Guest interviews and publication consent

Before a guest speaks to camera, tell them what the clip is for and where it may appear, then record their answer. Agreeing to be filmed is not the same as agreeing to be used in any way you choose.

What should a guest be told?

Keep it short and use everyday words. Cover these points:

1. Who is asking, such as the organiser’s name.
2. What the clip is for, such as a recap video or a social post.
3. Where it may appear, such as the event website, social pages or a paid advert.
4. How long it may be used, if you have a time limit in mind.
5. How to ask a question or withdraw, with a contact name.

The interview schedule builder helps you plan timings. If you would like us to film the interviews, see our event interview filming service.

A short script you can adapt

This is an example only. Adapt the words for your event.

“Hi, I am filming short interviews for [organiser name]. The clip may appear on our [website / Facebook / Instagram] to show what happened at the event. Is that all right with you? You can stop at any time, and you can contact [name] if you change your mind.”

Say it before the first question, and record the guest saying yes, or collect a signature or message. Keep the record with the clip.

How do you record consent?

Choose one method per group of guests and use it every time. One method is easier to follow, and easier to prove, than a different approach for each guest.

What if a guest says no, or changes their mind?

Respect a no on the spot and move on. If a guest changes their mind later, you need to know who receives the request and what happens next. Decide that in advance. See requests to remove or revise a published event video.

Are there extra points for certain guests?

• Children: talk to the parent or guardian first. See school event filming and participant permissions.
• Speakers or sponsors: their agreement may already cover video. Check the terms.
• Sensitive topics: offer guests a review before release, and consider whether attribution by name is needed.
• Music in the background: background music during an interview can create a separate music question. See music played at an event and music added to the video.

Malaysia’s Personal Data Protection Act 2010 was amended in 2024. Whether it applies to your interviews depends on the facts, so ask a qualified adviser if you are unsure.

Who does what?

The organiser decides where the clips will be used and what guests are told. We film the interviews, keep the clips labelled by guest and use only what was agreed. If a clip is used for a new purpose, check with the guest again.

What we confirm for your event

• The crew reads out the consent script before each interview, if you want it.
• Each clip is labelled by guest, so you can see what each guest agreed to.
• Guest review before release, for the guests you choose.
• A clip is set aside if its guest says no after filming, until you decide the next step.
• The interview outputs, such as single clips or a combined reel, written into the quote.

To plan the whole event, read permissions to discuss before filming and use the filming and publication responsibilities checklist. If you would like us to film, see our event videography service.