In short
- Venue approval to film is one permission. Music, guests, children and drone are separate.
- Each row names who decides, and stays open until you say it is recorded.
- The sheet never says an event is legally cleared.
- Open items on children, music and personal data are marked for a qualified adviser.
Filming a venue and publishing a video are different permissions, and one does not cover the other. This sheet lists the permissions that apply to your actual use and who decides each one.
What is it for?
Organisers often hold one approval, usually from the venue, and assume it covers everything. Music, guests, children, speakers, drones and the places you publish each have their own decision-makers. The checklist keeps them apart, so you can see what is recorded and what is not.
How do I use it?
- Add the venue, if you wish, and say whether it approved filming in writing.
- Answer who attends, whether children are filmed, whether speakers and slides are recorded, and what music is used.
- Say whether a drone is requested and whether other people handle the footage.
- Choose where the video will be shown. For each row that applies, say whether you have a written record.
- Add a note on who agreed and when. Please leave out phone numbers and guests’ names.
How do I read the result?
Each row shows one of three states: recorded by you, open or not applicable. It also shows the question to ask and who decides. If you answered not sure, the row stays open and is marked unknown. It is never treated as a no.
Rows on children, music, other people’s content, publication and outside processing are also listed for a qualified adviser while they are open.
What are the assumptions and limits?
- Your answers are not checked. Recorded means you say a written record exists, not that it is valid or enough.
- The result never says an event is legally cleared. A decision in one row does not cover another.
- Which permissions apply depends on the actual use. Changing channels or music changes the result.
- Rules change. The sheet links the Personal Data Protection Act 2010, the Copyright Act and the MACP FAQ. Read the current versions.
- It is a planning aid that records decisions and open questions.
A worked example
This is an illustrative example. A hotel has approved filming in writing. You will play recorded music, show a drone shot, and post the film on public social media.
The venue row shows recorded by you. Music, drone, guests and publication stay open, because the venue approval does not cover them. Music is listed for a qualified adviser, and the drone row points you to the drone checklist.
When should I message us?
Message us when you know the venue and where the video will be shown. We will say what we need from you before the day, such as who agrees to guests and children being filmed. Our permissions and privacy guide explains the topics, and the private and public video version planner helps you split versions by audience. See also the drone planning checklist and our event videography service.
For a legal question about your event, ask a qualified adviser.
If you have the venue, the guest mix and the places the video will be shown, that is enough to start. Send them and we will say what we need from you before the day.
WhatsApp usSources
- JPDP, Act 709, checked 2026-10-06
- JPDP, Act A1727, checked 2026-10-06
- WIPO Lex, Copyright Act 1987, checked 2026-10-06
- MACP FAQ, checked 2026-10-06
Checked on the date shown. Rules and venue requirements change, so confirm them for your own event.