Children need extra care. An authorised adult, such as a parent, guardian or the responsible institution, should decide whether photographs are taken, who receives them, what may be published and how they are stored. Settle these before the event, follow the institution's own safeguarding procedure, and share nothing that names or locates a child unless the authorised adult agrees.
A child's birthday, a school sports day and a family festival all put children in front of the camera. The adults involved have a particular duty of care. This guide lists the questions they should resolve first.
It belongs to our overview of event photography privacy, permission and image use. It is general guidance. A school, kindergarten or youth organisation will have its own procedure, and you should follow it. For a school event, use our school event photography worksheet. This page uses no identifiable example of a child.
Who decides?
The authorised adult decides. That may be a parent or guardian, or an institution responsible for the child at the time. Where an institution is responsible, it often has a written policy. Ask for it.
Do not assume one adult speaks for all. If parents disagree, see photography instructions when a parent or guardian disagrees with another adult. Until the matter is settled, take the more cautious course.
Capture, use and access
Treat these as three questions, as with any photograph, but with more caution.
| Question | What to settle |
|---|---|
| Capture | Whether children are photographed, which activities, and by whom |
| Use | What may be published, and where |
| Access | Who receives the files, and how they are stored |
Our guide to permission to photograph and permission to publish explains the difference. For children, ask even more explicitly before anything becomes public.
Names, places and details
A caption with a name, a school and a date can tell a stranger a great deal. Avoid names unless the authorised adult agrees, and avoid anything that shows where a child lives or regularly goes. Keep uniforms, name tags and badges out of public images where you can. Our guide on photographs that reveal addresses, badges or personal documents covers the risks.
Safeguarding
Safeguarding rules belong to the institution or host. They may cover supervision of the crew, identification, where photographs may be taken and whether any one-to-one contact is allowed. We follow the procedure you give us. If you have none, ask the institution or a qualified adviser what applies. We do not substitute for that review.
Children's own wishes
A child may not want to be photographed even when an adult agrees. Our guide on when a child does not want to be photographed offers gentle ways to respond. The crew should stop if a child is distressed.
Sharing afterwards
Keep access narrow. A private gallery with a password is better than an open link. Avoid sending galleries through large messaging groups, as sharing a private event gallery through messaging groups explains. Our guide on private gallery access and onward sharing shows the settings to consider.
A worked example
For example, a community centre holds a holiday workshop for children. It sends parents a short note: photographs will be taken for the centre's records, and a few may appear in its newsletter without names. Parents tick yes or no for each.
Staff keep the list at the desk. The crew is told which children to leave out, and a staff member stays with the group. After the event, the centre sends parents a private link and removes the images of any child whose parent withdrew agreement.
Group photographs and the opt-out child
Group images are the hardest case. If one child cannot appear, the group photograph may need a second version, or the child may be placed outside the frame at the host's discretion. Decide this with the authorised adult before the day, not at the moment of the photograph. Avoid singling a child out in front of others, and avoid asking a child to explain.
Removal requests
A parent may change their mind. Agree the process before the event, as described in removal, withdrawal and deletion requests.
What we confirm in writing
We confirm how the crew works around the institution's rules, what is and is not photographed, and how files are delivered. We do not claim safeguarding qualifications that we have not confirmed with you. Use the institution's process as the final word.
Checklist
- Identify the authorised adults and the institution's own process.
- Ask who may give permission for each child.
- Decide what may be photographed and what may not.
- Agree whether names or locations may accompany images.
- Choose a private, access-limited gallery.
- Decide how long files are kept and how removal works.
Tell us who the authorised adults are and what process applies. We will plan around it and confirm in writing what the crew will and will not photograph.
Plan child-safe event photographyCommon questions
Who counts as an authorised adult?
Usually a parent or legal guardian, or an institution that holds responsibility for the child during the event. A school or centre may have its own process. Ask the institution what it requires and follow it.
Should children's names appear in captions?
Avoid names unless the authorised adult agrees. Names with photographs can identify a child and their location. First names only may still be too much in some settings.
Can the photographer be alone with children?
That is a safeguarding question for the institution or host. Agree the arrangement in writing before the day, such as an adult present at all times. Follow the institution's procedure.
What if a parent says no to photographs?
Respect it. Tell the crew, and arrange so the child is not singled out, for example by seating or a wristband chosen discreetly. Keep the record private.
Where should photographs of children be stored?
In a place with limited access, agreed in advance. Avoid open links and messaging groups. Decide how long files are kept and who may ask for removal.
Plan child-safe event photography
Tell us who the authorised adults are and what process applies. We will plan around it and confirm in writing what the crew will and will not photograph.
What happens next: You send your event details on WhatsApp. Our team reads the brief, asks what is missing, then confirms in writing whether the date, venue and coverage can be booked, with a quotation. Opening WhatsApp does not send anything, and a message is not a booking until both sides confirm.
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