Hosting and coordinating special events for the public is obviously a big part of what we do. This isn’t the place to lay out everything you need to know. That would be impossible. But some forms and resources that pertain to almost all public outreach events are provided here.
Request for Certificate of Insurance (pdf) (proof of liability insurance may be requested by venue owners)
As of the Board of Directors meeting in October, 2015, our photo release policy has changed. Individuals and locales that appear in photos, videos or other recorded media taken in public places do not have an expectation of privacy. As long as those items are not used for commercial purposes (advertising, stock photo sales, etc), they do not require releases. That comprises essentially all of our photo- and videographic endeavors.
Though not required, it is the decision of the Board of Directors to provide clear notice if photographs, video, or audio recordings may be taken at an event that includes participation by members of the St Louis Section–ACS. The following wording should appear in all publications prior to the event, especially in any registration/reservation/RSVP announcements, and on signage at each public entrance to the event space:
Your (or your minor child’s) attendance at and participation in events and activities of the Saint Louis Section–American Chemical Society (STLACS) constitutes your permission for non-commercial use, without compensation and in perpetuity, of photographs, video, and audio recordings of you and/or your minor child in publications of the STLACS, including but not limited to website and newsletter reports of such events and activities.
If you are photographing a public STLACS event and intend to submit your photos, videos, or audio recordings for publication in the Chemical Bond or on the local section website, you are requested to “signpost” your submissions with a photo of the signage at the public entrance(s).
If you are a diehard release-seeker, nothing aforementioned prohibits you from obtaining releases at events where you participate (though it does send a mixed message for STLACS events in general). If you do decide to obtain releases, they would have to be produced upon lawful request, so please deliver them to the chair of the Publicity and Public Relations Committee no later than the board meeting following the event; keep a copy for your own files if you wish. Download a sample release (pdf, 43 kb). You can fill in the constant information about the event and the photographer. Then print it and take plenty of copies to the event with you.