Nonprofit Digital Communications

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For those doing digital strategy work, including written or multimedia content for nonprofit websites, social media, and e-newsletters. This group is for those digital communications folks who create written or multimedia content for websites, social media, and e-newsletters for nonprofits. Members will discuss topics such as social media trends, digital analytics, developing content, storytelling, planning and resources, content strategy, and more.

Recommendations of notifying conference attendees of video recording or streaming?

  • 1.  Recommendations of notifying conference attendees of video recording or streaming?

    Posted Feb 22, 2019 16:06
    Does anyone have recommendations or best practices for when and how to notify conference or event attendees for when video streaming/recording or photos are being taken? Postering? Emails? Clear language to use? Many thanks!

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    Erin Gamble
    Online Communications Officer
    World Bank
    Washington, DC
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 2.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Feb 27, 2019 12:32
    This is an interesting question. I assume you're just wanting to protect your attendees' privacy, right?
    Conferences I've attended before have let us know ahead of time that the session is being recorded or webcast - either in the registration confirmation email or on their website -, and then the person introducing the first speaker has also mentioned the recording.
    @Andrea Post, I know you're probably up to your eyeballs in NTC details, but can you provide any insight? ​

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    Kara Potter
    Missouri State Teachers Association
    Columbia, MO
    Community Organizer, NTEN Digital Communications Group
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 3.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Feb 27, 2019 12:55
    Thanks, Kara! Yes, the desire is to make them aware of the streaming/recording and allow for participants to protect their privacy (if that's desired) to the extent possible at an event open to external attendees. Many thanks for your recommendations!

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    Erin Gamble
    Online Communications Officer
    World Bank
    Washington, DC
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 4.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Feb 27, 2019 12:42
    My office posts a variation of the following text as a big sign at our welcome desk.

    Please be advised that by entering these premises your photograph or image may be taken in connection with the <event>.

    As such, you agree to relinquish any reasonable expectation of privacy and understand that the use of your image does not violate any right of privacy, law, regulation, or agreement. Moreover, you hereby grant permission to the <company> and its representatives to use, or authorize others to use, any photograph, motion picture, image, recording, or other record of your participation in activities in connection with the
    <event>, in whole or in part, throughout the universe in perpetuity, in all media and means, now known or hereafter developed or discovered, solely for promotional and related purposes.

    To opt-out, please see <staff>.

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    Greg Galloway (he/him)
    White Plains, NY
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 5.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Feb 27, 2019 12:56
    Super helpful! Many thanks for the recommendations!

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    Erin Gamble
    Online Communications Officer
    World Bank
    Washington, DC
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 6.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Mar 30, 2019 13:46
    Firstly, it's great that you're trying to improve your organization's practice, @Erin Gamble.

    Worried about same and with a sensitive community, we got some advice from a lawyer. His takeaways were:
    1. Signage is a good start. It should be unmissable.
    2. Ideally, you'll want something you can hand to the person, like writing the disclaimer on the back of the ticket. This proves that attendees have had the opportunity to see it.
    3. Opt-out systems like special lanyards for folks who don't want their picture taken give your community false promise and are legally grey.
    Hope it helps!

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    Lyndal Frazier-Cairns (pronouns: she/her)
    No Pants Consulting | Digital marketing for nonprofits and small business
    http://www.nopants.me
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 7.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Mar 31, 2019 15:54
    Thank you so much, @Lyndal Frazier-Cairns! This is super helpful. ​Really appreciate your recommendations.

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    Erin Gamble
    Online Communications Officer
    World Bank
    Washington, DC
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 8.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Apr 01, 2019 09:57

    Hi Erin,

    One org I worked for would put the following text at the bottom of email invitations:

    Individuals attending [Organization name] events may be audiotaped, videotaped, or photographed during the course of this event, and by attending grant permission for their likenesses and the content of their comments, if any, to be broadcast, webcast, published, or otherwise reported or recorded.

    You could consider adding the text along w/a required 'I have been informed and give consent' checkbox on your event registration form.

    Best of luck!
    Mandy




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    Mandy Rodrigues
    Web Specialist
    Learning Policy Institute
    Palo Alto, CA
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 9.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Apr 02, 2019 20:20
    Thank you, @Mandy Rodrigues! I like the ideas you shared. I also like how clear the language is. Thanks so much for sharing!​

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    Erin Gamble
    Online Communications Officer
    World Bank
    Washington, DC
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline


  • 10.  RE: Recommendations of notifying conference attendees of video recording or streaming?

    Posted Apr 03, 2019 12:49
    You bet, @Erin Gamble! LMK if you need to talk to a lawyer and I'll dig out the contact details. Best of luck!

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    Lyndal Frazier-Cairns (pronouns: she/her)
    No Pants Consulting | Digital marketing for nonprofits and small business
    http://www.nopants.me
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    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline