Photography, video and audio recording

PHOTOGRAPHY, VIDEO AND AUDIO RECORDING POLICY FOR TEDxUzhhorod 2026

Version date: 22 October 2026

Event date: 27 November 2026

Venue: Old Continent Hotel, Uzhhorod

Organiser: the organising team of TEDxUzhhorod

1. General provisions

1.1. This Photography, Video and Audio Recording Policy (the “Policy”) sets out the arrangements for photography, video and audio recording, and for the creation, processing, storage, publication and subsequent use of the resulting materials during and after TEDxUzhhorod 2026 (the “Event”).

1.2. TEDxUzhhorod is an independently organised event held under a TED licence in accordance with the principle of Ideas Worth Spreading.

1.3. Photography, video and audio recording are an integral part of organising TEDx, as they document the Event, share the ideas presented and enable a wider audience to watch the talks after the Event.

1.4. This Policy applies to:

• ● visitors, ticket holders and invited guests;
• ● speakers, hosts, moderators and performers;
• ● members of the organising team and volunteers;
• ● accredited journalists and media representatives;
• ● photographers, videographers, sound engineers and other engaged specialists;
• ● representatives of partners and contractors;
• ● other people present at the Event.

1.5. This Policy applies to photographs and video and audio materials created during the official programme, participant registration, breaks, networking, accompanying activities and in other Event areas where recording is permitted.

1.6. This Policy has been developed taking into account:

• ● the Constitution of Ukraine;
• ● Articles 301, 302, 307 and 308 of the Civil Code of Ukraine;
• ● the Law of Ukraine “On Personal Data Protection”;
• ● the Law of Ukraine “On Copyright and Related Rights”;
• ● the rules, standards and licence terms of TEDx;
• ● other applicable provisions of Ukrainian law.

1.7. This Policy is not an agreement to assign intellectual property rights, a blanket authorisation to use a person’s image or unconditional consent to any use of personal data.

2. Purposes of photography, video and audio recording

2.1. The Organiser carries out or arranges photography, video and audio recording for the following purposes:

2.1.1. Documenting TEDxUzhhorod, its programme, atmosphere and key events.

2.1.2. Professionally recording talks and performances by speakers, hosts and performers in accordance with the rules of TEDx.

2.1.3. Preparing materials to share the ideas presented at the Event with Ukrainian and international audiences.

2.1.4. Creating informational, editorial, educational, archival and reporting materials.

2.1.5. Covering the Event on its official website, social media pages and other permitted information platforms.

2.1.6. Informing the public about the activities of TEDxUzhhorod, its speakers, programme, outcomes and future initiatives.

2.1.7. Preparing materials for partners and media partners within the agreed rights and permitted formats.

2.1.8. Preserving the history of the Event and creating its documentary archive.

2.2. The materials created are used within these purposes, Ukrainian law, the rights and permissions available and the rules of TEDx.

2.3. The Organiser does not use photographs or video or audio materials for purposes incompatible with the original lawful purpose of their creation without an appropriate legal basis.

3. Informing participants about recording

3.1. The Organiser makes information about photography, video and audio recording available before the Event begins.

This information may be provided:

• ● on the official website;
• ● on registration and ticket purchase pages;
• ● in registration confirmations;
• ● on information signs at the venue;
• ● in messages from the organising team;
• ● in other information materials accessible to participants.

3.2. Before the main programme begins, the Organiser may also inform those present about professional recording and how to raise privacy concerns.

3.3. Under Article 307 of the Civil Code of Ukraine, a person’s consent to photography and video recording is presumed where it takes place openly at conferences, meetings and other events of a public nature.

3.4. However, purchasing a ticket, registering or attending the Event does not in itself constitute unlimited, irrevocable and blanket consent to any subsequent use of a participant’s image, voice or personal data.

3.5. The creation of an image and its subsequent public display, reproduction or distribution are assessed separately in accordance with Articles 307–308 of the Civil Code of Ukraine.

3.6. Where the law or the nature of the intended use requires a person’s separate consent, the Organiser ensures that consent is obtained before the material is used in that way.

4. Types of photography and video recording

4.1. The following categories of materials may be created during the Event:

4.1.1. Wide shots: photographs and videos of the stage, hall, audience, foyer, registration areas and other Event spaces.

4.1.2. Event coverage: documentation of talks, discussions, audience reactions, participant interaction, networking and other programme elements.

4.1.3. Individual materials: portraits, specially arranged photo sessions, interviews, personal video messages and other materials in which a particular person is the main subject of the image or recording.

4.1.4. Speaker materials: professional recordings of talks, stage photographs, official portraits and other materials relating to a speaker’s participation in the Event.

4.1.5. Organisational materials: documentation of the team’s work, venue preparation, technical facilities, decorations and other aspects of organising the Event.

4.2. Different legal bases for creation and use may apply to different categories of materials.

4.3. The Organiser considers the nature of the image, the circumstances in which it was created, how identifiable the person is, the purpose of use and its possible impact on that person’s rights and legitimate interests.

5. Wide audience shots and event coverage

5.1. During the Event, photography and video recording of the audience, stage, general atmosphere and other elements of the official programme take place openly as part of event coverage.

5.2. Wide shots may include images of people present as part of the overall composition or documentary record of the Event.

5.3. The Organiser may use these materials for informational coverage of the Event where there is an appropriate legal basis and in compliance with the law governing a person’s right to their own image.

5.4. A person’s presence in a wide shot does not automatically entitle the Organiser to use their image for personalised advertising of goods, services or commercial brands, or for other purposes unrelated to coverage of the Event.

5.5. A participant who has reasonable concerns about appearing in particular shots may inform the organising team in advance.

5.6. The Organiser considers reasonable organisational measures, including informing the recording crew or taking the participant’s wishes into account when selecting materials for publication.

5.7. Given the public nature of the Event, the Organiser cannot guarantee that a participant will be absent from every wide shot, but seeks to minimise unjustified interference with private life.

6. Individual photographs, close-ups and interviews

6.1. Individual portraits, posed photographs, interviews, personal video messages and other materials in which a particular person is the main subject are created and used with respect for that person’s personal non-property rights.

6.2. The Organiser obtains separate consent or ensures another appropriate legal basis where necessary for the intended use of the material.

6.3. When consent is obtained, the person must receive clear information about:

• ● the purpose of creating the material;
• ● its possible uses;
• ● the main distribution channels;
• ● the possibility of sharing the material with third parties;
• ● the person’s statutory rights.

6.4. Giving an interview or taking part in a posed photo session must not be treated as blanket permission to use the material in any future commercial campaigns.

6.5. The Organiser does not permit a person’s image or statements to be used in a way that, without proper grounds, creates a false impression of their views or endorsement of a particular brand, activity or organisation.

6.6. Manipulative editing, distortion of statements or any other use of materials that infringes the rights, honour, dignity or business reputation of the person depicted is not permitted.

7. Photography and video recording of minors

7.1. Where minors are present, the Organiser pays particular attention to protecting their privacy, personal data and interests.

7.2. Individual recording of minors and subsequent use of the materials take into account the child’s age and interests, the law and the need to obtain consent from a legal representative.

7.3. Where the law requires consent from a parent or other legal representative, that consent is documented before the material is used in the relevant way.

7.4. Materials must not be published if they could endanger a minor’s safety, unlawfully disclose confidential information or harm the minor’s rights and interests.

7.5. On receiving a substantiated request concerning material depicting a child, the Organiser promptly assesses the need to restrict access to that material and take other appropriate protective measures.

8. Recording TEDx Talks

8.1. Professional video and audio recording of talks is a mandatory part of holding TEDx under the applicable TED rules.

8.2. The main stage content is recorded exclusively by the crew appointed by the Organiser, in compliance with the technical, editorial and legal requirements of TEDx.

8.3. Before taking part in a performance, every speaker, host, performer or other person appearing on stage must, where required by the rules of TEDx, complete the relevant TEDx Speaker Release.

8.4. This document defines the rights and permissions needed to record, edit, publish and distribute the talk or performance under TED’s terms.

8.5. The Organiser retains signed releases in accordance with the requirements of TEDx, the law and internal document management procedures.

8.6. Speakers and others responsible for the content of talks must secure appropriate rights to use third-party materials, including images, video clips, music, graphics and other copyrighted works.

8.7. The Organiser checks that the necessary permissions are in place before submitting the relevant content for publication.

8.8. After the Event, recordings of talks are uploaded through TED Media Uploader for subsequent publication on the official YouTube channel for TEDx Talks in accordance with TED rules.

8.9. The Organiser does not upload full recordings of TEDx Talks to other video platforms or YouTube channels contrary to the established rules of TEDx.

8.10. Decisions on publication, technical processing and availability of the talks are made in accordance with TED’s rules and procedures.

8.11. After talks have been officially published, excerpts may only be used within the terms set by TEDx or with any additional permission required.

9. Restrictions on video and audio recording during talks

9.1. During talks, no outside recording crew may operate in the hall unless it is part of the official recording team for TEDx Talks.

9.2. Unauthorised professional video recording of talks, full audio recording for subsequent public distribution, livestreaming or creating alternative recordings of TEDx Talks without appropriate permission is not permitted.

9.3. Media representatives and partners may carry out permitted photography and video recording in break areas, the foyer, networking areas and other agreed locations.

9.4. Photography of the stage programme is subject to the rules of TEDx, the access conditions set by the Organiser and the need to avoid disrupting talks and official video recording.

9.5. The Organiser may impose additional technical restrictions on the use of flash, tripods, microphones, lighting equipment and other recording devices.

9.6. Participants must not secretly record other people’s private conversations in violation of the law.

9.7. The Organiser may require recording that violates this Code, other people’s rights or the rules of TEDx to stop, within the powers provided by law.

10. Journalists and accredited media

10.1. Media representatives may cover the Event in accordance with Ukrainian law, the rules of TEDx and the accreditation conditions lawfully set by the Organiser.

10.2. Accreditation may give journalists access to designated areas, information materials, comments from the organising team, speaker interviews and other agreed opportunities.

10.3. Accreditation does not automatically grant the right to:

• ● make alternative professional video recordings of talks in the hall;
• ● livestream TEDx Talks;
• ● use full recordings of talks without permission;
• ● alter or re-edit TEDx Talks contrary to TED rules;
• ● use TED or TEDx logos in violation of branding rules;
• ● share received materials for unapproved commercial use.

10.4. The Organiser may provide media representatives with approved photographs, information materials, comments and links to officially published TEDx Talks.

10.5. Excerpts from talks may be used in accordance with the rules of TEDx on duration, distribution methods and required permissions.

10.6. Journalists must respect the personal boundaries of those present, lawful access restrictions, safety rules and personal data protection requirements.

10.7. Accreditation alone does not authorise infringement of the intellectual property rights of TED, the Organiser, speakers or third parties.

11. Use of photographs under the rules of TEDx

11.1. The Organiser creates an official photographic archive of the Event to document it and subsequently distribute materials in accordance with the rules of TEDx.

11.2. Event photographs published as part of distribution provided for by TEDx must comply with the applicable TED licensing requirements.

11.3. The rules of TEDx provide for event photographs to be shared under the Creative Commons Attribution–NonCommercial–NoDerivatives (CC BY-NC-ND) licence. This permits sharing with attribution, without commercial use or distribution of modified derivative versions, subject to the terms of that licence.

11.4. The Organiser obtains the necessary rights from photographers and other rights holders, including through the documents required by TEDx.

11.5. Published photographs credit the photographer in accordance with the law, contractual terms and the rules of TEDx.

11.6. The photographic archive may be hosted on Flickr and other platforms to the extent permitted by the rules of TEDx.

11.7. Before publishing photographs, the Organiser selects materials taking into account:

• ● the rights of the people depicted;
• ● any objections to publication;
• ● privacy protection requirements;
• ● possible risks to minors;
• ● safety restrictions;
• ● the rights of photographers and other rights holders.

11.8. Publishing a photograph under a Creative Commons licence does not remove the need to respect the rights of the people depicted and personal data law.

11.9. Photographs are not automatically shared with partners for separate advertising campaigns, personalised promotion of goods or services or other commercial purposes. Such sharing requires a separate assessment of the legal basis and necessary permissions.

12. Use of materials by partners and third parties

12.1. Event partners and media partners may receive access to official photographic, video and information materials selected by the Organiser within agreed forms of cooperation.

12.2. These materials may be used to report on the partnership, participation in the Event or support for it, provided that the use complies with the law, third-party rights and the rules of TEDx.

12.3. Partnership does not grant unlimited rights to use images of participants or speakers, recordings of talks, TED logos or other protected intellectual property.

12.4. It is prohibited to create, without proper grounds, the impression that a particular speaker, participant, TED or TEDx endorses, recommends or advertises a partner’s products or services.

12.5. Use of individual images of participants and speakers in partners’ commercial materials requires a separate, appropriate legal basis.

12.6. Partners are responsible for using the materials they receive in their own activities in accordance with the law and their contracts.

12.7. The Organiser may set additional conditions for using materials in media partnership or other partnership agreements, provided that they comply with the rules of TEDx and the law.

13. Copyright and intellectual property

13.1. Copyright and related rights in materials created during the Event belong to the relevant rights holders under Ukrainian law and their contracts.

13.2. Engaging a photographer, videographer, sound engineer or other specialist does not automatically transfer all economic intellectual property rights in the resulting materials to the Organiser.

13.3. The extent of the Organiser’s rights to use materials is determined by law, agreements with the relevant authors and other appropriate legal bases.

13.4. The Organiser arranges the documents necessary for lawful use of the materials created in accordance with the rules of TEDx.

13.5. Without appropriate permission, it is prohibited to:

• ● claim authorship of another person’s work;
• ● unlawfully reproduce or distribute protected materials;
• ● make unapproved commercial use of materials;
• ● violate the applicable licensing terms;
• ● use materials in a way that unlawfully alters the content of talks or distorts their authors’ positions.

13.6. The use of trademarks, logos, recordings of talks and other materials of TED and TEDx is governed by the relevant rules and permissions of the rights holders.

14. Rights of people appearing in photographs and videos

14.1. Every individual has the right to protection of their image, private life, honour, dignity and personal data under Ukrainian law.

14.2. A person may contact the Organiser with a request concerning the use of a specific photograph, video or audio material in which they can be identified.

14.3. Depending on the circumstances and the legal basis for using the material, a person may raise the issue of:

• ● obtaining information about the material and its use;
• ● restricting further distribution;
• ● ending a particular form of use;
• ● deleting the material where there are legal grounds;
• ● applying other appropriate remedies to protect their rights.

14.4. The Organiser considers requests individually, taking into account Articles 307–308 of the Civil Code of Ukraine, personal data law, copyright and other applicable provisions.

14.5. A request to stop publicly displaying material insofar as it concerns a person’s private life is considered subject to the conditions in the second paragraph of Article 307 of the Civil Code of Ukraine.

14.6. The Organiser cannot guarantee the complete removal of all copies lawfully distributed and retained by independent third parties, but takes appropriate measures within its own control and legal powers.

14.7. If material has already been submitted for publication on TED platforms or other independent platforms, subsequent amendment or removal may depend on that platform’s rules, the legal basis and the Organiser’s powers.

14.8. Personal data rights are exercised in accordance with the Privacy Policy of TEDxUzhhorod and Ukrainian law.

15. Submitting and handling requests

15.1. To report unwanted individual recording, object to specific material or raise an issue about the use of their image, a person may contact the Organiser.

Contact email: tedxuzhhorod@gmail.com

15.2. A request should preferably include:

• ● the applicant’s name;
• ● contact details for a response;
• ● a link to the material or a description of it;
• ● the circumstances giving rise to the request;
• ● the applicant’s specific request.

15.3. Where necessary to prevent unlawful disclosure of information or protect others’ rights, the Organiser may take proportionate measures to verify the applicant’s identity or authority.

15.4. The Organiser considers requests within the time limits and under the procedures prescribed by applicable Ukrainian law, taking into account the nature of the request.

15.5. If a request indicates a possible immediate safety threat, a serious invasion of privacy or other urgent circumstances, the Organiser assesses the need to promptly restrict distribution of the material while reviewing the request.

15.6. Following a review, the Organiser may:

• ● explain the grounds for using the material;
• ● stop the relevant form of use;
• ● restrict access to the material;
• ● delete the material from platforms under its control;
• ● contact another rights holder or platform;
• ● decline the request with an appropriate explanation where there are legal grounds to do so.

15.7. A person retains the right to use the legal remedies available to protect their rights, including contacting the Ukrainian Parliament Commissioner for Human Rights or a court where provided for by law.

16. Storage and protection of materials

16.1. The Organiser provides organisational and technical measures to protect photographs and video and audio materials from unauthorised access, unlawful use, loss, damage or disclosure.

16.2. Access to unpublished materials is granted to people who need it to perform specified organisational, editorial, technical or legal tasks.

16.3. Materials are shared with contractors and engaged specialists to the extent needed for the relevant work, in compliance with applicable contractual and legal requirements.

16.4. Materials are retained for as long as necessary to achieve the lawful purpose of processing and comply with licensing, contractual and other legal requirements.

16.5. Retention periods may differ by category, including unpublished recordings, the official Event archive, materials for TEDx Talks and documents confirming the permissions obtained.

16.6. Publishing materials on external platforms, including YouTube, Flickr and social media, may involve processing by the relevant platform operators under their own rules and privacy policies.

16.7. Where personal data is transferred outside Ukraine, the Organiser ensures compliance with applicable personal data protection law.

17. Special restrictions for safety reasons

17.1. As the Event takes place in Ukraine under martial law, photography, video and audio recording must comply with current safety requirements and restrictions.

17.2. Creating or distributing materials is not permitted where it violates statutory restrictions or poses an immediate threat to the life or safety of those present.

17.3. During an air raid alert, evacuation or other emergency, safety measures take priority.

17.4. Recording must not hinder evacuation, emergency services, the movement of people or assistance to those injured.

17.5. The Organiser may temporarily restrict photography and video recording in certain areas where necessary to comply with safety requirements or protect the privacy or legitimate interests of those present.

17.6. Participants and media representatives must comply with lawful instructions from authorised persons to stop recording where it poses a threat or violates applicable restrictions.

18. Liability and scope of this Policy

18.1. The Organiser uses photographs and video and audio materials in accordance with Ukrainian law, the rights and permissions available and the applicable rules of TEDx.

18.2. Media representatives, partners, contractors and others who independently create or use materials are responsible for the lawfulness of their own actions in the cases and to the extent established by law.

18.3. The Organiser does not authorise third parties to use materials in violation of copyright, image rights, the rules of TEDx or personal data law.

18.4. A breach of this Policy may be grounds for appropriate organisational measures under the Code of Conduct, Inclusion and Participant Safety, accreditation terms or contracts.

18.5. Nothing in this Policy restricts rights guaranteed by Ukrainian law or exempts the Organiser or others from liability that cannot lawfully be excluded.

19. Final provisions

19.1. This Policy forms part of the general rules for participation in TEDxUzhhorod and applies together with:

• ● the Privacy and Personal Data Protection Policy;
• ● the Website Terms of Use;
• ● the Code of Conduct, Inclusion and Participant Safety;
• ● the Ticket Purchase and Refund Rules;
• ● other applicable documents of the Organiser.

19.2. If any provision of this Policy conflicts with mandatory provisions of Ukrainian law, the relevant legal provisions apply.

19.3. The Organiser may amend this Policy to reflect changes in legislation, the requirements of TEDx, technical processes or Event arrangements.

19.4. The current version of this Policy is published on the official website of TEDxUzhhorod.

19.5. Material changes affecting participants’ rights or the use of their personal data are communicated appropriately and, where necessary, implemented only after the relevant legal basis has been secured.

19.6. This Policy takes effect on the date of its official publication unless the Organiser states otherwise.

CONTACT INFORMATION

TEDxUzhhorod 2026

Official Event website: https://www.ted.com/tedx/events/69351

Organiser: Sole Proprietor Maiia Serhiivna Sviatashova

TEDxUzhhorod is an independently organised event held under a TED licence.