Crowd Release Update in Splash
Update: June 18, 2024
The Digital Content Team has been working with General Counsel to finesse the protocols around obtaining Crowd Releases at our large events and gatherings.
You can expect a broader set of guidelines from Marketing & Communication to come by email in summer of 2024. For now, the University Initiatives Marketing Team has included the following required checkbox on all RSVP forms in Splash:
"By checking this box, you acknowledge that The New School may be taking photos/video of participants at this event which could be used in advertising and other promotional materials, whether in print, electronic, or other media."
This required question will be locked on all RSVP forms which means that you will not be able to edit it without assistance from Jen. The disclaimer is written in such a manner that allows for flexibility if an event will not be recorded. If you would still like the checkbox to be removed from your RSVP form, please send an email to Jen with the event title.
Because it is a required question, this may result in attendees contacting event coordinators, indicating that they would like to attend the event but do not wish to be recorded. General Counsel has not provided guidance on how event coordinators are to manage this type of situation. The Digital Content Team's suggestion is to ask the attendee to approach event staff during check-in, prior to the start of the event, who will find a suitable place for them to sit (perhaps in the front but to the side) so photography/videography can still happen but there is little risk of the edges of a room being captured. It will also be important to let the photographer/videographer know to avoid that area of the room.
NOTE: This question only appears on RSVP forms, NOT on Ticket Order forms (we’re working with Splash to address this). Please remember to add the *required “checkbox” question manually by copying the prompt text above.
Lastly, if you will be recording an event and the audience, please print out and prominently display copies of the Crowd Release (See the "Release Forms" section in M&C's Tools & Training site).
If you have questions regarding this workflow, please contact Paola Piers-Torres and Jennifer Lim.