A box of paper forms
A documentary-style film for a charity involves interviews with twelve people and shots of dozens of volunteers at an event. The runner gets people to sign paper release forms on a clipboard. Some sign, some say they will do it later, one signs with an illegible name. The forms go in a plastic wallet in the production bag.
In the edit, the director wants to use a strong moment with a volunteer. Nobody knows if she signed. The wallet has been left in a van. When it turns up, the forms have names but no photos, and nobody can match the illegible signature to anyone in the footage.
Why release paperwork goes wrong
- Paper forms are signed in a rush, often by the most junior person on set.
- Names on forms cannot be matched to faces in the footage.
- People who say they will sign later often do not.
- Location agreements and property releases are held separately by the producer.
- Forms are not linked to the project, so they are hard to find later.
What your release forms should say, who needs to sign one and what uses they cover are for your own templates and adviser. We build the process for getting them signed and finding them again.
What missing releases cost
Footage you cannot use without a release is footage wasted, sometimes the best moment of the day. Chasing people after the shoot takes time and may not work. A missing release discovered after delivery is harder still. And when clients ask whether a person agreed to appear, the answer needs to be quick and clear.
How we build digital releases
- Your release templates are set up as digital forms: contributor, minor with guardian, location, property.
- On set, the form is opened on a tablet or phone. The person reads it, signs on screen and a photo of them is taken with their agreement.
- Each signed release is saved to the project with name, contact, photo, time and the template version used.
- People who cannot sign on the day get a link by text or email to sign later, and the producer sees who is still outstanding.
- In the edit, releases are linked to clips, either by the assistant editor or by matching the photo to faces in the footage, suggested by a model and confirmed by a person.
- Any restrictions noted on a release, such as no use in advertising, are recorded and shown on the linked clips.
- Releases can be exported as PDFs for the client or broadcaster.
| Release type | Signed by | Linked to |
|---|---|---|
| Contributor | Person appearing | Clips they appear in |
| Minor | Parent or guardian | Clips they appear in |
| Location | Owner or manager | Location record and project |
| Property | Owner of artwork, vehicle and so on | Clips containing it |
The next event shoot
The runner opens releases on a tablet. Each person signs on screen and has a photo taken. Two volunteers leave before signing, and get a text link. One signs that evening. The producer sees one still outstanding.
In the edit, the director wants a moment with a volunteer. The assistant editor opens the clip, sees a release linked with photo and signature, and a note that the person asked not to be used in advertising. The moment goes in the film, and the restriction is recorded for any later use.
Months later, when the charity asks whether a particular person agreed to be filmed, the producer searches the project, finds the release with the photo and signature, and sends the PDF the same morning.
Is this your release process?
- Release forms are signed on paper.
- Forms cannot be matched to faces in footage.
- People who promised to sign later never did.
- Forms are in a production bag, not the project.
- You have cut footage because a release was missing.