Virginia Tourism would love to use your images and/or b-roll clips in our marketing efforts! Not only does it help us to diversify our content, but it helps to put your locality, attraction, or business in front of potential travelers. Below, we describe how to share assets with VTC and answer some frequently asked questions.
BEFORE WE GET STARTED
Here is a quick refresher on copyright. Understanding how it works is paramount to legally utilizing images in your marketing and safely sharing with VTC.
Copyright is the exclusive legal right given to a creator to print, publish, record, or film materials. The copyright owner may also authorize this permission to others in the form of a written agreement. This is where licensing photos and video and producing photo shoots come in.
Copyright infringement occurs when someone uses works protected by copyright law without permission for usage from the copyright owner or legally appointed assignees (someone to whom property has been transferred).
HOW TO SHARE IMAGES WITH VTC:
STEP ONE: Images and/or b-roll need to be released to VTC before we are able to use them in our marketing. This can happen in one of two ways:
- The photographer (copyright owner) can complete our Photo & Video Release Form, including a description of the images being shared, their location(s), and the appropriate photo credit.
- If you have licensed images and/or video from a photographer, you cannot sign the form on behalf of him/her. While you may have the legal right to publish those assets, that right does not extend to other entities (unless otherwise expressed).
- If you are sharing images from more than one photographer, each photographer needs to fill out this form.
- If you have a licensing contract with a photographer that explicitly gives you the ability to transfer usage rights to other entities, like VTC, you can sign the Photo & Video Release Form.
- We would also need you to share this contract with us.
- If you don’t already include language giving you the ability to transfer usage rights to partners, we highly recommend doing so. It’s a great way to maximize your marketing dollars, and is a practice we have been implementing for years. If you would like to see the language we use, check out our Licensing Terms & Conditions document, paying special attention to section 3.
STEP TWO: If an image includes a person with an identifiable face, a signed model release must also be submitted to VTC. Things to note:
- Typically, this form is signed on the day of a photo shoot, however it can be retroactively signed.
- Models under the age of 18 must have a parent or legal guardian sign on their behalf.
- Here is VTC’s Model Release Form.
STEP THREE: Collect images and/or b-roll to share with VTC. Quality requirements:
- Images should be as high a resolution as possible and be JPG or TIFF format. Refrain from sharing images sized for web use unless you have nothing else.
- Video clips should be at least 1920 x 1080 (16:9) or larger (4K).
STEP FOUR: Upload your images and/or b-roll along with the appropriate model releases to Hannah Armstong here.
- Please include a message with your assets detailing who you are, the appropriate locations and subject matter for the assets, who captured the photos or video, and if we should be expecting a signed photographer release form.
FAQ:
Where could the shared images and b-roll clips be used?
- Images and/or b-roll could find potential use on our website, on our blog, in our annual Virginia Travel Guide, in print, and online. We also share images with the media when they are writing stories to help promote travel to and within the state.
Do you give the photographer credit?
- We give photo credit whenever possible, however sometimes we are unable to do so (like when an image is integrated into a web design).
- When sharing assets with the media, we request that they give photo credit.
Do you credit the attraction, business, or locality?
- We credit the attraction, business, and locality whenever possible, however sometimes we are unable to do so. We want potential visitors to know what they are seeing in our marketing, and, as a result, feel inspired to plan a vacation. Therefore, it’s in our best interested to name a location whenever possible.
Have an unanswered question?
- Please contact Hannah Armstrong at harmstrong@virginia.org.