Events & occasions
Separate taking a guest portrait from reusing it later
Explain capture, printing and later publicity as distinct choices.
A guest may want a portrait for themselves without agreeing to a public post. Write the event flow so taking a booth picture, receiving a print and reusing an image later are clearly separate decisions; this guide is an operational checklist, not legal advice.
Map each use
List what happens to the image: live preview, guest print, private delivery, event gallery and publicity. Remove uses that are not necessary. Ask the organiser which roles can access each copy and when temporary files will be cleared.
Evidence: Institutional consent example
Explain at the booth
Use a short sign with plain language and one action per choice. Make declining publicity compatible with receiving a personal print. If a guest wants to ask a question, provide a named contact rather than making a public announcement about their decision.
Evidence: Government accessibility guidance
Check the handoff
Before the event, ask a helper to explain the choices back in their own words. If they cannot distinguish a private keepsake from a public use, rewrite the notice. Keep the event’s approved consent process with the organiser and follow their retention instructions.
Evidence: Institutional consent example
Sources & further reading
Sources for the specific facts and product descriptions above. Our worked examples, interpretations and practical suggestions are original editorial guidance.
- National Galleries of Scotland — Example photo consent formInstitutional consent example
- GOV.UK — Using a range of communication channels to reach disabled peopleGovernment accessibility guidance