Contracting Photography & Usage Rights Resources
Below are documents VTC uses when contracting and sharing digital assets. We encourage partners to utilize similar language in their own image licensing and sharing processes.
All of these documents have been reviewed and approved by the VA Attorney General’s office for VTC’s use. If you’d like to copy the language and adapt it for your locality, feel secure in doing so.
If you have any questions regarding the forms below, please reach out to Hannah Armstrong at harmstrong@virginia.org.
Request for Use of Photography & Video Form + Usage Agreement for Photography & Video Form
- When the media or entities outside state or local tourism offices would like to request the use of photography and/or video footage from us, we ask that they complete these two forms. One form serves as a formal request with a description of the assets they would like to use, where the assets would be used, how long they would be used, etc. The other form serves as the terms and conditions for usage and requires a signature.
Model Release Form (For PDF version click here.)
- Models sign this form on the day of a photo shoot. Models under the age of 18 require a parent or legal guardian to sign for them.
Photographer Release Form (For PDF version click here.)
- A photographer (or the copyright owner) signs this form when giving us permission to use their photos and/or video footage in our marketing. A detailed description of the images and/or video being shared is required.
Photo & Video Licensing Terms & Conditions
- We use these terms and conditions when licensing a photo and/or video that has previously been created (as opposed to hiring a photographer to produce a photo shoot).
Creative Brief with Terms & Conditions
- We use this document when hiring a photographer to produce a photo shoot. It includes a shot list, details on location, time of day, models, appropriate contacts, photo and video specifications, number of assets to be delivered, due date, delivery method, and terms & conditions.
- We use this form when sharing images and video with industry partners. It details who is being given permission to use what assets and how those assets may be used.
- We post this document at entrances to businesses or private events at which we have received permission to capture photos and video. Document the posting of this sign(s) with photos on the day of the shoot.
- This document is used when hiring writers and bloggers to write guest posts for Virginia Tourism, either to go on our websites or to be shared on the writer’s websites. The brief is filled out by our staff to outline writing requirements, including a brief description of the project, delivery dates, content requirements, and social media requirements, if applicable.