Event Partner Filming & Photography Guidelines

All Event Partners bringing recording equipment onsite, must complete an compliance form and submit to the Event Manager at Innovation Zero by Friday the 17th of April.
 

1. Permitted Filming & Photography 

Event Partners may: 

• Film and photograph within their own stand space  

• Conduct pre-arranged interviews with individuals who have given consent  

• Capture general atmosphere footage of the event (subject to guidelines below)  

 

2. Strict Restrictions – Stages & Sessions 

• Filming, photography, and audio recording are not permitted in any theatres or stages during live sessions  

• This includes all content theatres, the main stage, and working group sessions  

• Any exceptions must be pre-approved in writing by the organisers  

 

3. Consent Requirements

Event Partners must: 

• Obtain clear verbal consent before filming or photographing any identifiable individual  

• Obtain written consent for:  

• Interviews  

• Testimonials  

• Case studies  

• Any content used for commercial/promotional purposes  

Event Partners must not: 

• Film or photograph individuals who decline consent  

• Continue recording if consent is withdrawn

 

4. Filming in Public / Event Spaces 

Event Partners may capture general footage provided that: 

• Individuals are not the primary focus without consent  

• Footage is wide-angle and non-intrusive  

• No individual is clearly identifiable as the subject without permission

 

5. Restricted Areas

Filming is not permitted: 

• Inside theatres or during any live sessions (unless authorised)  

• In VIP areas, meeting zones, or private spaces without approval  

• Of other exhibitor stands without their permission  

 

6. Audio Recording 

• Recording of speaker sessions or stage content is not permitted  

• Interviews must not interfere with sessions or create noise disruption  

 

7. Branding & Representation 

Event Partners must: 

• Ensure content does not imply official endorsement or partnership beyond agreed sponsorship  

• Not use footage in a way that could misrepresent the event or its participants  

8. Data Protection (UK GDPR) 

Event Partners are responsible for: 

• Compliance with UK GDPR when capturing and using personal data  

• Secure storage and appropriate use of recorded material  

• Removing content if requested by an identifiable individual  

9. Onsite Conduct

Filming must: 

• Not obstruct walkways or disrupt attendee experience  

• Not interfere with event operations or other exhibitors  

• Comply with instructions from event organisers at all times  

 

10. Agreement

By participating in filming or photography onsite, sponsors and exhibitors agree to comply with these guidelines. 

All Event Partners bringing recording equipment onsite, must complete an compliance form and submit to the Event Manager at Innovation Zero by Friday the 17th of April.