 children together, the ones on the bridge and Billy and I in the garden.
Thank You and Best Wishes”
Winter Family Session at Home on the Farm
Winter Family Session at Home on the Farm
It’s not easy photographing a family with a new baby who’s under the weather and with two little ones running around; gee whizz that boy can run!
So Carly and I decided that this would be a very quick session at their farmhouse. Luckily Carly had purchased some gorgeous outfits for them all to wear over the festive period and she had followed my ‘what to wear’ email! No clothing changes were needed when I got there which really helped everyone stay camera ready.
Carly needed just a couple of nice family photographs to send to extended family over Christmas.
Grandpa had specially requested a family photograph for his Christmas gift. It was the only present he wanted; no pressure then! They live in the old family home so hopefully using the front door would mean something extra special to him.
We were running very close to the Christmas print deadlines, so we decided it would be much easier to make an online gallery for Carly to order from. Having to arrange childcare and coming into the studio for a ‘view and choose’ session would have been difficult at such a busy time of year and would have made the process of getting prints take longer.
The online gallery option is available on request. Web galleries are usually used by customers who live far away from Berwick or have family further afield or for people who have portraits taken when they are holidaying in the area and head home before I have had time to process the photographs for viewing.
Written by Sarah
Birthday Celebration: A Wee Family Photo Shoot in the Scottish Borders
The Dodds Family from Ireland came over to Allanton in the Borders for a lovely wee relaxing break. Martin got in touch a few months before to arrange a family photo session at the holiday cottage as part of his wife’s birthday celebrations.
“Our decision to use Sarah from Pictorial Photography proved to be an excellent choice - we were holidaying near Berwick upon Tweed when we wanted our family photoshoot and booking the photo session was very easy, it involved just a phone call.
I was especially pleased that Sarah was able to take the photographs at our holiday cottage which meant that we were all much more relaxed. There were eight adults in our family group and we all enjoyed the experience.
I was delighted by with the final results and the quality of the photographs themselves. I will treasure these memories of a happy family occasion for a long time.
”
Beautifully Styled Family Photo Session at Home, Park, and Beach
Lisa chose 3 locations for her beautiful family to have their photography session. We started in the garden at the family home so to include the gorgeous dog, then we went inside for a few shots. Next, we headed to a local park which was down by the stream and we ended the day at Coldingham beach. It was a good idea to end there because of all the sand!
After looking through our What To Wear guide, Lisa had 3 outfit ideas picked out. I helped her match them up with the locations before we set off. I would usually advise against 3 changes as little ones can become impatient but these two little girls were absolute troopers.
Even though it was a really misty weekend (like pea soup), I think my favourite shots were taken at the beach at the end of the day!
Which kind of location would you choose for your own family session?
Let me know by email where you would go; town, your home, the garden, a river or stream, the park, beach, the woods or somewhere else!?
Sunshine and Rainbows - Family Session on Cocklawburn Beach
Mary's family gathered for a photoshoot on Cocklawburn Beach in Northumberland just before and during golden hour. The setting sun casts a warm and radiant glow, and the North Sea provides an aesthetically pleasing backdrop. It’s a great time for a family shoot.
I love that Mary's parents are standing proudly together, expressing their love and wisdom. The gentle breeze adds a touch of natural movement to the scene and the light along, with the people, brings the magic.
Princesses For a Day: Sarah and Emily, Winners of 'Cash for Kids' Auction Prize
It’s every little girl’s dream to be a princess and for Sarah and Emily Macleod (aged 5 and 3) it became a reality last week when they were treated like royalty at Wedderburn Castle. A day of pampering and being treated like a princess was their prize in the Radio Borders Cash for Kids charity auction. The winning bidder was their dad Ross, who bought it for his 5-year-old daughter Sarah.
Radio Borders Cash for Kids manager, Candy Rafferty, said: “One of the radio presenters happened to know Ross and told me that he had two daughters and tragically his wife had died, so they didn’t have a mum. I phoned the owners of Wedderburn who immediately said they would be very happy to have an extra princess. I phoned the dressmaker who immediately said she would design two dresses. I phoned the hairdresser and it was the same.
“It’s just such a lovely example of the generosity of Borders people, and as the charity manager at Radio borders Cash for Kids, I am blown away by it every single day.”
On arriving at the castle for a day, Sarah and Emily were greeted in regal style and escorted to the Wedderburn’s grandest chamber, where they had their hair styled and were fitted out with tiaras and princess outfits from ‘A Perfect Fit’ in Coldstream.
Attending the princesses were Brian Rafferty, Royal Warrant holder and hairdresser to HRH the Queen when she is in Scotland, and a dressmaker, lady-in-waiting, and courtiers from Radio Borders and Wedderburn Castle.
Amongst the princesses’ royal duties was the official opening of Wedderburn Barns, a new rustic party and wedding venue in the former Georgian stables at Wedderburn Castle. The princesses cut the ribbon on the barns, toured the premises and had official photographs taken at the castle and barns by Pictorial Photography.
Other official engagements included sealing documents and letters at the grand dining room table at Wedderburn and inspecting the castle and grounds to ensure that all is in order. Lunch for the princesses included a selection of special cupcakes designed especially for the day by Borders Cakes and Cupcakes.
A horse-drawn carriage ride around the ground of the castle finished off their day, courtesy of the Cornhill Carriage Company. Then after spending the day being treated like royalty in the castle, it was back to reality for the two girls.
Cash for Kids is the official charity of Radio Borders and provides a helping hand to children around the Scottish Borders and North Northumberland. They are currently running their Christmas Mission to help the thousands of children in poverty who would otherwise wake up to a Christmas without presents this year. They’re asking you to buy just one extra present this year - new and unwrapped gifts suitable for children and young people or make a cash donation online, in person or over the phone.
Read more at: http://www.berwickshirenews.co.uk/news/the-cash-for-kids-charity-1-3197082