Active Surrey photography policy (Jan 2023)

Active Surrey understands the importance of being able to share the successes of participants and spectators at events, especially when the participants are children taking part in a special event or activity. It is also important that children are able to celebrate their achievements. 

However, with this there come risks to make you aware of which apply irrespective of whether it’s a teammate, parent, other spectator or other ‘official’ body shooting footage: 

  • direct and indirect risks to children when images are shared alongside personal information (which may be used to identify them) 

  • inappropriate images of children 

  • inappropriate use, adaptation or copying of images 

To help combat these risks Active Surrey has taken the following precautions: 

  • where adults are the main subject of an image, we ask for their or their carer’s consent – usually via a standard form or by email / online confirmation 

  • we ask for confirmation of parental/guardian consent for any images of children, typically  via the school or the event registration process 

  • we will only use images where children can be identified with consent, for promotional and organisational purposes 

  • we will brief any invited press or professional photographers who may be at the event 

  • we will not allow photographers unsupervised access to lone children or vulnerable adults 

  • we will provide yellow wristbands/tape/stickers or similar markers to those who cannot be photographed/videoed at face to face events and may challenge spectators photographing participants who are wearing these markers. 


In addition, Active Surrey asks everybody to adhere to the following photography guidelines (this applies to schools, participants and all spectators regardless of whether you are using a phone, camera or other mobile device): 

  • ensure anyone in your care for whom there is no photography/video permission, is wearing a yellow wristband/tape or similar, designated marker 

  • do not take any images of children or adults with a yellow wristband or other agreed marker 

  • ensure all images and any online descriptions or comments are appropriate and respectful to those in the image 

  • ensure you have consulted anyone identifiable about the use of their image in any shot you take and have obtained permission to use the image – particularly where children are featured 

  • do not use names in image captions – again, this is particularly important for children 

  • do not share on social media or tag other people unless you are satisfied that you have all necessary permission 

Photography and video recording taken by Active Surrey or by an organisation on behalf of Active Surrey will be used for promotional materials via social media, brochures, website, newspapers/magazines etc. 

Above all, if any participants, parents, volunteers, or others involved in an event have ANY concerns relating to images or their use please contact our Active Surrey safeguarding officer: Wendy Newton on 07972 211989. If unavailable, contact Laura White on 07973 975494. 

This policy forms part of our safeguarding measures. For more information about Active Surrey guidelines on Safeguarding and Child Welfare please see the following link (if you are reviewing this policy as part of an event registration process right click on the following link and open in a new tab to avoid losing your responses so far) :