Taking part in a demonstration is not the same as agreeing to appear in advertising. Agree a simple signal for customers who decline, brief staff on how to respond, and plan alternate images that show the product without identifying those customers. The photographer then avoids them without interrupting the demonstration.
A public demonstration invites ordinary people to take part. A customer tries a product, a family joins a game, a visitor asks a question. They said yes to the demonstration. They did not necessarily say yes to appearing on a poster.
This page sets out how to plan for that difference. It builds on our guide to hands-on media trials and customer demonstrations.
Taking part is not the same as agreeing to promotion
A customer at a demonstration may be happy to be photographed for the event record, and unwilling to appear in an advertisement or a social post. These are different uses, and the second needs a clearer yes. Our guide to permission to photograph and permission to publish explains the difference.
Under the Personal Data Protection Act 2010, an identifiable image of a person can be personal data. Rules on consent and notice may apply when images are used in commercial activity. Whether and how they apply to your event is a question for your legal adviser or the Personal Data Protection Department. We do not give legal advice, and your team decides how to meet its own obligations.
A simple approach in four parts
| Part | What to decide |
|---|---|
| Notice | A short sign or invitation line saying photographs may be taken, and for what |
| Signal | A visible way for customers to say they decline |
| Staff | A short briefing on the signal and a polite response |
| Alternate images | A plan for images that do not identify those customers |
Keep each part simple. A complicated process slows the demonstration and confuses staff. Our guest photography communication builder helps draft the notice.
Choosing a signal
Pick a method that is easy to use and does not single out customers. A sticker on a name tag, a coloured wristband, or a word with staff at the entrance are examples. The same signal should work for everyone, and staff should know it before the doors open.
The photographer also needs to know the signal. Brief the photographer on the day, with a staff member at hand to answer questions. Our photo sharing and privacy plan lists the choices your team may want to record.
What the photographer does
Once the signal is known, the photographer avoids framing customers who declined. This does not stop the demonstration being photographed. Useful images remain:
- Hands and the product, without faces.
- Wide scenes where individuals are not identifiable.
- Staff and spokespeople.
- Customers who agreed.
- Product details and setup.
The photographer should not have to ask customers for a decision during the demonstration. That is the staff's job, before the customer takes part.
A hypothetical example
Imagine a public demonstration of a kitchen product at a retail event. A sign at the entrance says photographs may be taken for the brand's records and social channels, and invites visitors to ask staff if they prefer not to appear. Visitors who decline receive a green sticker.
Staff and the photographer are briefed on the sticker. During the demonstration, the photographer frames hands and products for customers wearing stickers, and takes faces only of customers without them. After the event, the team selects images, and anyone who changed their mind is removed from the selection.
Changes of mind
People can change their minds. Plan how that is handled: who receives the request, how it is recorded and how selections are updated. Our image-use and approval register is one way to keep the record.
Related planning
For the wider privacy picture, our guide to event photography privacy, permission and image use covers the main questions. For hosts who need to tell guests about photography calmly, see helping a host communicate photography arrangements without pressure.
What to send us
Send the notice you plan to use, the signal, the staff briefing and how images will be used. We read the brief, ask what is missing and confirm our approach in writing.
Checklist
- Write a short notice saying photographs may be taken and how to decline.
- Choose a visible, easy signal for customers who decline.
- Brief staff on the signal and how to respond politely.
- Brief the photographer on the signal before the demonstration starts.
- Plan alternate images that do not identify those customers.
- Agree how a change of mind is handled and recorded.
- Ask your legal adviser how personal data rules apply to your use.
Tell us how customers are invited, what notice they receive and how you plan to mark those who decline, and we will build an approach into the coverage brief.
Plan photography around customer choiceCommon questions
Is a photograph of a customer personal data under Malaysian law?
An identifiable image of a person can be personal data, and the Personal Data Protection Act 2010 may apply when images are used in commercial activity. How it applies to your event is a question for your legal adviser or the Personal Data Protection Department. We do not give legal advice.
How can customers show they do not want to be photographed?
A simple, visible method works best: a coloured sticker or wristband, or a quiet word with staff at the entrance. Choose one method, tell staff and the photographer, and make it easy to change one's mind. Avoid methods that single out customers awkwardly.
Can the photographer still photograph the demonstration?
Yes, with care. The photographer can frame images that show hands, products, backs, wide scenes or staff without identifying customers who declined. Agree the approach with your team beforehand, so the photographer does not have to judge on the spot.
What if a customer changes their mind later?
Tell your team how to handle it. A customer who first declined and later agrees can be photographed with a clear record of the change. A customer who first agreed and later withdraws should be removed from selections, if your team agrees. Record such changes in writing.
Sources checked
Plan photography around customer choice
Tell us how customers are invited, what notice they receive and how you plan to mark those who decline, and we will build an approach into the coverage brief.
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.
Last reviewed: