Event Media Policy
General Rules
Attention: Individuals who violate these rules may be removed from the property at our discretion.
This Policy outlines the guidelines for attendees, members of the press, and online influencers at events produced by the Oklahoma Society for Culture Appreciation. By attending an OS4CA event under a badge or pass, you agree to comply with this Policy.
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Definitions
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Attendees: Anyone attending the event, including staff, Guests, vendors, artists, and partners.
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Cosplay: The practice of dressing up as a character from a film, TV show, anime, comic book, manga, video game, or other popular media.
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Press: Individuals or entities producing news, features, or commentary related to the event, including journalists, photographers, videographers, and bloggers.
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Online Influencers: Individuals with a significant online presence, including social media influencers and content creators.
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General Rules
Attention: Individuals who violate these rules may be removed from the property at our discretion.
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Photography or videography is generally allowed. Permission to capture a subject's image must be given before the photo is taken, or received retroactively; if consent isn't given, the photo must be deleted.
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General establishing shots of a crowd or venue don't require individual consent. However, if a shot focuses on three or less individuals, consent is required.
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The final say on whether a shot may remain rests with OS4CA Communications Staff, or with any individual pictured in the shot, who may request it be deleted.
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Cosplay Is Not Consent
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Wearing a costume is not an invitation to be photographed or filmed. All individuals must obtain explicit consent from a cosplayer before photographing or filming them, and must respect their personal space and privacy at all times.
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Conduct & Equipment
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CONDUCT
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Individuals and equipment cannot block any public area or impede the safe flow of foot traffic or ADA-accessible routes (entrances, exits, hallways, etc.).
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No setup of lighting with light stands, ladders, backdrops, large props/signage on the floor, running cords/wires across the floor, etc. is allowed in public spaces without express consent from Communications Staff.
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Individuals and their subjects must respect the venue by not being disruptive or engaging in unsafe behavior (standing on furniture, climbing into fountains, hanging items from light poles, etc.).
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All photographers must have valid OS4CA credentials (attendee badge or Media Pass).
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Indoor drone use is prohibited. Outdoor drone use in or around event venues must comply with all applicable federal, state, and local regulations, and operators must hold valid OS4CA credentials.
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EQUIPMENT
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Without a Media Pass:
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Images may be captured in public spaces using hand-held equipment only.
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Equipment cannot extend more than a 15-inch radius around or above the photographer or subject, with the exception of a monopod attached directly to the primary camera/rig.
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No free-standing equipment is allowed.
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With a Media Pass:
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Filming equipment may be used with permission from Communications Staff, subject to the Conduct rules.
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How Can I Get a Media & Influencer Pass?
Members of the press and online influencers must apply for and obtain a Media Pass in advance of the event to receive the additional privileges under this Policy. Media Passes are non-transferable and must be worn visibly at all times. Failure to comply with this Policy may result in revocation of the pass and removal from the event.
Want a Media Pass? Learn how to apply here.
Program Recording & Press Junket
Members of the press and online influencers must obtain express permission from event organizers before conducting interviews or filming panels. Any audio or video recorded at a press junket or panel is for editorial use only and may not be used for advertising or promotional purposes. Where required by contract, press recordings must be submitted to OS4CA for review prior to publication. Press and online influencers must not interrupt or disrupt a press junket or any event in progress.
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Main Events
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The press section of the Main Events room is reserved for members of the press and online influencers only.
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Members of the press and online influencers must not block the view or impede the experience of other attendees.
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Tripods, lights, and other equipment are not permitted in the Main Events room.
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Panels, Guests & Events
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Only OS4CA, its contracted media teams, panelists, or approved press may record audio or video of a panel. Attendees may not record a panel without explicit authorization — this applies to phones as well as dedicated recording equipment. If you're asked to put a recording device away, please comply immediately.
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Photography (still images) is generally permitted during panels unless a panelist or the event's official notice restricts it. Some panelists choose to restrict recording of their session entirely; where that's the case, it will be noted in the Programming schedule or announced at the start of the panel. You'll also be notified whenever a panel is being officially recorded.
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Many of our Guests, panelists, and content providers have contractual obligations that prohibit any recording of their sessions. No video or audio recording is allowed of Movie and TV panels, or of footage shown on screens during movie and television panels or in viewing rooms. This footage is exclusive material brought to OS4CA by studios and networks — please respect their rights so we can continue offering it to attendees.
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Unauthorized recording of a panel may result in the recording device being confiscated for review and removal from the event. Serious or repeated violations may result in a ban from future OS4CA events, a takedown notice, or legal action.
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Media & Promotional Materials
By attending an OS4CA event, you grant permission to be photographed or recorded by authorized staff photographers. Purchasing a registration or accepting an entry pass, badge, or membership inherently grants OS4CA permission to use such images or footage for archival or promotional purposes.
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OS4CA does not release captured media for third-party re-use without express permission.
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OS4CA reserves the right to utilize any media recorded at an OS4CA event, including photography and video.
Any violation of this Policy may result in revocation of a Media Pass and removal from the event.