Video Release Form Template

You’re working on a project, and you want to feature real people to make it feel more authentic. Here’s the thing—before the camera starts rolling, you’ve got to cover your bases. That means getting them to sign a video consent form. This document protects you as the creator as well as anyone who steps in front of the camera.

For filmmakers, videographers, and anyone who dabbles in media, having a solid legal document in place isn’t just helpful—it’s a non-negotiable essential. A release form ensures smooth sailing during production and after wrapping up. 

What’s the Difference Between a Consent Form and a Release Form?

The thing is, consent and release forms get confused a lot, but they’re not necessarily the same thing. A consent form is all about the “okay,” that someone’s giving permission to record them, their voice, their face, and words. 

A media release form takes that one step further in releasing the footage for you to reuse that in any different medium—social media, promotional video content, or a production piece. If you’re serious about staying on the right side of data privacy laws and avoiding messy disputes, combining elements of both forms might be the way to go.

Why These Forms Are Non-Negotiable

The minute you’re in production, things can change in a blink of an eye. One moment a person is excited to be featured in your project, and the next they’re calling to request you not to use the footage. Without a signed release form, that call will put you between a rock and a hard place. You’d have to pull their part from the finished product, which could throw your deadline into chaos.

Having a video and photo release form on hand will help you avoid these kinds of curveballs. They’re proof that everybody knew what they were signing up for, and that they were fine with how their contribution would be used in the project. This is not only a defense against possible legal headaches down the line, but it will also contribute to moving the project toward its deadline.

Oh, and here’s a big one—If you don’t get those forms signed, you probably can’t use anything they say or do—not the video, not the audio, not even a typed-out transcript of their interview.

Timing is Everything

When’s the best time to get these forms signed? Before you hit record. That’s how simple this is. A sample video release form spells out the lawful purpose of the project, and what the final product will be used for to avoid misunderstandings.

If a person doesn’t sign, they can pull out at any time and ruin your plans. Avoid the drama by having them sign at the moment they agree to be involved. If you’re working with children under 18, don’t forget to get a parental consent form or signature of the minor’s legal guardian.

That’s not a big deal for people who have been in the business, actors, models, and whatnot. But if you’re working with someone who is new to media, they might need a little extra explanation about what they’re agreeing to.

Video Release Form Design 

Consent forms should be clear, concise, and to the point: spell out the objectives of your project, the rights of the participant, and how their contribution will be used. Adding an FAQ section? Brilliant idea. It tackles common questions right from the start, leaving no room for confusion.

Remember to include important information: the participant’s full name, the description of the project, and how the content might be used—for apps, internal university presentations, or an ad on social media. 

Covering All Media Formats 

Today’s projects are not just about videos; they can be photos, audio clips, or even text pulled from an interview. Ensure your consent and release form covers all of these media formats. Don’t forget data retention periods. 

If you’re retaining media for potential use, outline that. Let them know how long their contributions will be kept and how they’ll be handled. This kind of transparency builds trust while keeping you compliant with data privacy rules.

Key Elements of a Comprehensive Video Consent or Release Form

Video release forms carry very specific information, stating precisely how you will use videos, photo snapshots, audio, and quotes used—so there couldn’t be issues misunderstanding it. Whether you’re recording video for a documentary, launching some ad campaigning, or conducting a study at the university—having permissions nailed down upfront can save you from prospective future headaches.

Let’s break down what makes a consent or release form truly airtight.

Who’s Who in a Video Release and Consent Form

First, you have the “releasor”—the individual or group whose media is to be used. Faces and voices are forms of intellectual property and they must give you permission to include it into your project. By placing their signature on that form, they release their likeness and content to the agreed-upon terms on the release form.

Then there is the “releasee,” which is you or your production company. If you’re using this media in a finished production, be it a video advertisement, social media post, or any other media format. Your job is to do your homework and make sure you’ve secured all the rights to use their content. Ensuring these roles are clearly defined in the form keeps everyone on the same page and avoids confusion.

Covering All Media Bases

Your form needs to spell out every type of media involved. Instead of saying “video”, specify it: video footage, still images, audio clips, and even transcribed quotes. Why? You never know how you’re going to want to use it later. 

What happens if you get a great quote from an interview and want to use it as a key line in your marketing campaign and it’s not covered explicitly on this form? The consent and release form must cover both current and future uses of the media, so you’re covered for any eventuality as your project evolves.

Sharing Rights with Third Parties

But what happens if a project gets picked up by a larger company, or the images get used as part of some larger marketing campaign? To avoid this hassle, your form needs to include the transfer or selling of media rights to third parties. With this document in place, you won’t have to chase down new permissions every time another company wants to use your content.

Non-Commercial and Commercial Purposes

Address how the media will be utilized. Your form needs to reflect if the usage will be commercial or non-commercial—or both. Non-commercial media may include education videos or an art project. Commercial use could be an ad campaign. Just because your project is strictly non-commercial doesn’t mean you shouldn’t get permissions for commercial either—just in case your plans change over time.

How Long Is the Video Release Form Valid For?

Every form has to refer to for how long the document remains in effect. When there’s no request for any particular timeframe, the permission document should mention that these permissions are indefinite. This disclaimer gives you free rein to make use of the content without revising the agreement.

Thinking Ahead 

Your project might start off small, but who knows where it will go? A documentary screened locally could end up streaming globally, or an interview might find new life in a future campaign. Having clauses for future use means you set yourself up for success no matter what comes your way. 

You might want to reuse a video recording or audio transcripts later on in your blog or pull quotes for the new FAQ section on your website. Cover all the potential eventualities with your form in advance of shooting to save time and effort when these opportunities arise.

Download a Free Video Release Form Template from FreshDox

Protect your production and future production rights with a fully customizable Video Release form template from FreshDox. Sign up for a free 7-day trial of our platform and register a Basic or Premium account to get instant access to our catalogue. 

Edit your free form, download it in PDF or Word format, and get started on your next video production. Check out our catalog of professionally designed templates for video and media productions, Basic accounts get three free downloads during the trial period and Premium accounts get unlimited downloads.