Meeting on February 13th

Attendees

• Allan Day
• Rosanna Yuen
• Nuritzi Sanchez
• Marina Zhurakhinskaya
• Meg Ford
• Ben Berg

Agenda:

• Decide on a plan for the photography policy
• Review existing examples
• Review legal research
• Review draft CoC with regards to structure
• Any missing pieces?
• Any sections too long/short?
• Is the overall organisation OK?

Notes:

• Photo policies

  • Allan: AdaCamp example

  • Marina: DebConf

    • Has opt-out policy.

• DebConf discussion - https://lists.debconf.org/lurker/message/20140904.064930.9109b6f1.en.html

• Should we do more research and come back to this?
• What are the issues?
  • If someone tells you not to photograph them, don't.
  • How do you take pictures of groups/audience? Have seating area for people who do not want to be in pictures.
  • Which photographers does the policy apply to? Official/unofficial? What is the line and do we need different policies?
    • It seems unrealistic to make a distinction but we can draw a line when deciding what pictures are used officially by the foundation.
    • Policy should apply to all photographers
    • Is the issue about taking photos or publishing photos?
  • Should the policy be opt-in or opt-out?
    • Policy can say that attendees agree to have photos taken unless they opt-out explicitly. We also ask the photographers get consent during events or afterwards.
      • Lanyards: Red: never agree to be in pictures. Yellow: ask first. Green: agree to be in pictures but does not indicate that they have signed a release to have pictures published.
      • Marina: Policy should provide people with way to opt-out
      • Nuritzi: Policy should provide a way to get permission to use photos on social media, etc.
      • Zana: School photo policy: pictures may be used in promotional materials but no name can be used
        • Ben: because of facial recognition this might not be effective
      • Nuritzi: Legally we need consent forms. How can we easily do that?
        • Have attendees sign a form when they sign into the conference/have checkbox on form.
        • Ben: In Germany it's never easy to make sure that you have a legal right to use a picture.
        • Marina: If a lot of attendees opt-out, where do we draw the line? Can we use pictures from hallways?
      • Allan: Should we have no-photo zones in auditoriums?
        • Marina: This sounds useful
        • Allan: Practically difficult to exclude parts of the audience when taking photos at events.
        • Ben: If someone is wearing a no-photo lanyard, they should sit in a no-photo area or area where it is easier to crop person out, etc.
        • Nuritzi: This came up at LAS GNOME and the attendee was happy to sit in a different area, etc.
          • For hackfests it makes more sense to talk to organizer rather than having lanyards
      • Marina: All these things should be described as best practices. Ask people who do not want to be in photos to identify themselves at the start of the conference/hackfest, etc. It will not always be practical to have lanyards.
• Does the photo policy also apply to video/audio?
  • Need to be more restrictive and specifically ask permission beforehand
  • In the past someone has gone through the conference with a video camera and interviewed people
  • Maybe same line should be drawn as photos. If someone is speaking then they should be asked specifically, but this is not necessary for group shots. Videographers should take the same precautions as photographers.