Photography and Video Policy

1. Purpose and scope

This policy is designed to empower and encourage all club members to share photos and video from Caving Crew events.

This policy covers all attendees of all Caving Crew organised events.

2. Principles

Taking and sharing photos and videos is a great way for The Caving Crew to interact with members, document successes
and celebrate good news stories. The Caving Crew has a growing following across social media on Facebook and
Instagram, and our social media community continues to expand.

With that in mind, it is important to remember the potential audience when taking and sharing photos. Once a photo or
video has been shared, even within a private group, it is out there in the public domain, and not something that can
ever be fully deleted or recalled.

Unfortunately, there are people out there who will use photos and videos for negative purposes; bullying, grooming,
locating, and trolling can all start with a misjudged photo.

Photographers should do all they can to ensure footage does not have a negative impact on the people in the photos.

Volunteer event reporters and photographers of all abilities and with whatever equipment they have at their disposal
are invited to take pictures at our events and we ask that they respect this Policy.

3. The Policy

Guiding principles

• Images that are published or shared should positively reflect people’s involvement in The Caving Crew.
• It is not possible for individuals to opt-out of being photographed or filmed at a Caving Crew event. Therefore all
  our website events state that photographing or filming is likely to take place. If an event team know in advance
  that additional photography or filming is going to take place they should alert people to this beforehand via social
  media and the event website, and announce it where possible.
• If you are particularly uncomfortable being in event photos, feel free to let the organisers (and any chat groups)
  know via the sign up form and in person. We cannot guarantee you will not be in any photos, but the organisers will
  do what they can to try to avoid you being heavily featured.
• Photographs should ideally represent a broad range of people involved.
• Individuals should only be identified if they are happy for that to happen.
• Only use images of people in suitable clothing and do not take any photos or video of people getting changed.
• Be particularly sensitive at events where alcohol may be involved, and err on the side of caution when publishing
  photos from such social occasions.
• You should not put anyone else at greater risk or in danger by the act of taking photos. If you are on a rope,
  ladder, or in a challenging position underground, your equipment and camera should be securely attached. If an
  emergency occurs, you must not impede any important activity.
• Be mindful of flash photography underground – warn others before using flash, particularly in confined spaces or
  near those on pitches or in technical sections.

Disputes

If an individual asks for any published image to be removed, it should be done without question at the earliest
opportunity.

Crew Events

At times, Caving Crew events will have a volunteer Photographer or “Trip Reporter” in attendance. This is someone who
is taking photographs and/or videos for inclusion in Caving Crew communication and social media channels.

We do not support photographers charging individuals for event photography at Caving Crew events.

We do not publish photos with additional watermarks, graphics, or other branding other than The Caving Crew logo.

Volunteer photographers grant The Caving Crew an exclusive irrevocable licence to reproduce photographs and video
footage taken at Caving Crew events and to use those photographs and videos and copies of them without charge in
Caving Crew communications, on Caving Crew social media channels and in advertising or promotional material related to
The Caving Crew.

Drones

It is the Drone Pilot’s responsibility to use the drone legally, with landowner permission where required.

Drones may be useful for capturing footage around cave entrances, hut weekends, and surface activities. Be respectful
when using drones at outdoor events, and sensible to seek permission not only from the Trip Leader, but also from
anyone in the vicinity who may be affected.

Drones are not permitted at indoor training venues without express permission from the venue and event director.

Cave Photography Considerations

• Be aware that photography underground can slow the group down – coordinate with your trip leader to ensure it does
  not compromise the trip schedule or group safety.
• Respect conservation – do not damage formations or disturb cave environments for the sake of a photograph.
• When photographing ropework, be mindful to show best practice as nuance and context is hard to communicate with
  photos.
• If photography is a primary focus of a trip, this should be communicated to all participants in advance so
  expectations are clear.
• Some underground have particularly sensitive access – where public media could hurt access. Try to set exemplary
  best practice and err on the side of caution.

Under 18s

Where children are included in images, their name should not be used.

Please do not use images of children in school uniform, or any other items of clothing that could identify where they
live.

In general, it’s best to avoid sharing photos of u18s on public social media unless you’re certain their parents are
ok with it.