In this guide
Before filming staff, customers or members of the public, explain how the video will be used and agree on the permissions needed. Planning this early gives participants time to ask questions and helps the production team know who can be filmed.
Many Melbourne businesses ask us the same questions. Who needs to sign? What needs to be included? Can someone withdraw permission later? How does this work in a workplace setting?
This guide by Dream Engine explains the practical side of release forms for corporate video production and government video projects. It is not legal advice. Requirements vary between organisations and projects. Check the proposed filming and uses with your organisation’s legal or privacy contact.
Why Business and Government Projects Use Release Forms
Corporate and organisational videos are often used for recruitment, onboarding, internal communication, websites, social media, and presentations. Once published, they can circulate widely. A release form can record the agreed arrangements for:
- permission to appear in the video
- how the footage will be used
- whether it may be shared publicly
- whether the organisation can repurpose the content later
- what happens if a staff member leaves the company
Unclear permissions can lead to objections after filming, limit how footage can be used or require another edit. Agree on the process before the shoot and keep a record of the permissions and any limits.
Who needs to sign a release form
Before the shoot, confirm with your organisation who needs to sign its approved release form. Start by identifying people who will:
- appear in interviews
- speak to camera
- feature in role plays
- demonstrate a process
- appear clearly and intentionally in the final edit
People in the background may still be identifiable. Discuss how to handle their appearance with your organisation’s legal or privacy contact rather than assuming no permission is needed. The OAIC’s guidance on photos and videos explains the privacy considerations for organisations covered by the Privacy Act.
For children and young people, confirm the consent and release process before filming. Parent or guardian permission may be required, alongside involving the young person in the decision. For privacy consent, the OAIC explains that capacity depends on understanding and maturity. Your organisation should also check the requirements for its release form and any school, childcare or child-protection rules.
Use your organisation’s approved release form
Dream Engine does not supply or approve legal release forms. Use a form approved by your organisation’s legal or privacy team for the planned filming and intended uses.
Ask that team to check:
- the proposed uses and any limits on publication
- privacy and confidentiality requirements
- who needs to provide permission and how it will be recorded
- how questions or requests to withdraw permission will be handled
If you do not already have an approved form, allow time to arrange one before filming.
When and how to collect signatures
Send participants the approved form and explain the intended uses before the filming day where possible. Confirm the required permissions before recording.
Give people time to read the form, ask questions and raise any concerns. If signing takes place on the day, allow time for that conversation before the cameras are set up.
Use the paper or digital signing process approved by your organisation. Nominate someone to keep the records securely and communicate any restrictions to the production team.
What a release form normally includes
Your organisation’s approved form should explain the proposed recording and uses. Points to discuss with the team preparing it include:
- the person’s name and role
- the purpose of the video
- the content being released, such as video, audio, or photography
- permission to publish and distribute the content
- any agreed additional uses of the content
- who to contact with questions or requests to withdraw permission
- any agreed limits on use, publication or duration
- a signature and date
Your legal team may add clauses for privacy, confidentiality, copyright, or specialised areas such as healthcare or government communications.
Can someone withdraw permission later?
A signed release does not settle every privacy question. Where an organisation relies on consent under the Australian Privacy Principles, the OAIC explains that consent can be withdrawn. The organisation cannot then rely on that past consent for future use or disclosure of the person’s information.
If someone asks to withdraw permission, refer the request to your organisation’s legal or privacy contact. They can assess the release terms, applicable privacy obligations and any changes needed to future use of the footage. What this means for an existing publication or edit needs to be considered in the circumstances.
Filming in workplaces and sensitive environments
Some locations have additional requirements, including:
- healthcare facilities
- government departments
- schools
- research organisations
- sites with confidentiality or security protocols
In these cases, release forms may be combined with:
- privacy statements
- confidentiality agreements
- access permissions
- identity verification procedures
Dream Engine works regularly in settings with strict controls. We coordinate with your internal team to confirm access arrangements, filming restrictions and who is responsible for permissions.
How Dream Engine supports your release process
We help clients organise the practical steps around filming permissions. This includes:
- identifying planned participants so your organisation can confirm who needs to sign
- reminding coordinators before filming day
- checking that all participants are aware of the process
- allowing time in the schedule for signing
- coordinating with your legal, privacy or HR contact where needed
Before editing and delivery, let us know about any restrictions on the footage so the agreed uses and versions can be taken into account.
Final note
This guide is general in nature. For formal advice or legal interpretation, always speak with your organisation’s legal department.
Planning a corporate video? Contact Dream Engine to discuss who will be filmed, where the shoot will take place and how you intend to use the video.
Filming permissions
Frequently Asked Questions
Practical questions to discuss before filming.
Do I always need a signed release form?
Whether a signed release is needed depends on the project, intended uses and applicable requirements. Confirm the process with your organisation’s legal or privacy contact before filming, including how to handle identifiable people in the background.
Do staff members need to sign release forms?
Confirm which staff need to sign under your organisation’s approved process. Explain how the footage will be used and give people time to ask questions. Check the arrangements for background staff as well as interviewees and other featured participants.
Should I get people to sign before or on the filming day?
Share the approved form and explain the intended uses in advance where possible. Confirm the required permissions before recording. If signing happens on the day, allow time for people to read the form and ask questions before filming begins.
Do I need release forms for people in public places?
Being in a public place does not by itself settle what permissions are needed. Check the intended use, whether people are identifiable and any location requirements with your organisation’s legal or privacy contact before filming or publishing.
What if the person is under 18?
Confirm the consent and release process for children and young people before filming. Parent or guardian permission may be required, alongside involving the young person in the decision. Capacity, the intended use and school or childcare requirements may affect the process.
What should a release form include?
Discuss the participant’s details, what will be recorded, the purpose of the video, where it will be used, any agreed additional uses or limits, and how permission will be recorded. Include a contact for questions or withdrawal requests. Your legal or privacy team should approve the wording.
Can someone revoke their permission after filming?
A signed release does not settle every privacy question. If someone asks to withdraw permission, refer the request to your organisation’s legal or privacy contact. They can assess the release terms, applicable privacy obligations and any changes needed to future use of the footage.
Do I need a different form for voice-only recordings?
Some organisations prefer a separate form for voice-only work. Others include audio in their standard media release. Use the version approved by your legal team.
Should Dream Engine provide the release form?
Dream Engine does not supply or approve legal release forms. Use a form approved by your organisation’s legal or privacy team for the planned filming and intended uses. We can help coordinate the practical steps before and during the shoot.
Ryan Spanger is the founder and managing director of Dream Engine, a Melbourne video production company established in 2002. Over the past two decades, he’s produced hundreds of videos for businesses, government departments, universities and healthcare organisations across Australia. Ryan specialises in helping organisations explain complex ideas through clear, engaging video content, with particular experience in corporate communications, training and education.
