Evergreen Event Photography/Audio/Video Policy

This policy applies to all attendees of Evergreen events, including event staff who are designated as official photographers and audio and video recorders.

Do not photograph, video or audio record anyone without their express permission.

During the Evergreen International Conference, most attendees will have different colored badge lanyards showing their preference for photography:

  • Green: Photographs always okay
  • Yellow: Ask before photographing
  • Red: Photographs never okay, don’t ask

There is no prior opt-in for in-person audio or video recordings. You must always ask before recording.

The event may have one or more staff taking photographs and/or audio or video recordings during the event.  These staff will respect attendees’ preferences regarding photography and recordings.

For online or remote events, attendees will be proactively informed if the event will be recorded via the online hosting platform, and asked for a waiver at registration. Attendees and presenters at online events may choose to use their cameras but will not be required to do so. Attendees may choose to use an alternative screen name or photo avatar as long as they do not otherwise conflict with the Evergreen Code of Conduct. 

Anyone screensharing at an event will need to take care to not show any chat windows associated with the hosting platform. It is the responsibility of the person(s) running the event to ensure that any recordings automatically made by communications software, but not authorized, are immediately and permanently deleted. Person(s) running the event will also make use of platform tools to hide attendee cameras if needed.

If the Evergreen Project Board, or the Evergreen Conference Planning Committee chooses to publish photographs and recordings taken by event staff, we will publish them under a Creative Commons license.   The Evergreen Project further reserves the right to use those photographs and recordings in promotional materials to promote the Evergreen Project and/or the use of free and open source software.

If there is a violation of this policy, event planners will request that the photograph be removed from any sites where it was posted and deleted from the devices. In the event that this request is ignored or further violations occur, the participants violating this policy may be sanctioned or expelled from the event without a refund or banned from future Evergreen events.

This Photography/Audio/Video Policy is adapted from the AdaCamp Photography/Audio/Video Policy, which is licensed under a Creative Commons Attribution-ShareAlike 3.0 United States License.

Approved by the Evergreen Project Board June 19, 2014; Revised March 21, 2019; Revised January 21, 2021.