Release:
By participating in Canada Zouk Congress, you agree that your face or likeness may appear in:
- Official CZC photography or videography; or
- on The Dancing Grapevine blog.
Your image may be used for:
- Promotion, marketing, print or digital materials, or in any other medium (for example, on CZC websites or other sites that promote or mention CZC, or in the creation of online albums for the event.)
- Articles published on The Dancing Grapevine blog.
You consent to being photographed or videoed by CZC media team members while in any event spaces, including the event hotel, event venues, after party and pre-party venues (for example, Niagara Falls), whether indoor or outdoor (for example, in venue/hotel parking lots or in venue common areas).
You hold no rights to any photographs, videos, or any other representations of you produced by the media team of CZC, its employees, volunteers, affiliates, or participants. You may use the photographs for which CZC holds the rights for personal use provided you comply with any directions for use set out by CZC or the photographer/videographer. If you plan to use the image or video for self-promotion or commercial purposes, you must obtain permission from CZC and (when applicable), the photographer/videographer.
Asking for an image or video removal:
If you are identifiable in a photo or video used, you may request The Dancing Grapevine remove an image you don’t like, or if there is a specific article you would prefer not to be associated with. The Dancing Grapevine will change the photograph within 48 hours of acknowledging the request. If you are identifiable in a photo or video used, you may request CZC to not use a specific image of you.
CZC will remove any image from online albums that you are not comfortable with within 48 hours of the request. However, in cases where the photo has been printed onto event promotional materials (for example, posters or banners) or is part of an event digital poster, graphic, or other design (for example, website or Facebook banners), CZC may decide to continue using the image. We will continue to use the image only when it is not feasible (in CZC’s sole discretion) to change the image. For example, if an image is printed, it may not be financially feasible to re-print, and the amount of work needed to create a banner may be too great to remake one.
When you can take your own amateur videos/photos:
You can take pictures or videos of shows, competitions, and social dancing, with the exception of Cirque du Zouk or any other components where the subject or event specifically requests no videos or photos be taken, for non-commercial use and using an unaltered phone without flash or supplementary lighting. For example, a specific group may request no one take videos of a performance.
You are not permitted to take photographs or videos of individuals not related to the event, for example, other attendees or employees of the Japanese Canadian Cultural Centre or Don Valley Hotel and Suites without their express verbal or written permission.
CZC will seek permission prior to posting or using any privately acquired photographs or videos in marketing materials, but retains the right to re-share or embed any photographs or videos publicly posted on social media without specific consent.
Non-Main Ballroom Videography
Social dancing videography, whether amateur or professional, of a specific couple (or couples) is only permitted in the main ballroom and before 3am. This allows people who wish to connect without media presence to dance and connect without worry. General pan-views of the space without a specific subject is allowed at any time, provided it does not use flash or additional lighting and is done in an unobtrusive manner.
CZC may make exceptions for official media staff.
Flashes, Lights, and Purpose-Built Cameras
As social media has grown in popularity, it is increasingly common that individuals are maintaining social media channels as amateurs while shooting with flash, lighting, or purpose-built cameras. This can be disruptive to the social dance experience, particularly when these activities are done without consent.
CZC does not permit amateur videography or photography that interferes with the reasonable enjoyment of participants. This means that you must not use flash, external or internal lighting, or purpose-built cameras during social dancing.
You are permitted to use a purpose-built camera for recording demonstrations, shows, and Jack and Jill competitions (with consent), provided that you do not interfere with official media crew or the audience’s experience. External lighting and other accessories are not permitted without prior consent.
Consent Rules:
Remember that not everyone likes having photos or videos taken and/or posted. Some people may also be uncomfortable voicing that they do not like being filmed or do not want to appear online in the moment. The absence of a “no” is not consent to appear in videos, photography, or on social media as a primary subject.
You are responsible for ensuring that the subject of your non-official video or photo consents to appear. For example, you should ask dancers prior to (or, when appropriate, immediately after) filming social dancing if they consent to having the video or photo posted. You must not post photos or videos without the consent of the subject. Being willing to take down a video or photo is not a substitute for consent. If any person requests you remove a photograph or video of them, you must do so as soon as possible.
You should only film portions of workshops with the consent of the instructor. Most instructors will provide a recap at the end of the class for filming. Please be aware that workshops and teaching are how professionals make their living, and this is not a free online class. It is a class for CZC attendees who are seeking to learn. Any videos where instruction takes place must not be posted publicly online or otherwise shared with a network of dancers, and must be used in accordance with Fair Use legislation. This means you can do things like share it privately with a practice partner, but not post online for your whole community to learn from.
Commercial Videography/Photography
If you plan to make money from photography or videography services at CZC, you must follow the following rules:
- You must purchase a vendor space from CZC, or be in a formal Media Agreement with CZC
- You must have liability insurance, and provide a copy of said insurance to CZC if you are not an employee or contractor of the event
- You may only video or photograph those who have contracted you for your services, or have otherwise consented.
If you take photography and/or videography for commercial use without the advanced consent of CZC in writing, you will provide a copy of all materials free of charge upon request and will permit CZC to use or provide those videos or photos to the subjects free of charge, or include them in any and all marketing activities for CZC, and will destroy remaining copies if directed to do so by CZC.
Accessories, Flash, and Lighting
CZC does not permit vendor videography or photography that interferes with the reasonable enjoyment of participants. This means that you must not use flash, external or internal lighting, or other disruptive accessories during social dancing without prior approval from CZC. You are also responsible for ensuring you do not disrupt competitions, shows, or other social dancing parties during your videography. CZC reserves the right to ask you to stop if you are, in our sole opinion, interfering with the reasonable enjoyment of participants.
Hours of Filming
Vendor photography/videography of social dancing is limited to the main ballroom. Additional social dance rooms are a “dark zone” with lower lighting stimulation and an absence of media presence.
CZC has dark hours where no media is permitted. Vendors are expected to abide by this policy as well.
Rationale:
Vendor Fee: CZC is offering a platform for dancers around the world to come and enjoy. Freelance Videographers and Photographers, like any vendor, are providing a service for their own financial gain and are therefore considered vendors that are leveraging the CZC platform for professional purposes. Therefore, they are subject to the same vendor rules as an other CZC vendor.
Insurance: We require liability insurance because our venue requires liability insurance for all vendors at CZC. The only commercial media personnel exempt from this are our staff and contractors in a formal agreement, which are covered by our event’s liability insurance. This is non-negotiable.
Consent: We require the consent of subjects because non-event videographers and photographers are not covered by our Photography & Videography Release for event media. This means that whatever commercial activities you are engaged in requires the consent of your subjects. Preferably, all subjects will agree in advance. It is permissible to film a dance in which only one party has consented, provided that there is no indication other parties are against being filmed. In addition, their consent must be obtained after filming. If they do not consent, the video or photography footage must be deleted.